Feeling Othered at the Association Breakfast Table

Inclusive Event Planning with Tracy Stuckrath
In this episode of Association Chat, we sit down with Tracy Stuckrath, host of the Eating at a Meeting podcast, to dive into the powerful role of food in event planning. Tracy shares insights on how thoughtful food choices can elevate member engagement, drive sustainability, and keep attendees safe. From crafting menus that meet dietary needs and preferences to smart ways of managing F&B budgets, Tracy offers practical advice for creating truly inclusive events.

💡 Key Takeaways:

• How food and beverage choices can go beyond a checklist to genuinely include every attendee.
• Financially savvy tips to meet F&B minimums, like offering non-alcoholic options that boost alertness.
• Critical legal and ethical responsibilities under the ADA for accommodating attendees with dietary restrictions.
• Practical serving strategies—like build-your-own stations—that ensure dietary flexibility and safety.

Controversial Accommodations

1. Associations should be willing to refund attendees who cannot eat the food provided, even if it's included in the registration fee, potentially leading to financial losses.

2. Providing "whole, clean foods" free from processed ingredients and excess sugar and salt may be seen as imposing dietary preferences on attendees.

Legal and Ethical Considerations

3. United Airlines is being sued for inaccessibility under the Americans with Disabilities Act, highlighting the legal risks of not accommodating dietary needs.

4. There's often a disconnect between kitchen, sales, and front-of-house staff regarding food labeling responsibilities, potentially endangering guests with allergies.

 

Creating inclusive food and beverage options at events is essential for enhancing member engagement, ensuring safety, and fostering a sense of belonging by accommodating diverse dietary needs.

