Special Dietary Requirements Form (Exsportise Camp Staff & Pupils)



Information or Parents, Guardian, Staff and Pupils

At Seaford College, your health, safety and wellbeing are our highest priorities. The Exsportise Team works closely with our catering partner, Holroyd Howe, to ensure that all camp staff and pupils with dietary requirements are supported throughout their stay.

How We Support Exsportise Camp Staff & Pupils

Younger Camp Pupils

Younger children receive direct support from Exsportise camp staff at mealtimes.

  • Exsportise staff accompany them to the dining area.
  • They help identify any child with a dietary requirement to the catering team.
  • This ensures younger campers feel secure and fully supported.

Older Camp Pupils

Older pupils are encouraged to begin taking responsibility for their own dietary needs, with Exsportise staff guidance.

  • Camp pupils self‑identify to the catering team at mealtimes.
  • Exsportise staff remain present to assist any child who needs help.
  • This approach helps build independence in a safe, supervised setting.

How Holroyd Howe Keeps You Safe

Holroyd Howe provides robust systems to ensure the safety of all pupils and staff with allergies or dietary requirements.

  • Allergy information for the 14 allergens listed in the Food Information Regulations 2014 is displayed at every food service point.
  • Trained Allergy Champions are available to advise and support pupils.
  • Catering staff receive ongoing training in allergen management and safe food handling.
  • Clear processes are in place to minimise the risk of cross‑contamination.

Working Together

To help us support you effectively, please ensure that all dietary requirements, allergies and medical needs are shared with us before arrival. This allows us to prepare appropriately and ensure your child’s safety from day one.

Full Name *
Camp Staff OR Pupil *

Part 1: Allergies and Intolerances

Do you have an allergy or intolerance to any of the following allergens?

Peanuts *
Is this one or more of the following? *
Milk *
Is this one or more of the following? *
Crustacean *
Is this one or more of the following? *
Soybeans *
Is this one or more of the following? *
Fish *
Is this one or more of the following? *
Nuts *
Is this one or more of the following? *
Sesame Seeds *
Is this one or more of the following? *
Celery *
Is this one or more of the following? *
Mustard *
Is this one or more of the following? *
Lupin *
Is this one or more of the following? *
Eggs *
Is this one or more of the following? *
Molluscs *
Is this one or more of the following? *
Gluten *
Is this one or more of the following? *
Suphites *
Is this one or more of the following? *
Can you consume foods with terminology; such as 'May Contain' or 'Made in a factory that also handles' *
Other (please give details below) *
Other *

Part 2: Religious Preferences/Lifestyle

Do you have non-permitted foods due to religious faiths or beliefs? *
Please provide details of non- permitted foods due to religious faiths or beliefs
Do you have any lifestyle dietary requirements? *
If yes, please provide details of your lifestyle dietary requirements. E.g. Vegetarian/Vegan etc.

Part 3: Management of Special Diet Meals

There are two options available for how meals can be provided. Please tell us your preferred option.

  • Separate Plated Meal

(Recommended for severe allergies)

This is a single (2 course) meal adapted from the main menu to ensure it is safe for consumption. It is prepared, pre-plated, and covered separately from other meals and stored away from other foods. You are required to request this from the allergy champion, who will perform final checks to ensure the food is safe for consumption prior to handing the meal over.

This option mininises the risk of contamination/cross contamination and goes through the three step-process to ensure that it is safe for consumption. This option does limit access to salad bars, pasta and dessert stations where the risk of cross contamination is higher.

  • Choose from counters with/without assistance

You are free to choose a suitable meal from the counters with or without assistance from the catering team. If assistance is required, then the pupil will be required to ask for advice from the Allergy Champion.

I would like to receive a separate plated meal *
I would like to be able to choose from the counters with/without assistance of the Allergy Champion *

Part 4: Data Protection

I am happy for my allergen information and photo (where provided) to be passed to Holroyd Howe to enable them to assist the school in correct food provision *

All information will be shredded when either confirmation of no allergies or intolerances, or when your child leaves the school.

Part 5: Acceptance

Whilst we can provide meals which do not include nominated allergens, we cannot guarantee that dishes do not contain traces of allergens, as they may be stored and prepared in the same areas as nominated allergens. For example, Holroyd Howe do not use nuts in any of the food we prepare and serve. We are however unable to guarantee that dishes/products served are totally free from nuts/ nut derivatives, this is because ingredients, for example, curry paste, may be made in a factory containing nuts, bread may be baked in a factory handling nuts, or some production lines have machines lubricated with nut oil.

I confirm that the information supplied within this document is correct. Should any changes in my allergy/intolerance status occur I will immediately resubmit this form.

Name of individual completing this form *
Contact telephone number *
Contact email address *
I would like to meet with the Catering Management Team to further discuss my food requirements *
I accept the above information *

Send me a copy of this form

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