HOW TO RECEIVE A KENTUCKY DEPARTMENT OF AGRICULTURE

FARMERS’ MARKET SAMPLING CERTIFICATE

There are two categories of samples: those that are cooked or processed, and those that are
raw or uncooked products. Depending on the product(s) you offer will determine which
sampling certificate you need. Both will require the completion of the KDA Farmers’ Market
Sampling Application.

STEPS FOR OBTAINING A SAMPLING CERTIFICATE:

If you want to offer samples of your Home-based Processed or Microprocessed goods,

commercially prepared products, and/or cooked samples of your meat, vegetables or fruit:
 Read the chapter on sampling in the 2022-2023 KDA Farmers’ Market Manual and Resource
Guide. https://www.kyagr.com/marketing/documents/FM_Manual_and_Resource_Guide.pdf
 For your convenience, this chapter has been included in this packet.
 Answer all questions from the material in the chapter on the sampling application.
 Sign and date the application before returning to the KDA office.
 Return the completed application to the address on the form.
 If you have answered all questions correctly, you will be issued a Cooked or Processed
Samples Certificate for offering cooked samples (No sampling of raw products is allowed
under this certificate).
o If applications are incomplete or answers incorrect, you will be contacted via email if
provided or by phone.
o Processing time varies based on many variables, do not wait until the last minute to
apply.

If you want to offer samples of raw and uncooked products:

 You must have completed one of the following approved training classes:
o Producer Best Practices Training (PBPT) class through your local UK Cooperative
Extension Office.
 On the application please list the diploma name and date of class.
 KDA can verify this in our database.
o PSA - FSMA Grower Training course
 Attach a copy of PSA Certificate of Training to your sampling application.
o Food Handlers Class from Local Health Department
 Attach a copy of valid Food Handlers card to your sampling application.
 Read the chapter on sampling in the 2022-2023 KDA Farmers’ Market Manual and Resource
Guide. https://www.kyagr.com/marketing/documents/FM_Manual_and_Resource_Guide.pdf
 For your convenience, this chapter has been included in this packet.
 Answer the questions from the material in the chapter on the sampling application.
 Sign and date the application before returning to the KDA office.
 Return the completed application to the address on the form.
 If you have answered all questions correctly, you will be issued an All Samples Certificate.
This will allow you to offer samples of cooked, processed, raw and/or uncooked products.
o If applications are incomplete or answers incorrect, you will be contacted via email if
provided or by phone.
o Processing time varies based on many variables, do not wait until the last minute to
apply.
Sampling certificates are only issued to an individual. Only the person listed on the certificate is
able to offer samples. This means that family members, employees or volunteers must have their
own sampling certificate issued in their name. Sampling may only be conducted at the market(s)
listed on the certificate. If you move to a new market, please contact KDA so your sampling
certificate can be updated.

For information or questions, you may contact one of the following:

Michelle Hansford, 502-782-4136 or email [email protected]

Kate Hamilton, 502-782-9214 or email [email protected]

Please mail completed sampling applications to:

Kentucky Department of Agriculture

Attention: Farmers’ Market Program
111 Corporate Drive
Frankfort, Kentucky 40601

NOTE: The vendor retains all liability for the safety of the samples. Both the Kentucky
Department of Agriculture and the Department for Public Health require vendors to follow the
guidance in all instances, but the liability for the safety of the samples remains with the
vendor. Markets are advised that they too may accept some added liability if samples are
offered. They should provide for policing the offering of samples under the guidance provided
and require such additional practices as may be required by the circumstances to meet basic
food safety.
 KENTUCKY DEPARTMENT OF AGRICULTURE
2022-2023 FARMERS’ MARKET SAMPLING APPLICATION

DATE:______________________________COUNTY:_______________________________________________
NAME: ___________________________________________________________________________________
BUSINESS OR FARM NAME: __________________________________________________________________
MAILING ADDRESS: _________________________________________________________________________
CITY: ___________________________________ STATE: ________________ ZIP CODE: ______________
E-MAIL: __________________________________________________________________________________
WORK/HOME PHONE NUMBER: ______________________________CELL PHONE:_______________________
Please check which sampling certificate you are requesting.
☐Cooked and/or Processed Products – no additional training required

☐Raw and/or Uncooked Products – Class required – Complete one of the following:
☐ Produce Best Practices Training (PBPT) Class
Have you received your PBPT Diploma from KDA? ☐Yes ☐No
Name on PBPT Diploma: ____________________________________________
Completion Date for PBPT training: ___________________________________
☐ PSA Grower Training Course
Must attach a copy of PSA Grower Training Certificate
☐ Food Handlers Training Class from Local Health Department
Must attach a copy of valid Food Handlers Card

**If you have not completed one of the classes above and work as an employee or family member of a business or
farming operation, you may operate under another member’s training certification within that business or farming
operation. Please submit their name and required information above.

