For many group travel leaders, mealtimes have become complicated.
Food is an integral part of travel, and the simple act of eating together can form lasting friendships during group trips. But a growing constellation of dietary preferences and restrictions is making it more difficult than ever to plan meals that appeal to dozens of travelers at once.
In 2021, a Statista Global Report said that as many as four in 10 Americans followed a special diet, from low-carb to gluten-free to vegetarian. The reasoning behind their dietary choices is as varied as the diets themselves. Many consumers cite health concerns or medical conditions as reasons to exclude food groups, while others have ethical or religious considerations informing their meal choices. Trip leaders could end up excluding 40% of travelers if they’re not staying informed and prepared to offer inclusive options, or at least flexibility, to their group meals.
Here are some tips to make sure nobody is left out at dinnertime.
Ask Travelers … and Listen
When trip leaders are gathering information from their group, they ask a lot of questions. These questions cover everything from emergency contacts to personality tidbits. Dietary restrictions should be included.
And gone are the days where a trip leader can simply ask passengers to check yes or no on a dietary preference. There should also be a box for travelers to explain what their restriction is and any other factors that the trip planner and anyone involved in preparing the meals needs to know.
For example, if a traveler eats a gluten-free diet, it’s imperative to know if that’s due to an allergy or simply a preference. Cross-contamination may not be a huge deal to someone who avoids gluten, but there’s a whole other set of rules a kitchen must follow if cross-contamination will cause a severe allergic reaction.
Being informed about what exactly their dietary restriction means is critical. If a planner doesn’t know the difference between vegetarian and vegan diets, their travelers could be left in the lurch at mealtimes.
If a trip leader has questions about the restriction, communication with the traveler is the only way to clear it up. They should ask about safe snacks, restaurant options and even backup meal options.
Asking the question doesn’t do a whole lot if a trip leader forgets or simply overlooks the information. They should make a note or set reminders for themselves so that the traveler’s restrictions are remembered, especially at meal times.
Planning for Medical Dietary Restrictions
In some cases, dietary restrictions can be due to medical reasons, including allergies and intolerances.
If the traveler has a food allergy severe enough to cause anaphylaxis, they should be reminded to always carry an EpiPen on the trip in case of accidental exposure to the allergen. It also doesn’t hurt for a trip leader to carry Benadryl in their first-aid kit, especially liquid Benadryl. This may work in a pinch if an EpiPen isn’t available or doesn’t work. Accidents happen, so it’s best to be prepared.
Anaphylaxis is always an emergency, especially while traveling. If a planner or a traveler must administer an EpiPen, it always warrants a follow-up trip to the emergency room, even if the traveler claims they’re fine. It’s not worth the risk to the traveler or the liability for the trip planner.
Food intolerances may cause symptoms that are less life-threatening but also unpleasant, so they should still be taken seriously. In addition to asking the travelers to bring any of their medication that may manage these symptoms, the trip leader can prepare by packing some over-the-counter medications to reduce abdominal discomfort.
If the group is traveling someplace where there is a culture/language barrier, it’s also a great idea to make cards with the traveler’s dietary restrictions clearly listed in the native language. The card should also explain what this means, as not every dietary restriction is easily translatable. This is a must if there’s an allergy or intolerance, but it’s also good for dietary restrictions of all kinds.
Plan Ahead
One of the most helpful resources in each destination is its destination marketing organization (DMO). If a trip leader has a traveler with a dietary restriction, a local DMO can let them know which restaurants can properly accommodate them and which are best to avoid. They can also put the planner in touch with the managers or chefs at each restaurant so they can communicate leading up to the trip.
Many restaurants have options that can accommodate some of the most common dietary restrictions, such as vegetarian and gluten-free. It may be helpful to look for these restaurants beforehand. If there aren’t any dishes that will work already on the menu, it’s important to call the chef or caterer ahead to plan a tasty alternative that will.
This is a common scenario with catered meals or buffets, where large amounts of food are prepared for the group. Usually, if they have advanced notice, chefs can whip up something suitable for the traveler with the dietary restriction in no time, and everyone can enjoy their meal together.
The planner should follow up a few days before the group meal and again at mealtimes to make sure everyone at the table will have a tasty, filling option.
Have a Backup Plan
Sometimes it’s simply not possible to adequately accommodate a traveler’s dietary restrictions.
For example, if part of the tour involves having a scratch-made dinner inside an Amish family’s home, it may be unrealistic to expect the host to make a gluten-free dish for one traveler. This is often the case in intimate, culturally immersive culinary experiences.
