Food is often a centrepiece of events, from vibrant street food markets and outdoor festivals to corporate functions and private celebrations. But along with its appeal comes a significant responsibility: ensuring food safety.
Event organisers have a legal and moral duty to make sure that all food vendors and caterers working at their events comply with UK food safety law and industry best practice. This protects the public, reduces liability, and ensures a smooth-running event free from preventable health incidents.
Why Food Safety Matters at Events
Food safety lapses can have devastating consequences. From food poisoning outbreaks to severe allergic reactions, even a single incident can cause:
- Illness or injury to attendees.
- Event disruption or closure by Environmental Health Officers (EHOs).
- Legal action and fines for both the caterer and organiser.
- Reputational damage that affects future events.
By ensuring compliance before and during the event, organisers protect attendees, contractors, and their own brand.
Caterer Requirements: Insurance and Safety Documentation
Any caterer contracted to an event must be able to demonstrate that they have the correct insurance and documentation in place. This typically includes:
- Public Liability Insurance – Protects against claims of illness, injury, or damage caused by food or catering operations.
- Risk Assessment – Identifies hazards such as food storage, cross-contamination, allergen handling, and temperature control.
- Method Statement (Safe System of Work) – Outlines how food will be prepared, transported, stored, and served safely at the event.
Event organisers should request these documents during the planning phase and retain copies for due diligence.
Food Safety Compliance: Core Areas
To meet UK food safety legislation and best practice, caterers must comply with the following:
1. Allergen Information
Under the Food Information Regulations 2014 (including Natasha’s Law), caterers must:
- Provide clear allergen information for all food items.
- Highlight the presence of the 14 major allergens.
- Clearly label Pre-packed for Direct Sale (PPDS) foods with full ingredient lists and allergens in bold.
- Ensure staff are trained and competent to answer allergen-related questions.
2. Food Hygiene Competencies
All food handlers must have suitable training and certification, such as:
- NCASS (Nationwide Caterers Association) training.
- Food Hygiene Certificate Level 2 or above (minimum requirement).
- Level 3 Food Hygiene Certificate for supervisors or managers.
3. Food Hygiene Rating
Caterers should be registered with their local authority and have a valid Food Hygiene Rating under the Food Hygiene Rating Scheme (FHRS). Many organisers set a minimum requirement (e.g. a rating of 4 or 5).
4. Food Safety Policy
Vendors should provide a written Food Safety Policy outlining how they manage hygiene, training, and compliance. This demonstrates a structured approach and commitment to safe practices.
5. HACCP (Hazard Analysis and Critical Control Points)
All caterers must have a Food Safety Management System based on HACCP principles. This identifies potential hazards and documents how risks are controlled at every stage of food preparation and service.
6. PAT Certification for Electrical Equipment
If caterers are using electrical equipment with cords (e.g. hot water urns, grills, fridges, or fryers), they must hold valid Portable Appliance Testing (PAT) certification. This ensures equipment is safe to operate and reduces the risk of fire or electric shock at the event.
Event Organiser Responsibilities
While caterers are directly responsible for food safety, event organisers share accountability. Organisers must:
- Verify that all caterers are registered with their local authority.
- Request and review insurance, risk assessments, food hygiene certificates, HACCP documents, and PAT test records.
- Conduct spot checks on-site to ensure safe practices are being followed.
- Provide suitable facilities (e.g. clean water, waste disposal, refrigeration if required).
- Maintain records of compliance for audit or investigation purposes.
Environmental Health Officers (EHOs) at Events
Local authority EHOs have powers to inspect food operations before and during events. They may:
- Request documentation and hygiene certification.
- Inspect food preparation, storage, and service areas.
- Issue improvement notices or close down non-compliant vendors.
Engaging with EHOs early in the planning process can help avoid last-minute issues.
Why Food Safety Protects Your Event
Strong food safety management ensures:
- Public protection – reducing the risk of illness or allergic reactions.
- Legal compliance – meeting UK food safety law and standards.
- Event continuity – avoiding shutdowns or enforcement action.
- Professional reputation – showing stakeholders that the event is safe and well-run.
FAQs on Food Safety in Events
1. Do all caterers need public liability insurance?
Yes, it is essential to protect both the caterer and the organiser from claims.
2. What level of food hygiene training is required?
A minimum of Level 2 Food Hygiene is required for all food handlers, with supervisors expected to hold Level 3.
3. Can I allow a caterer with a food hygiene rating below 3?
It is not recommended. Most organisers set a minimum standard of 4 or 5 for reassurance.
4. Is PAT testing a legal requirement?
PAT testing itself is not a strict legal requirement, but under the Electricity at Work Regulations 1989, all electrical equipment must be safe to use. PAT certification is the industry-accepted way of demonstrating this.
5. Who is responsible if food safety fails?
Both the caterer and the event organiser may be held liable, especially if the organiser has not carried out reasonable checks.
Final Thoughts
Food safety at events is more than a regulatory tick-box exercise — it’s a fundamental responsibility. By ensuring caterers provide public liability insurance, risk assessments, method statements, allergen management, food hygiene certificates, HACCP documentation, food safety policies, and PAT certification, organisers can demonstrate due diligence and safeguard attendees.
Safe food equals a safe event, protecting both people and reputation.
