For childcare directors, food allergies are one of the most serious responsibilities of meal service. Clear communication between the center and its meal partner is essential — and it can be done without moving children’s medical information through email or public forms.
Start at the organization level
Share facility-wide policies first: for example, whether your center is nut-free, or whether specific allergens are excluded from all meals. These policies shape menu design before any individual accommodation is discussed.
Agree on how accommodations are requested
Decide together how an accommodation is requested, who approves it on each side, and how it is identified on delivered meals. Put this procedure in your written agreement.
Rely on labels and menus
Every item should arrive labeled with ingredients and allergens. Menus should be available in advance so staff and families can review them.
Keep records where they belong
Individual care plans and medical documentation stay with the center under its own policies. Your meal partner needs to know what to prepare, not a child’s medical history.
Review regularly
Revisit procedures when menus change, when new children enroll with allergies, and on a set schedule. Small improvements compound into a safer program.
Want to talk through allergy procedures for your center? Use our childcare planner or contact our team.
This guide is general information, not legal or regulatory advice. Program rules vary; confirm requirements with your licensing agency or program sponsor.
