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Creating Safe, Inclusive Celebrations for Every Child

Food is often at the heart of school life—from birthday parties and religious festivals to cake sales and science experiments. But for children with food allergies, these events can be a source of real anxiety and, in some cases, life-threatening risk. With the right planning and awareness, all children can enjoy these moments safely and confidently.

This guidance helps education and childcare settings create allergy-aware, inclusive events that prioritise safety without losing any of the joy.

Why This Guidance Matters

Children with allergies deserve to feel included—not isolated—when food is involved.

Every school or childcare setting is likely to have at least one child with a food allergy. Without the right precautions, a simple celebration can quickly turn into an emergency. Tragically, there have been fatal allergic reactions during the school day.

This guidance helps prevent harm by equipping staff with practical steps to manage food-related risks while still delivering engaging, inclusive events.

No child should be left out—or put at risk—because of a food allergy.
  • right_arrow_orange_icon 680,000 school-aged children in England have allergies
  • right_arrow_orange_icon 20% of fatal food-anaphylaxis reactions in children occur at school
  • right_arrow_orange_icon 1 in 3 children with food allergies report bullying
  • right_arrow_orange_icon Excluding children due to medical conditions may be discriminatory

Planning Allergy-Aware Events

The foundation of a safe event is early planning and clear communication.

Whether you’re organising a cultural festival, class party or science activity, taking time to understand and manage allergy risks makes all the difference. It begins with identifying children’s needs and continues through to food preparation and supervision.

Before the event, take these steps:

Identify food allergies and special dietary needs

Ask families to inform you of any allergies, intolerances, or coeliac disease.

Talk to parents/carers and the child

Discuss their specific requirements and ask about preferred brands or trusted products. This can simplify shopping and boost confidence.

Conduct a tailored risk assessment

Assess the risks of the specific event and determine whether allergens can be managed—or should be avoided entirely. It is never acceptable to exclude a child with allergies from the activity.

Coordinate with external venues if applicable

Check allergen policies, hygiene facilities, and food handling procedures if the event takes place off-site.

Establish practical safety measures

For example, at a cake sale, allow children with allergies to buy from a designated staff member who understands their needs.

 

Share clear information with helpers or volunteers

If food is being brought in from home, ask that it comes in original packaging with ingredient lists or allergen information.

Double-check all food labels

Even familiar products can change ingredients. Watch for “may contain” or “made in a factory” warnings, and don’t assume “free from” means all allergens.

On the Day: Keeping Everyone Safe

With the right plans in place, your event should run smoothly and safely.

It’s important to follow through on the plans, maintain hygiene, and make final checks before food is served. Don’t forget to build in safety without making the allergic child feel different or isolated.

Before and during the event:

Recheck all labels

Especially if using different brands. Prepare food for allergic children first and label it clearly.

Prevent cross-contamination

Use clean utensils and surfaces. Consider using different coloured plates for children with allergies.

Follow the risk assessment and agreed procedures

These are designed to protect all children and must be implemented fully.

Make a final check before any food is eaten

Confirm that food given to allergic children is safe for them.

Avoid unnecessary segregation

Children with allergies should not be seated apart unless specifically requested by families.

After the Event: Reflect and Improve

Review how things went to improve future planning.

Once the event is over, gather feedback from staff and volunteers. What went well? What could be done better next time? Share these learnings across the team so every event becomes safer and more inclusive.

Practical Examples: Small Changes, Big Impact

Common classroom activities and traditions often involve hidden allergy risks—but with a little creativity, they can be made safe and inclusive.

Here are a few examples and alternatives:

Advent and festival calendars

Choose identical or custom options so all children are included equally.

Bird feeders

Use peanut-free compost for children with peanut allergies.

Playdough

Swap wheat flour for gluten-free alternatives for coeliac or wheat-allergic children.

Bread-making during festivals

Use suitable flour to ensure safe participation.

Egg-rolling or science experiments

Use plastic eggs or playdough instead of real eggs—safer, sustainable and inclusive.

Ice cream on trips or in summer

Offer dairy-free ice cream as the standard option to avoid excluding children with milk allergies.

Free Planning Resources

We’ve created free downloadable tools to make planning easy and safe.

All our templates and guidance can be accessed via the Safer Schools and Safer Childcare programme download sections.

Included in the pack:
  • right_arrow_orange_icon Template letter for families asking for food in original packaging
  • right_arrow_orange_icon Event risk assessment for food-related activities
  • right_arrow_orange_icon Allergen matrices for checking ingredients
  • right_arrow_orange_icon Food label comparison tools
  • right_arrow_orange_icon Access to AllergyWise® training for education staff
Download the Event Planning Toolkit

Every Celebration Can Be Safe and Inclusive

No child should miss out on the fun. With the right steps, every school event, activity or festival can be safe, inclusive and filled with joy.

For further support or bespoke advice, contact us directly or explore our full range of resources for schools and early years settings.