Planning emergency food for a workplace

Define the interruption you are covering

Decide whether the reserve supports a delayed shift, temporary isolation or disruption to catering. Use the site’s risk assessment and continuity plan to set the duration. A head-office employee count is rarely the same as the number needing food at one location.

Count by site and shift

Include contractors and visitors where appropriate. Identify who can authorise the use of the reserve and who distributes it. Check dietary requirements through an appropriate process without displaying personal medical information on stock records.

• Maximum expected people on site.
• Meals needed per person during the planned period.
• Accessible drinking water and preparation facilities.
• Dietary alternatives and labelled storage.
• Named stock owner and a replacement schedule.

Make distribution simple

Store food where authorised staff can reach it during the disruption. Keep an inventory and a short issue procedure with the supplies. Try a small exercise: can the duty team locate, open and distribute a meal without the usual catering staff?

Prepare a quote brief

Send the site count, headcount, coverage period, preparation constraints and delivery postcodes. Ask suppliers to confirm case sizes, allergens, remaining shelf life, delivery charges and substitution approval. Treat the reserve as one part of the wider continuity plan.