There are also some destinations where accommodating a broad range of diets is difficult, whether that’s due to cultural considerations or just plain lack of availability.
Trip planners can explain this to the traveler if they expect it will be a problem. Many people with special diets or food restrictions are well aware of this reality and have no problem packing extra snacks to tide them over to the next meal. They will often be happy simply to be given a seat at the table.
And sometimes, despite strategic planning and diligent follow-ups, the ball gets dropped. If the promised menu item isn’t prepared (or worse, is prepared but unsuitable to eat), back-up snacks, a meal at a nearby restaurant or even a meal delivery app credit to use back at the hotel can be a lifesaver for the traveler.
Be Inclusive and Positive
Eating differently than others can be a very alienating experience, no matter the reasoning behind it. This is especially true in an unfamiliar group setting. That’s because food is something very dear to people’s hearts and integral to their ways of life.
For travelers with dietary restrictions, mealtimes are often awkward or isolating. Negative stereotypes of those who follow special diets abound, and oftentimes they’re subjected to jokes, debates or even rudeness from others.
To ensure these travelers feel welcomed, trip leaders should set a good example and avoid making comments or even jokes that make them feel unwelcome or singled out. Treating the dietary accommodations as matter-of-factly as possible makes sure there’s little room for anything that might unintentionally draw negative attention.
If the traveler is OK with polite discussions or questions surrounding their eating habits, make sure everyone is being respectful and approaching it with a can-do attitude.
Another easy way to make travelers with dietary restrictions feel welcomed is by packing road trip snacks they can eat. Many of the most common snacks are certified as meeting criteria for a certain dietary restriction, such as vegan, gluten-free or Halal.
And there are plenty of snacks that meet these criteria quite by accident, including some of the most popular brands of chips, crackers and cookies.
Research Options
When doing research on a destination, planners should use all the resources available to them to help find great options that will satisfy everybody.
Many DMO websites already have pages of content dedicated to local places that meet special dietary requirements. These are great to keep in mind when selecting a restaurant for a group meal or if a traveler needs a back-up place to eat.
There are apps for that, too. HappyCow helps travelers find vegetarian and vegan restaurants, as well as restaurants with vegan and vegetarian options on the menu. Find Me Gluten Free is another app that helps travelers find gluten-free menu options. AllergyEats and DineSafe apps help travelers find restaurants safe for their allergies and intolerances.
Forums and review sites like Yelp or Google Reviews and travel websites like TripAdvisor can be equally helpful for finding local gems that can cater to everyone on the trip.
With that being said, a good rule of thumb is to look for some options like food halls to satisfy groups with a wide range of dietary needs. These give all travelers more options and let them worry about planning their own meals.
Other options include arranging a food truck or two to meet the group at another tour stop, or head to an event where food trucks will be.
A Dietary Restriction Cheat Sheet
Confused by the number and variety of dietary restrictions in society today? Here’s a quick reference to help you understand each one.
Vegan — A vegan diet excludes all animal products, including meat, fish, eggs, dairy and honey; may also be referred to as “plant based.”
Vegetarian — A vegetarian diet excludes meat and fish of any kind but does include some animal products, such as eggs, dairy and honey.
Pescatarian — This diet that is mostly vegetarian but also includes fish and seafood.
Gluten-Free — This diet excludes gluten, which is found in wheat. It is often followed due to preference, although it can be necessitated by or medical causes, such as Celiac disease.
Keto/Low-Carb — This diet encourages the body to run on fat sources rather than carbohydrates, which are found in starchy or sugary foods, including grains, fruits and some vegetables; check with travelers to see how strictly they adhere to the diet.
Food allergies — Food allergies can cause life-threatening adverse reactions. A list of the most common allergens includes milk, eggs, fish, shellfish, tree nuts, peanuts, wheat and soybeans.
Kosher* — This diet is based on the Jewish dietary laws and is sometimes followed with varying degrees of strictness. Examples of some of the rules include no eating meat and dairy together, no shellfish and no pork. A Kosher certification is the best way to determine if food is actually Kosher.
Halal* — This diet is based on Islamic dietary laws. Examples of some of the rules include no pork or pork products and no alcohol or alcohol-derived ingredients. Some packaged foods come with a Halal certification.
*Helpful hint: Religious dietary restrictions can be very specific and sometimes depend on how ingredients are prepared. Check with travelers to see what rules they adhere to and get helpful hints about planning meals.