• 00:00 🍽️ Tracy Stuckr emphasizes that inclusive food and beverage options at events are crucial for member engagement and belonging, as failing to accommodate dietary needs can harm the overall experience.
  • Tracy Stuckr is an F&B inclusion advocate aiming to ensure all attendees at events can enjoy meals that accommodate their dietary needs.
  • Food and beverage choices in association events significantly influence member engagement and create a sense of belonging, going beyond mere logistical considerations.
  • A woman with an egg allergy received a dish with hollandaise sauce, which contains eggs, despite requesting an egg-free meal.
  • Excluding individuals from meals at events, especially when their dietary needs are known, negatively impacts not only them but also the experiences of others around them.
• 04:59 🍽️ Creating inclusive food and beverage experiences at events is essential for belonging, requiring awareness of dietary needs, safety, and accessibility throughout the planning process.
  • Creating inclusive food and beverage experiences at events is crucial for ensuring everyone feels they belong, especially in light of increasing awareness of dietary restrictions and safety concerns.
  • Working with associations involves enhancing safety and awareness beyond just labeling, focusing on comprehensive education for event staff and planners.
  • Understanding dietary needs involves recognizing food allergies, medical conditions, religious or cultural practices, and lifestyle preferences.
  • Creating inclusive food and beverage experiences at events requires considering accessibility for individuals with physical disabilities, ensuring they can reach and enjoy the food provided.
  • Food and beverage planning for association events should prioritize dietary needs and be strategically integrated throughout the entire planning process to ensure inclusivity and minimize waste.
• 10:45 🍽️ Prioritizing inclusive food and beverage experiences at events is crucial for safety and awareness, especially regarding food allergies and effective communication among catering staff.
  • The speaker emphasizes the importance of incorporating real-life stories and examples, like the Disney story, to enhance awareness and learning in discussions about inclusive experiences.
  • A woman with severe food allergies died after dining at a Disney restaurant despite confirming with staff that her meal was safe.
  • A wrongful death suit against Disney highlights the complexities of liability in food safety at events, emphasizing the need for awareness of legal agreements and allergen policies.
  • Meeting professionals must actively communicate with catering partners to ensure accurate food labeling and safe service for attendees with allergies.
  • Creating inclusive food and beverage options for events is essential due to the increasing prevalence of food allergies among adults and children.
  • There is a significant disconnect between the kitchen, sales, and front-of-house staff in catering, leading to miscommunication about menu items and dietary restrictions.
• 18:29 🍽️ Creating inclusive F&B experiences in events requires clear communication on dietary needs, prioritizing whole foods, and accommodating attendees to enhance engagement and well-being.
  • While progress has been made in addressing health and safety concerns, significant work remains to be done.
  • Customization of dietary needs at events should prioritize clear communication about food types and focus on wholesome, minimally processed ingredients.
  • Creating inclusive F&B experiences in events involves focusing on whole, clean foods while acknowledging the challenge of eliminating all top allergens from menus.
  • Promoting clean, whole foods at events enhances attendee engagement and well-being, reducing reliance on unhealthy options and alcohol.
  • Event planners must consider dietary accommodations for attendees included in registration fees to avoid potential revenue loss and logistical challenges.
• 24:14 🍽️ Prioritizing accurate labeling, customizable options, and inclusive menus, including non-alcoholic beverages, is essential for enhancing connection and managing costs in association events.
  • Labeling ingredients and allergens accurately, along with offering customizable build-your-own food stations, enhances inclusivity and connection at events.
  • Design menus by prioritizing gluten-free, dairy-free sides and offering customizable entrees while ensuring accurate ingredient listings.
  • A client faced significant price increases for a buffet lunch, prompting negotiations to keep costs under control while maintaining quality and clear communication of expectations.
  • Demand for inclusive menus and non-alcoholic beverage options is growing in event planning, as demonstrated by a hotel manager's proactive response to a request.
• 28:20 🌍 Creating inclusive and sustainable food and beverage experiences in association events enhances engagement and demonstrates care while addressing rising costs.
  • Incorporating inclusive practices in association events can enhance meetings and demonstrate care and conscientiousness.
  • Creating inclusive food and beverage experiences in events requires strategic planning and a focus on sustainability, including proactive waste management and community support.
  • Shifting perspectives on community engagement and food choices can significantly enhance the economic and environmental impact of association events.
  • Rising costs for food and AV in meetings are prompting a search for cost-cutting strategies in the events industry.
• 32:43 🍹 Understanding attendee numbers and preferences is key to optimizing catering, reducing costs, and creating inclusive experiences with diverse non-alcoholic options.
  • Understanding attendee numbers and their travel plans can help optimize catering orders, reduce food waste, and save costs for events.
  • Understanding historical data and accurately counting attendees is crucial for effective food ordering at events.
  • To reduce costs in association events, utilize on-consumption pricing for breaks, coffee, and alcohol instead of fixed per-person rates.
  • Offering signature mocktails at events can create inclusive networking opportunities, allowing attendees to feel comfortable without being pressured to consume alcohol.
  • Incorporating non-alcoholic options like athletic beer and curated cocktails at events allows attendees to socialize comfortably while maintaining focus.
  • Offering non-alcoholic mocktails and cocktails at events can help meet food and beverage minimums while catering to diverse attendee needs.
• 39:08 🍽️ Creating inclusive F&B experiences at events is essential, focusing on non-alcoholic options, collaboration, and legal accommodations for dietary needs.
  • Increased awareness of the dangers and responsibilities associated with alcohol consumption at events highlights the need for safer, more inclusive experiences for attendees.
  • Younger generations are less focused on alcohol at events, presenting a financial opportunity to offer appealing non-alcoholic options that cater to their preferences.
  • Collaboration and sharing insights through podcasts and social media enhance knowledge and foster connections in the food and beverage industry.
  • Regular discussions among food and beverage professionals foster collaboration and innovation to address challenges like dietary restrictions and food allergies.
  • Legal protections under the Americans with Disabilities Act require reasonable accommodations for food allergies and conditions like Celiac disease in various settings, as highlighted by notable legal cases.
  • Association executives should focus on improving inclusivity in food and beverage experiences at meetings by engaging with valuable resources and conversations.

Summary for: https://youtu.be/BbbTFcmT8m0 by Eightify