Please answer all questions below.

1. All water used to wash utensils or wash raw produce must be of what quality? _________________
2. Name two things that should prompt you to wash your hands.
a. ______________________________________________________________________________
b. ______________________________________________________________________________
3. How long should you soak utensils in a sanitizing solution after you wash in detergent and rinse in
clean potable water? __________________________________________________________________

PLEASE PRINT CLEARLY. ANSWER ALL QUESTIONS.

REVISED 04/12/2023
4. In a hand washing station, what type of dispensing valve should the potable water container be
equipped with? ______________________________________________________________________
5. At what temperature should cold foods be stored for sampling? ______________________________
6. At what temperature should warm foods be stored for sampling? _____________________________
7. For the best quality and safety, samples should only remain out for how many minutes? ___________
8. Who accepts the responsibility and liability for the safety of the samples being offered? ___________
9. All food must be kept at least _______ off the ground. (circle answer)
a. 12 inches b. 6 inches c. 18 inches
10. Please list examples of product(s) that you will be offering samples of.
a. __________________________________ b._______________________________________
c. _____________________________________ d.___________________________________________
d. ____________________________________ f.___________________________________________
11. For the products listed in question 10, please tell how you will handle your samples so customers do
not touch any sample other than the one they will consume?

12. How will you protect your samples from the elements and insects?
____________________________________________________________________________________
13. Bar soap is acceptable to use in a hand washing station. ☐True ☐False
14. Hand sanitizers and/or wearing gloves substitute for proper hand washing. ☐True ☐False
15. Cleaned and sanitized utensils can be dried with a towel. ☐True ☐False
16. All samples have to be prepared at the market. ☐True ☐False
17. When storing cold products in a cooler, you need to make provisions to keep
melted ice away from the samples. ☐True ☐False
18. It is acceptable to combine the “washing, rinsing and sanitizing station” with
the “hand washing station.” ☐True ☐False
19. When handling samples, only food grade gloves can be used. ☐True ☐False
20. The Sampling Certificate issued by KDA must be on display when sampling. ☐True ☐False

PLEASE PRINT CLEARLY. ANSWER ALL QUESTIONS.

REVISED 04/12/2023
Please list all Farmers’ Market(s) that you will be participating with for the 2022 and 2023 market seasons. We
need the full name of the market(s) and location(s) as registered with KDA. Remember, KDA can only issue a
sampling certificate for the following three locations: 1) KDA Registered Farmers’ Markets, 2) Certified Farm
Market with Kentucky Farm Bureau or 3) the individual’s on-farm market.

Please read, check all lines and sign the following statement.
☐ I have read and understand the appropriate chapters in the 2022-2023 Kentucky Department of Agriculture
Farmers’ Market Manual and Resource Guide.
☐ I understand that I am responsible for following all accepted food handling practices.
☐ I understand that my sampling at any time is subject to inspection by the Department for Public Health.
☐ I understand that my sampling certificate must be posted at my booth when offering samples.
☐ I understand that I may offer samples only at the locations listed above, if approved by KDA.

Print Full Name: _________________________________________________________________________

Signature: ___________________________________________________ Date: _____________________

***TO AVOID DELAY IN PROCESSING, PLEASE ENSURE ALL QUESTIONS ARE ANSWERED AND LEGIBLE. ***
 Please remember you are only allowed to offer samples at the approved locations listed on
your Sampling Certificate issued by KDA.
 All members of your farming or business operation are required to have a sampling certificate
issued in their name if they will be offering samples at your booth.
 Should you change or add a market during the season, please contact KDA so your certificate
can be updated and a new one issued.

Please mail completed application to: Kentucky Department of Agriculture

Attention: Farmers' Market Program
111 Corporate Drive
Frankfort, KY 40601

PLEASE PRINT CLEARLY. ANSWER ALL QUESTIONS.

REVISED 04/12/2023
Food Sampling: Guidelines and Procedures

Farmers’ markets sell primarily on taste. Allowing a customer to try a new product prior
to buying can be a tremendous marketing tool for producers. Care should always be
taken to ensure each sample is of the highest quality and will be a positive experience
for the consumer.

Adherence to food safety principles is of great importance when offering samples.

Foodborne illness resulting from improper sampling methods could create a negative
image of the producer or the farmers’ market in general.

