Across Kentucky, more schools are looking to bring fresh, local foods into their cafeterias. From crunchy apples and sweet potatoes to milk, eggs, and meat, farm-to-school programs offer producers new opportunities to grow their businesses while nourishing the next generation. But selling to schools is different from selling at the farmers market or through a CSA—it requires understanding purchasing processes, product needs, and building strong relationships with school food service staff.
Here are a few key tips for getting started:
1. Understand What Schools Are Looking For
School food service programs must meet specific nutrition, budget, and food safety requirements. While many schools want to serve local foods, they need products that are:
Consistent and available in volume. Schools often plan menus months ahead, so they need to know you can deliver the quantity you promise.
Sized and processed appropriately. Think pre-washed greens, diced sweet potatoes, or smaller apples that fit in a lunch tray.
Affordable. School meal budgets are tight. Pricing needs to align with federal reimbursement rates while still being fair to farmers.
Kid-friendly. Products that are familiar, easy to prepare, and popular with students tend to sell best.
Before making your pitch, review the school’s menus, ask about their food prep capacity, and think about how your farm’s products can fit into what they already serve.
2. Connect Early and Build Relationships
The school year may start in August, but planning begins months earlier. Reach out to the school food service director or nutrition coordinator well before planting season to discuss needs and timing.
When reaching out:
Introduce your farm and share a simple product list with approximate availability and pricing.
Ask what their current suppliers provide and where there may be gaps.
Offer to drop off samples or invite staff to your farm—seeing your operation firsthand builds confidence in your food safety and reliability.
Keep in mind that food service staff juggle many responsibilities. Being professional, patient, and responsive goes a long way in developing trust.
3. Be Flexible with Orders and Deliveries
Unlike farmers’ market customers, schools have limited storage space and specific delivery schedules. Consider:
Coordinating deliveries with other local producers through a food hub or a distributor.
Offering multiple pack sizes to meet different kitchen capacities.
Providing invoices and documentation promptly and in the format they request.
Flexibility and clear communication will help you stand out as a reliable partner.
4. Meet Food Safety and Procurement Requirements
Most schools require products to meet local, state, and federal food safety standards. Depending on what you sell, you may need:
A farm food safety plan or Good Agricultural Practices (GAP) certification.
Processed product approvals through a commercial kitchen or certified facility.
Proper labeling and traceability for packaged or value-added items.
Additionally, public schools follow federal procurement rules that dictate how they can purchase food. Smaller “micro-purchases” under a certain dollar threshold are easier for schools to make directly with farmers, while larger purchases may require bids or quotes. Understanding these processes—and being ready with the right paperwork—will make working together much smoother.
5. Start Small and Grow
Many successful farm-to-school relationships start with a single item—like a seasonal “Taste Test” event or a one-week local food feature. Starting small gives both you and the school time to adjust to ordering, delivery, and prep logistics before expanding.
You can also connect with local extension offices, farm-to-school coordinators, value chain coordinators, or KCARD for guidance on business planning, pricing, and navigating procurement.
Selling to schools can be one of the most rewarding markets for Kentucky producers. Not only does it diversify your farm’s income, but it also helps build community connections and inspire healthier eating habits among students. If you are interested in exploring selling to schools and need some assistance in where to start, feel free to reach out to us at kcard@kcard.info or at 859-550-3972.