Resources for Producers
A Strategic Approach to School Sales
Successfully selling to schools requires a strategic approach that balances the practical realities of school food service operations with effective marketing and relationship-building. Schools operate with limited time, equipment, and storage capacity, making them particularly receptive to ready-to-use products and reliable suppliers who understand their constraints.
Building lasting relationships in this market involves more than just competitive pricing. It requires coordinating delivery logistics, understanding school food terminology and measurements, providing proper product preparation, and actively promoting your products through sampling, storytelling, and community engagement. School districts vary greatly in size, so even small operations can be a good fit.
Learn to Speak School Food
One of the biggest barriers between farmers and school nutrition directors is simply using different terminology and measurements. Schools purchase food in institutional quantities using standardized measurements, which may differ from how farmers typically measure their products.
| Term | Definition |
|---|---|
| Child Nutrition Programs (CNP) | The federal or state programs that fund school meals |
| School Food Authority (SFA) | The administrative unit that operates school meal programs |
| Reimbursable Meal | A meal that meets USDA requirements and qualifies for federal reimbursement |
| Food Component | A food group required in school meals (meat/meat alternate, grain, vegetable, fruit, milk) |
| Meal Pattern | The required structure for school meals (portions by age group) |
| Production Record | Documentation of foods served, portions, and student participation |
| Procurement | The formal process of purchasing goods and services |
Bridge the Communication Gap
A guide from CAFF to help farmers and school food service staff communicate effectively about orders, pack sizes, and pricing.
Download PDF →Pecks to Pounds Translation Chart
Farmers work in cases and bunches; food service works in pounds and servings. This chart bridges the gap.
Download PDF →Building Connections with School Nutrition Directors
Strong partnerships start with understanding the people on the other end of the phone. Here's how to approach school nutrition directors in a way that respects their time and sets up a lasting relationship.
Micropurchasing Agreement
Micropurchasing is often the most direct path for producers to start selling to schools. It lets schools buy small quantities of food (under $25,000) without going through lengthy procurement processes, price quotes, or formal bids — meaning faster decisions and fewer barriers for both sides. Understanding how this works, and where it fits within federal procurement rules, helps you position yourself for these opportunities.
The Three Federal Procurement Methods
Schools follow federal procurement rules when buying food. Which method a school uses depends on how much they're spending — and that determines how you can engage with them.
Schools can make spot purchases without soliciting competitive quotes. Must equitably distribute purchases across producers.
Schools request price quotes from multiple producers to compare. Less formal than sealed bids, but more structured than micro-purchase.
Schools publicly advertise a competitive Invitation for Bids (IFB). Detailed specifications, fixed response deadlines, and full contract terms apply.
Schools can make spot purchases throughout the school year using the micro-purchasing threshold, as long as total purchases stay below $25,000. No solicitation or competitive price quotes are required, which makes this the fastest and most flexible way for schools to buy from producers. To keep things fair, schools are expected to "distribute the wealth" by rotating purchases across multiple producers rather than relying on a single source.
Micro-purchases can be one-time or recurring. A school might buy a single case of strawberries for a Harvest of the Month event, set up four scheduled orders from one producer across the year (as long as the total stays under $25,000), or make a one-time purchase when you have an unexpected seasonal abundance.
Food Hubs & Cooperatives
Why should a producer choose to be part of a food hub? And why should a food hub work with you as a producer?
Food hubs are positioned to address the barriers for both institutional buyers (including schools) and producers trying to enter these markets by acting as a liaison between farms and schools, coordinating products and pricing, and distributing products.
Food hubs pay what it costs to produce the product and add a small markup to cover their costs. Unlike a distributor who typically pays a small fraction of what it actually costs to produce food. It’s a great system for institutions because they can order from dozens of farms under one order, receive one delivery, and pay one invoice.
It's important for hubs to work with producers who know their product well, can communicate nutritional information and how it credits in schools, and understand their pricing.