It’s important to note that the vendor offering samples assumes all liability and should
look carefully at every step to make sure their samples are as safe as possible.

A sample is defined by the Department for Public Health as a food product promotion
where only a bite-sized potion of a food or foods is offered free of charge to
demonstrate its characteristics. A whole meal, individual hot dish or whole sandwich is
not recognized as a sample.

There are two broad categories of samples allowed: those that are cooked or
processed, and those that are raw or unprocessed. Therefore the two sampling
certificates that KDA issues are the:

1. Cooked and/or Processed Sampling Certificate

2. All Samples Sampling Certificate.

Cooked or Processed Sampling Certificate

In order for cooked and/or processed products to be sampled at the farmers market, a
producer must have been issued a Cooked or Processed Sampling Certificate. To
receive this certificate a producer must:

 Read through the sampling chapter in the Farmers’ Market Manual & Resource
Guide.
 Complete the KDA Farmers’ Market Sampling Application, making sure to
answer all questions.
 Submit completed application to the KDA office.

No formal training is required. Once the Application has been reviewed and approved,
the sampling certificate will be issued. This certificate must be on display at the markets
when samples are being offered.
All Samples Certificate

In order for raw or uncooked products to be sampled at the farmers’ market, a producer
must have been issued an All Samples Sampling Certificate. To receive this certificate
a producer must:

 Have completed one of the following approved training classes listed below. This
is due to the added risk of offering samples of raw or uncooked products.
o Produce Best Practices Training (PBPT) class through your local
University of Kentucky Cooperative Extension Office. On application list
diploma name and date of class. KDA can verify this in our database.
o PSA - FSMA Grower Training course and submit copy of PSA Certificate
of Training with your sampling application.
o Food Handlers Class from Local Health Department and submit copy of
valid Food Handlers card with your sampling application.
 Read through the sampling chapters in the Farmers’ Market Manual and
Resource Guide.
 Complete the KDA Farmers’ Market Sampling Application, making sure to
answer all the questions.
 Submit completed application to the KDA office.

Here are a few points about both types of sampling certificates:

 Sampling Certificates are valid for a two year period; this coincides with updating
of the KDA Farmers’ Market Manual and Resource Guide.
 The sampling certificate will only be issued for an individual. This means the
person listed on the certificate will be the only person to offer samples.
Employees, family members, etc. must complete their own Sampling Application
and receive their own certificate if they intend to offer samples at the market.
 While it is encouraged that each person complete one of the approved training
classes for the All Samples Certificate, however the approved educational
requirement is not required of individual employees, family members etc. so long
as the farm operation has at least one trained individual on record. When
sending in the Sampling Application for an All Samples Certificate (raw and
uncooked products) you must write the name of the person whose training you
will be sampling under and attach appropriate documentation.
 If a producer/vendor moves or expands to another market they MUST contact
KDA so the new changes are on file and a new sampling certificate can be
issued. The sampling certificate must have the names of all the markets where
samples will be offered.

NOTE: The vendor retains all liability for the safety of the samples. Both the Kentucky
Department of Agriculture and the Department for Public Health require vendors to
follow the guidance in all instances, but the liability for the safety of the samples remains
with the vendor. Markets are advised that they too may accept some added liability if
samples are offered. They should provide for policing the offering of samples under the
guidance provided and require such additional practices as may be required by the
circumstances to meet basic food safety.

Steps for Safe and Successful Sampling

Preparation of Samples

Some farmers choose to prepare their samples at home where the quality of water,
cleanliness of surfaces and equipment and cleanliness of vegetables can be easily
controlled. The samples may be washed, cut up and placed in disposable, individual
cups with lids. These cups are available at any restaurant supply store or at large outlet
stores.

Whether you prepare your samples at the market or at home you must provide
equipment and maintain practices that ensure the following during sample preparation:

Potable Water

All water that touches your product or your utensils MUST be potable. If the water is
from a well, cistern, or other non-municipal source it must then be tested and the
records retained. Only documented test results prove the water is potable.

Clean Produce

All raw produce MUST be washed thoroughly with running potable water. The water has
to be running to carry away any dirt or contaminants that may be on the outside of the
product. For example, you cannot wash your tomatoes in a bucket of clean water.

Produce with rinds pose a special problem. Cantaloupes and muskmelons need a good
scrubbing to remove all dirt. This can be done at home to all the produce you plan to
use for samples. Make sure the washed produce is then packed in clean bags or
containers to keep them clean; and then store them separately from unwashed items
until you arrive at the market.

