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AI agent for catering managers

Event Dietary Requirement Reconciliation Agent

Every attendee with a dietary need has a confirmed, correctly labelled meal.

Data cleanupQuality controlHospitality and eventsOperations
See how it worksGet access
Event Dietary Requirement Reconciliation Agent: what goes in, what the agent does and what you get

What it does

Dietary requirements for events live in registration forms, spreadsheets and caterer drafts that do not agree. When registration closes or a menu draft arrives, this agent compares every attendee's requirement across sources by attendee ID. The attendee's latest confirmed record is the source of truth; other conflicts go to the coordinator. It then matches each requirement to the approved menu labels and checks whether each meal's ingredients and allergens are confirmed. Missing allergen information leads to a question for the caterer or a specialist, never a safety assumption. It prepares a review list for the caterer. The coordinator approves instructions, and allergen safety decisions stay with people. Edge case: a guest lists both vegan and fish allergy, so both apply.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Registration closes or menu draft arrives 2 USES A TOOL Compare requirements across sources by attendee ID 3 CHECKS THE RESULT Do the sources agree for each attendee? If not: flag the conflict for the coordinator. Back tostep 2. 4 USES A TOOL Match each requirement to labelled meals 5 CHECKS THE RESULT Is the meal's ingredient and allergen informationconfirmed? If not: request specialist confirmation. Back to step 4. 6 DOES Prepare the caterer review list 7 YOU APPROVE Coordinator approves instructions to the caterer 8 RESULT Reconciled catering requirements draft
Read the steps as a list
  1. Registration closes or menu draft arrives
  2. Compare requirements across sources by attendee ID
  3. Do the sources agree for each attendee?If not: flag the conflict for the coordinator. Back to step 2.
  4. Match each requirement to labelled meals
  5. Is the meal's ingredient and allergen information confirmed?If not: request specialist confirmation. Back to step 4.
  6. Prepare the caterer review list
  7. Coordinator approves instructions to the catererThe agent waits here for your OK.
  8. Reconciled catering requirements draft

How it decides

It resolves conflicts by attendee ID, checks label coverage per requirement, and asks for confirmation when ingredients are unconfirmed.

  • Source of truth is the attendee's latest confirmed record.
  • A meal is listed as safe only with confirmed allergen information.
  • Conflicting sources go to the coordinator.
  • All listed requirements apply together, never just the first.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Sources to reconcile (registration, spreadsheet, caterer draft)
  • Menu labeling standard to apply
  • Days before the event to finalize (default 7)
  • Who answers allergen questions
  • Who approves caterer instructions

What keeps you in control

It always asks you first

  • Allergen safety decisions
  • Vendor instructions

Hard limits

  • Never assumes a meal is allergen-safe.

It stops when

  • Done: all requirements matched and confirmed.
  • Waiting: specialist confirmation.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor a 450-person dinner on April 25, the agent finds 61 dietary needs. Two attendees differ between the form and the spreadsheet; it uses their latest confirmations. A nut-free guest is matched to a dessert with no ingredient confirmation. The check fails, so it asks the caterer, who confirms the dessert contains almond flour. The agent swaps in a confirmed nut-free option, and the coordinator approves.

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