Find A Food Hub Near You
Gorge Farmer Collective (Portland Metro, Hood River, Wasco)
Agricultural Connections (Deschutes, Jefferson, Crooks)
Lane County Bounty (Lane, Linn, Benton, Marion, Polk)
Klamath Grown (Klamath, Lake)
Fry Family Farm (Jackson)
Josephine County Farm Collective (Josephine and surrounding areas)
Good Groceries (Wallowa and surrounding areas)
Mid-Valley Food Hub (Linn, Benton)
Explore More Food Hubs
Create a One-Page Product Sheet
To help with your success in selling to schools, create a simple one-page product availability sheet that includes:
Product Category Guidance
Schools have small budgets and some kitchens have limited equipment for food prep. Here's a quick sense of what products work best in school settings.
Ready-to-use, minimal processing needed
- Small apples and whole strawberries
- Frozen fruits for yogurt parfaits or desserts
- Sweet peas and potatoes
- Whole fresh pears
Minimal processing and manageable prep
- Tomatoes for salads and cooking
- Cucumbers for fresh applications
- Broccoli and cauliflower (manageable prep)
Requires significant prep time, labor-intensive
- Corn on the cob
- Winter squash
- Carrots (sizing inconsistencies, peeling needs)
Selling Produce to Schools +
Fresh fruits and vegetables are often the easiest entry point for farm-to-school sales, but schools have specific needs.
- Clean, uniform sizing (medium, not extra-large or tiny)
- Reasonable shelf life to last through the week
- Consistent ripeness for serving on specific days
- Easy-to-prepare items (e.g., snap peas vs. shelling peas)
- Pre-washed when possible
- Apples: Individual, medium-sized (100–125 count)
- Berries: Minimal handling to prevent crushing
- Greens: Thoroughly washed, dried, and bagged
- Root vegetables: Washed with minimal soil
- Tomatoes: Delivered at proper ripeness for 3–5 day use
- Clean, food-grade containers
- Standardized boxes or crates for stacking
- Clear labeling with product name, weight, and farm name
- Temperature control during delivery
Selling Meat & Poultry to Schools +
Meat and poultry products have strict regulatory requirements for school sales.
- Must be processed in a USDA or state-inspected facility
- Cannot be processed under "custom exempt" status
- Must have proper labeling including handling instructions
- HACCP plan implementation is required
- Ground beef (80/20 or 85/15 for burgers)
- Boneless chicken breasts or thighs
- Turkey (ground or roasts)
- Pre-portioned beef patties
- Stew meat for batch cooking
- Vacuum-sealed packaging for longer shelf life
- Clear labeling with product, weight, processing date
- Proper temperature control (-10°F or colder for frozen)
- Consistent box sizes for storage
Selling Processed & Value-Added Products +
Value-added products can help schools incorporate local foods year-round.
- Frozen fruits and vegetables
- Sliced or diced vegetables
- Jams and fruit spreads
- Culturally relevant prepared foods
- Single-serve packaged items
- Food processing license from ODA
- Proper facilities depending on the product
- Food safety certifications
- Detailed ingredient lists and nutrition information
- Shelf-life information
Producer Success Stories
Lucy De León, owner of Tortillería y Tienda De León, connected with school district representatives during Ecotrust's 2018 Local Link event. She adapted her traditional recipes to meet school nutritional guidelines while maintaining authentic flavor. Today, her tamales are served in multiple Oregon school districts, including Beaverton and Portland Public Schools.
- Attended a Farm to School showcase event
- Adapted products to meet school nutrition requirements
- Focused on providing culturally relevant options
- Maintained consistent quality and delivery
This Salem-based business found a niche by creating dried fruit in single-serving snack packs specifically designed for schools. By packaging their products in cafeteria-ready portions that meet USDA Smart Snacks guidelines, they eliminated a major barrier for schools. Their products are now used in more than 15 Oregon school districts.
- Identified a specific school need (ready-to-serve snacks)
- Created packaging that works in cafeteria settings
- Met nutritional requirements for school snacks
- Established reliable delivery systems
Oregon Harvest for Schools Directory
A searchable database connecting you with Child Nutrition Directors looking to buy local. Provide accurate details for your products to get found:
- Product category
- County location
- Seasonality
The directory provides contact information and product details to help you connect with School Nutrition staff.