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Handling dietary restrictions with last-minute staff can be challenging, but with a little planning and clear communication, it’s entirely manageable

New hires might not disclose food preferences immediately

and ensuring they feel included during team food moments is essential

Set up a low-barrier system so everyone can share their dietary needs without hesitation

Try a Google Form, a line in your welcome packet, or a casual chat over coffee

Let them know this isn’t for records—it’s to make sure no one misses out on food

Always confirm with vendors that they can accommodate several dietary profiles

Even if you don’t know everyone’s needs yet, having at least three choices—such as a vegetarian, a gluten-free, and a standard option—covers most common restrictions

Include clear labels on all food items so people can easily identify what’s safe for them

Don’t stress if a new person appears with food needs you didn’t anticipate

Reach out to the new staff member directly and politely ask if they have any dietary needs

Most people appreciate the thoughtfulness and will be happy to let you know

A simple fix might be grabbing a pre-packaged option, ordering a single item online, or catering recruitment agencies offering a trusted backup snack

Maintain a reserve of snacks that work for nearly everyone

Keep bananas, almonds, baked rice crisps, and single-serve Greek yogurt ready

These don’t require labeling or special preparation and can be offered to anyone who needs them

Finally, make inclusion a part of your team culture

Normalize asking, "What can you eat?" without embarrassment

Respecting food choices deepens trust and strengthens team bonds

You don’t need to get it 100% right—you just need to care

Small gestures around food leave lasting impressions of respect and inclusion