Confirm Dietary Requests With the Supplier Before Booking

A dietary request has different consequences for different trips. A resort buffet, a small cruise ship, and a rural tour may each have different kitchens, notice periods, and limits. Advisors should capture the traveler’s own description, obtain a response from the supplier, and avoid turning a request into an assurance about food preparation.

Ask which foods or ingredients the traveler needs to avoid, whether the concern applies to every meal, and which portions of the itinerary matter most. Do not request medical history. Explain that you will send the request to the supplier in the form the traveler approves and seek their current process in writing. Keep the supplier’s answer with the itinerary so the traveler can review it before committing.

Traveler Celia says, “I need gluten-free meals throughout our river cruise. Can you make sure that happens?” Advisor Ben says, “I can record the request and ask the cruise line how it handles meals on this sailing. Are there particular meals or ingredients you want me to include in the request?” Celia says breakfast and the shore lunch are her biggest concerns. Ben replies, “I’ll ask about those meals and their notice process. I’ll send you the cruise line’s response before we book.”

If a supplier identifies limits, state them plainly and discuss another itinerary if it better fits the traveler’s needs. The traveler can then make an informed choice. Before final payment, confirm that the request was submitted through the required channel and note the contact who provided the supplier response.