Approved Ingredients

All products used in your samples must come from an approved source. This means all
agricultural products that will be served without cooking must have been raised
according to Good Agricultural Practices (GAP) or Produce Best Practices Training
(PBPT) and any value-added product must be commercially produced or produced
under the Home-based Processing/Microprocessing program.
Clean Hands

You must wash your hands properly and use food grade gloves before touching any
part of your samples. Hand sanitizers do not substitute for proper hand washing.
Gloves do not substitute for proper hand washing. Always wash your hands before
putting on gloves and after taking them off. If gloves become torn, ripped or
contaminated they should be changed. Never reuse gloves. All gloves used must be
food grade gloves.

Though we have all washed our hands since childhood, the proper way for sanitation
purposes includes the following:

 Wetting your hands

 Applying liquid soap
 Briskly rubbing your hands together – including fingernails and backs of hands
for a minimum of 20 seconds (a long time!)
 Rinsing your hands under free flowing water
 Drying your hands with a disposable paper towel

When should you wash your hands?

 After using the bathroom

 After handling money, unwashed produce, baskets, and anything not clean and
sanitized
 Any time you leave your stand and return

A proper hand washing station includes:

 A container of potable water large enough to supply water for the entire sampling
time. This container must have a free-flowing dispensing value. This is the type
of spigot that does not require you to hold open the valve to keep the water
flowing.
 The container should be raised off the ground to allow a catch basin under the
spigot.
 Paper towels
 Liquid hand washing soap in a pump or squeeze bottle.
 Paper
Towels

Depending on the market setup, providing for hand washing may mean each vendor
must have their own station. If vendors feel they can share a station, it must be easily
accessible with no physical impediments between the vendor and the station.

Clean Utensils

All utensils that touch a sample in any way must

be washed in a detergent, rinsed in clean potable
water and soaked for 30 seconds in a sanitizing
solution. If more than one or two different utensils
are used, a cleaning, rinsing and sanitizing station
is required. A simple, but effective sanitizing
solution is 50 ppm household bleach/water
solution. This is about one capful of bleach to one gallon of water. Sanitizer test strips
are needed to check the sanitizer strength. The sanitizing container should be of
sufficient size to completely immerse the largest utensil in use.

Proper Temperature

If you bring cold products to the market for sampling, you must maintain them at 41°F or
below. That means you should probably ice them above and below. When using ice to
maintain proper temperature, you will need to make provisions for melted ice to drain
away from the product. A small cooler can provide a great way to keep samples cool. A
thermometer is recommended to make sure cold products are being stored at the
proper temperatures.
Any product you warm at the market must be heated and kept above 135°F. You must
have a way to maintain this temperature. A quality food thermometer is a good
investment. Note the temperature readings in your records in case there is ever any
doubt.

For both safety and quality, samples should be monitored to ensure that none remain
out for more than 30 minutes. Remember you want your samples to be perfect little
bites of your product at its best!

If you are preparing your samples at the market

 If you are only using a few utensils, you may choose to bring a number of the
utensils in a zip lock bag marked as “CLEAN” and bring with you another zip lock
bag marked “DIRTY”. That way if you drop or soil a utensil a clean one is
available and the dirty one can be easily distinguished and isolated.
 If using a knife then you must also have a proper cutting board. It must be
handled like any other utensil – washed, rinsed, sanitized.
 Use only plastic (nonabsorbent) or approved hardwood cutting boards or
disposable paper plates for cutting produce for sampling.
 If samples of both meat and vegetables are going to be cooked and offered,
there should be 3 separate sets of utensils. The first is for raw meat, the second
for cooked meat and the third for vegetables and fruits. These utensil sets must
be kept separated from each other at all times to prevent cross-contamination.
 Allow all cleaned and sanitized utensils to air dry on a clean non-porous surface
or dish rack. Do not dry with a towel.
 The “washing, rinsing and sanitizing station” and the “hand washing station” must
be separated from each other and completely set up before preparing any
samples.

Delivery of Samples

 You must deliver the samples to the customers in such a way to prevent anyone
from touching any other sample. If you have prepared the samples at home, you
can place the individual cups on a tray a few at a time. Then, there is no need to
worry about any customer touching any samples other than their own.
 You must protect the samples from the elements and insects. Cover your
samples with insect proof netting or plastic wrap (or lids if you use the individual
cups).
 You must use disposable single use utensils for distribution of samples to
customers- toothpicks, cups, etc. Or you can use tongs, if you control them.
Customers should never reach in a plate or bowl of samples.
 You should make available a waste basket lined with a plastic bag for sampling
preparation waste and sampling distribution waste disposal. It works best to have
two cans – one behind the table for your waste and one out in front for the
customers.
 All food shall be stored at least 6 inches off the ground.