Essential systems, processes and practices to protect children — every single day.
Allergies and intolerances are now a standard part of life in early learning. With rising rates of food allergy in Australian children, the responsibility on centres to manage meals safely has never been greater. The goal is clear: protect children, support families, meet compliance — and still provide an inclusive, positive mealtime experience.
At Wellbeing Food Co, we partner with centres every day to help them build strong, reliable systems that keep dietary management simple, safe and practical. This guide outlines the key steps childcare services can take to confidently manage allergies and intolerances as part of their daily operations.
Why Allergy Management Matters in Childcare
1. Children Are at Greater Risk
Food allergies affect up to 10% of infants in Australia. Young children are still developing communication skills and may not recognise or verbalise symptoms, so prevention and supervision are everything.
2. Mealtime Is High-Risk Without Clear Systems
Shared environments, group eating, and busy routines mean the potential for cross-contamination increases — unless there are simple, reliable daily processes.
3. Families Need Confidence and Assurance
Parents want to know their child’s centre has robust systems, trained staff and safe food-handling practices.
4. Compliance Is Mandatory
Centres must meet:
- ACECQA food safety expectations
- Allergen management requirements
- Anaphylaxis guidelines
- Council food-safety regulations
For more on the broader food-safety responsibilities in childcare catering, explore our guide:
Handle With Care: 5 Essential Food Safety Considerations for Childcare Catering
The Foundations of Safe Allergy & Intolerance Management
There are five pillars every childcare centre should have in place.
1. Clear Documentation at Enrolment
Every dietary requirement should come with the correct documentation:
- Allergies: Medical action plan + diagnosis from a GP or specialist
- Intolerances: Medical confirmation or GP letter
- Preferences: Signed parent request
This documentation should be:
- Collected at enrolment
- Stored centrally
- Reviewed annually or when changes occur
2. Centralised Dietary Records
Centres should maintain a single source of truth for all dietary needs so that:
- Educators have easy access
- Relief staff can follow instructions
- Cooks and kitchen teams can prepare safely
- Meal distribution is accurate
Digital systems are ideal, but laminated dietary summary sheets also work when used consistently.
3. Meal Labelling, Colour Coding & Safe Distribution
A visual system reduces risk dramatically.
Examples:
- Red: Allergies (strict avoidance)
- Yellow: Intolerances (modified foods)
- Green: Cultural / family preferences
Labels should include:
- Child’s full name
- Room
- Specific dietary need
- Meal type
Distribution procedure:
Dietary meals should always be plated and sent out before general meals to remove the chance of mix-ups.
4. Preventing Cross-Contamination in the Kitchen
Cross-contamination is one of the biggest risks in childcare food service.
Safe practices include:
- Dedicated chopping boards and utensils for allergen-free meals
- Preparing dietary meals in a separate space or at a separate time
- Washing hands and sanitising surfaces between tasks
- Ensuring all ingredient substitutions are approved by families
- Storing allergen-free meals on top shelves to avoid drips or spills
Even tiny traces of allergens can cause severe reactions, so consistency matters.
5. Training Every Staff Member — Not Just Cooks
Safe allergy management requires whole-centre awareness.
All educators and staff should know:
- The children with allergies or intolerances in their room
- How to identify labelled meals
- What symptoms of allergic reactions look like
- How to escalate concerns immediately
- Where medical action plans and EpiPens are kept
Refresher training should occur:
- At induction
- Annually
- After any incident or near-miss
Understanding Symptoms: What Educators Should Look For
Signs of a Mild to Moderate Allergy:
- Hives or red skin
- Mild swelling
- Stomach discomfort
- Vomiting
- Runny nose or cough
Signs of Anaphylaxis (Severe Allergy):
- Difficulty breathing
- Wheezing or persistent cough
- Swelling of tongue or throat
- Pale, floppy or unresponsive child
- Dizziness or collapse
These require immediate escalation and emergency management according to the child’s action plan.
How Wellbeing Food Co Helps Centres Manage Dietaries Safely
We make allergy and intolerance management simpler by:
Designing menus with dietaries in mind
Children receive safe, like-for-like alternatives so they never feel excluded.
Following strict allergen-safe preparation protocols
Dedicated equipment, separate prep areas and strict cleaning processes.
Providing clear, consistent labelling
Every dietary meal is easy for educators to identify and distribute safely.
Offering support, training and guidance
We work alongside centres to strengthen their food safety and dietary processes.
When to Review or Update Dietary Requirements
Dietaries should be reviewed:
- At enrolment
- Annually
- After medical assessments
- When action plans expire
- Whenever families notify changes
No restriction should be changed or removed without updated documentation.
Final Thoughts: Safe Allergy Management Is a Team Effort
Managing allergies and intolerances in childcare doesn’t need to feel overwhelming. With the right systems, communication and training in place, mealtimes can remain safe, calm and inclusive for every child.
At Wellbeing Food Co, we’re committed to supporting centres with practical food solutions, allergy-safe meals and reliable processes that simplify daily routines.
For more food safety insights, visit:
Handle With Care: 5 Essential Food Safety Considerations for Childcare Catering
If you’d like help strengthening your centre’s dietary and food safety systems, we’re always here to support you.
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