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Food and Allergies Policy
The Shades of the Life Oxford Digital Design and Visual Art Studio
Bright Future Innovators Camp & Mystery Missions Camp
Last Reviewed: 10. 05. 2025.
Designated Health and Safety Officer: Gyongyi Domokos (CEO)

 

The purpose of this policy is to ensure that all food provided and consumed during our camps is safe, healthy, and inclusive, and that all known allergies, dietary restrictions, and cultural food practices are respected and managed responsibly.

Scope:
This policy applies to all staff, volunteers, children, and visitors at Bright Future Innovators Camp and Mystery Missions Camp.

 

1. Responsibilities:

  • The Camp Manager is responsible for overseeing food provision and allergy management.

  • All staff are responsible for adhering to the policy, being aware of children’s individual dietary needs, and responding appropriately to food-related incidents.

  • Parents/carers are responsible for providing accurate and up-to-date allergy and dietary information during registration.

 

2. Registration and Record Keeping:

  • All parents/carers must complete a medical and dietary information form before the child attends camp.

  • Details of allergies, intolerances, and cultural/religious food requirements will be recorded securely and shared with relevant staff.

  • A list of children with severe allergies or dietary restrictions will be kept in the kitchen and first aid area (with child consent and in line with GDPR).

 

3. Allergen Management:

  • Staff will be trained to understand the 14 major allergens and cross-contamination risks.

  • Any food provided will be labelled with allergen information.

  • We will make every effort to provide allergen-free alternatives where needed.

  • Camp kitchens will implement cleaning and preparation protocols to avoid cross-contact.

 

4. Packed Lunches and Snacks (where applicable):

  • Parents/carers will be informed not to send food containing nuts or other high-risk allergens.

  • Sharing of food between children is not allowed.

  • Staff will supervise mealtimes to ensure safe food handling.

 

5. Food Provided by Camp (e.g. HAF provision):

  • All food will be prepared by trained personnel with attention to allergy and dietary needs.

  • Menus will be sent in advance to parents/carers, with allergen information provided.

  • If a child cannot eat the planned meal due to an allergy or dietary requirement, an appropriate substitute will be arranged in consultation with the family.

 

6. Emergency Procedures:

  • Staff will be trained in recognising signs of an allergic reaction and how to respond.

  • Emergency medication (e.g. EpiPens) must be provided by the parent/carer and will be kept accessible during all activities.

  • In the event of a severe reaction, emergency services will be contacted immediately and parents informed.

 

7. Cultural and Religious Considerations:

  • We aim to be inclusive of all cultural and religious dietary practices.

  • Parents/carers should provide information about any specific restrictions (e.g., halal, vegetarian, kosher).

  • Where applicable, alternative food options will be arranged.

 

8. Monitoring and Review:

  • This policy will be reviewed annually or after any significant food-related incident.

  • Feedback from parents, staff, and children will be used to improve our practices.

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Approved by: Gyongyi Domokos, Designated Safeguarding Lead & CEO

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For further information, please contact:
Gyongyi Domokos
CEO & Health and Safety Lead

info@theshadesofthelife.com I +44/(0)7380410465

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