Navigating Dietary Preferences in Event Planning with Regina Panza

In this episode of Event Logistics Lab, I’m joined by Regina Panza, a seasoned food and beverage expert with over 30 years in the event planning industry. Regina has worked across catering, hotel management, and corporate event planning, and she’s seen firsthand how dietary preferences and concerns have evolved over the years.

Today, we dive deep into the growing importance of catering to diverse dietary needs at large events, from food allergies to vegan diets. Regina shares her valuable insights on how event planners can navigate the complexities of dietary accommodations, and why it’s more important than ever to make sure every guest is taken care of.

The Evolution of Dietary Needs at Events

Regina kicked off our conversation with a reflection on how quickly dietary needs have changed in the last 6 to 7 years. What was once a simple vegetarian or kosher meal request has now transformed into a complex web of gluten-free, dairy-free, nut-free, and allergy-conscious options.

"About six or seven years ago, it really escalated, and beyond just vegetarian, we now see things like gluten-free, nut allergies, and dairy-free being more and more common."

The shift, Regina notes, has been especially noticeable at larger conventions and events where dietary needs once seemed like an afterthought. Now, they're integral to the planning process.

The Importance of Catering to Every Attendee

One of the most significant points we discussed was the shift in how event planners need to think about dietary needs — it’s no longer just a box to check on a form; it’s a safety issue. Regina recounted a personal incident that deeply impacted her approach to food safety at events.

"There was an incident where someone we knew was severely affected by food allergies at a restaurant, and unfortunately, it resulted in a death. That really made me passionate about accommodating allergies properly at events."

This personal story serves as a powerful reminder of why we need to take dietary concerns seriously and create environments where everyone can eat safely and comfortably.

Managing Staff and Attendee Dietary Needs

As event planners, it’s easy to focus only on the attendees’ dietary requirements, but Regina brought up a crucial point: staff meals are just as important. With many events running for days on end, staff needs are often overlooked, and miscommunication can lead to problems on-site.

"You need to look at the staff and crew menus the same way you do the attendee menus. If you don’t, you could end up with issues on-site, and it could affect the entire event."

Regina stressed the importance of engaging not just the catering manager but also the culinary team directly — the chefs, banquet teams, and even the property’s culinary director. "We need to make sure every meal is safe for everyone – from the attendee to the staff," she said, noting that it’s vital to give everyone equal care and attention.

The Importance of Pre-Ordered Meals and Clear Communication

In our conversation, we also touched on how to best handle pre-ordered meals — a challenge at any event, especially when dealing with special dietary requests. For large events, ensuring that attendees get their pre-ordered meals, such as kosher or halal, requires rigorous follow-up and clear communication between the planner, the venue, and the attendees.

"We’ve started sending out re-confirmation emails leading up to the event for those with more severe dietary needs. It’s crucial to make sure people actually want those meals and won’t leave us with unnecessary waste."

Regina shared that tracking food waste and budget management are key. By reaching out to attendees directly, planners can ensure they’re only preparing what’s needed, which helps avoid food waste — an issue we can all agree needs more attention.

The Shift to Grab-and-Go Meals

Another key shift that Regina mentioned was how people are eating differently at events today. Gone are the days of massive buffet spreads with long lines and excessive food waste. The trend now is grab-and-go meals that are quick, easy, and designed for the modern attendee who might only have 30 minutes between sessions. This trend has also made it easier to accommodate various dietary preferences.

"Instead of the traditional buffet, smaller portions and grab-and-go stations are becoming the norm. They allow for more variety, cater to dietary needs, and are much more in line with how people eat now."

This change is crucial for planners to consider, as it helps streamline food service while keeping it accessible and accommodating.

Navigating Registration and Dietary Needs

Regina and I also discussed how important it is to get the dietary needs of staff and attendees included in the registration process. But it’s not just about adding a checkbox; it’s about ensuring that the registration form is detailed enough to capture all the necessary information.

"The registration process needs to capture detailed dietary information. We can’t just rely on ‘other’ because that creates confusion on-site. It’s about being proactive in capturing specific needs, whether it’s for an allergy or a preference."

Final Thoughts: The Future of Event Food Planning

As we wrapped up our conversation, it was clear that the future of event food planning requires more thoughtfulness, better communication, and smarter solutions. Event planners, chefs, and culinary teams must work together to ensure that dietary needs are met with the same level of care as any other aspect of the event.

"It’s not just about accommodating allergies anymore — it’s about creating a guest experience where food is safe, enjoyable, and caters to everyone’s needs."

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