An organization must submit a completed application to the Capital Area Food Bank.
2. Organization’s Executive Director/Pastor must attend CAFB’s Partnership 101 session.
3. The Food Bank reviews the application and conducts a site visit to assess the program. No
organization can become a partner agency without a site visit.
4. After the visit, Sr. Director of Partner Relations conducts a final review of the application and
site visit report.
5. If the agency is approved for partnership, it will receive an approval letter.
6. Agencies are approved as partner agencies on a one year probationary basis.
Partnership Application Checklist
* Signed Partnership Application Form
* Signed Partnership Contract
* Internal Revenue Service 501 ( c ) 3 Letter of Exemption
* Completed Non Profit Business Plan
* Current ServSafe Certification (Meal Prep Sites Only)
* Proof of Occupancy (Occupancy Permit, Health Department Inspection or License for Service)
* Board of Directors or Trustees phone & address listing
* Two letters from organizations of Community Support (i.e. United Way, Social Service Agency)

DEFINITIONS
Emergency Feeding Program: This phrase refers to Food Pantries, Soup Kitchens and Emergency Shelters.
Partner Relations Department: The department of the Capital Area Food Bank that is the liaison between
partner agencies (like yours) and the Food Bank. This department processes new applications, conducts
monitor visits, administers grants, addresses any Food Bank related questions, and presents workshops for
partner agencies.
IRS 501(c)3 Determination Letter: A letter obtained from the Internal Revenue Service that verifies your
organization as a nonprofit, tax-exempt organization under section 501(c)3 of IRS code. This is not the same
as your state tax-exempt information. The Capital Area Food Bank is required to keep documentation of
501(c)3 status in each agency’s file. The Capital Area Food Bank reserves the right to request further
verification of these requirements as it deems necessary.
Shared Maintenance Fee: In order to partially cover the costs of soliciting, collecting, storing, repacking, and
distributing millions of pounds of donated food each year, the Food Bank accesses partner agencies a shared
maintenance fee of $0.19/lb. for donated product. The Shared Maintenance Fee is not a payment for food,
and persons receiving food through Capital Area Food Bank partner agencies can never be charged
for food. While certain inventory items require the $0.19/lb. Shared Maintenance Fee, the Capital Area Food
Bank distributes a large portion of its donated food at no cost. Fresh produce is free to all partner agencies.

Name of Agency____________________________________________________
Partners will not engage in discrimination, in the provision of service, against any person because of race, color,
citizenship, religion, sex, national origin, ancestry, age, marital status, disability, sexual orientation, including gender
identity, unfavorable discharge from the military or status as a protected veteran.
1. Must have a 501(c)(3) tax exempt status with the Internal Revenue Service
2. Must agree not to sell or exchange food bank items for money or services, or use food bank items for fundraising
purposes. Food bank items will not be used for other agency purposes. Partners which use food bank items for
unauthorized purposes will be suspended and/or terminated.
3. Your food program does not and will not sell, transfer or barter items. (Transfer includes the removal of any food
bank–delivered product from the approved site to any other location.)
4. Must provide food directly to clients in the form of meals or emergency packages to those who qualify at no cost.
5. Your food program provides food free to all clients. Clients are not asked for donations or requested to participate
in religious services to receive food.
6. CAFB products shall not be utilized for sectarian purposes, i.e., programs cannot engage in the promotion of a
particular religion or political party as part of their feeding programs nor require clients to attend religious or
political services or instruction in order to receive food.
7. Must be located in the District of Columbia or Prince George’s County or Montgomery County in Maryland,
Arlington County, City of Alexandria, Fairfax County or Prince William County in Virginia.
8. Must maintain an active checking account for the agency.
9. Must agree to support the operation of the food bank with the suggested shared maintenance fee based upon the
pounds of food received. The CAFB reserves the right to limit the amount of food a program may receive and to
make any necessary changes to the “Shared Maintenance Fee.”
10. If eligible to charge invoices, the shared maintenance contribution must be received by the food bank no later
than the 15th of each month following the month the food is received. An invoice will be prepared each time you
withdraw product from the food bank. A summary record or statement showing pounds of food received and
shared maintenance contribution received or due will be sent at the first of each month.
11. Programs will be asked to sign an invoice when orders are picked up. Programs should only sign for orders
when all items have been checked and program personnel are certain that all items on the invoice have
been received. The food bank cannot issue credit for items signed for and/or delivery sites and later
found to be missing from orders.
12. Must keep all food bank invoices for one year current.
13. Your organization is an established emergency feeding program that has been in operation once a month for a
period of at least three months.
14. Must have designated hours of operation. Must be open at least twice each month for a minimum 4 hours at each
opening.
15. Your food program practices active means of encouraging participation and utilization of your services to
all segments of the community. (eg: outreach, flyers, etc.)

16. Your food program agrees to place an order for food within the first month of approval. Your food program must
place orders for food at least once per month thereafter or risk inactivation of your participation.
17. Must commit to distributing a minimum of 12,000 lbs of product per year.
18. Must provide transportation and personnel to pick up and load food at the food bank. Your food program will
have authorized shoppers present at your delivery location on the days of scheduled deliveries to receive
products from the food bank.
19. Must have adequate storage to insure the quality of food bank items until used or distributed. Storage for food
bank items must be separate from food used for other purposes. (Your food program maintains high
standards of sanitation and food safety with regard to food storage, distribution and meal preparation.)
20. Your food program maintains at least one active email address and has regular access to the Internet, either onor off-site.
21. Your food program agrees to provide the food bank with necessary information regarding any change in
program/administrative location, primary staffing, structure etc. All partner agencies must notify the food bank
immediately if there is a change in the status of any of required documents or key personnel. Changes with the
programs’ direct contact to the food bank and Executive Director should also be notified. A new Partnership
Contract must be signed by the Executive Director and Program Director upon these changes
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22. Your food program agrees to provide the food bank with the names of individuals authorized to take full
responsibility for the program’s services, including board members, staff and volunteers.
23. If preparing meals, your program must have a certified safe food handler on staff (attach certification). Must be
licensed by the local government as a food service establishment if providing prepared meals (attach license). If
not preparing meals at your site, must agree to attend safe food handling training as needed.
24. Must agree to be monitored by authorized personnel of the food bank. (Your organization is willing to have its
site(s) visited as needed by a representative of the food bank).
25. Must agree to keep food distribution logs and other appropriate records as required by the food bank and must
make these records available upon request to food bank personnel.
26. Must agree to submit quarterly reports and local network activity report.
27. Must agree to complete survey for all National Hunger Studies and serve as a client interview site, if selected.
28. Must agree to attend either the Annual Metropolitan Area Hunger Conference or Northern Virginia Hunger
Summit.
29. Programs must make timely pick-ups of all orders, or the partner agencies should notify the food bank. The food
bank will advise sites on the proper disposition of the item in question and will give sites credit information. This
will also help prevent further distribution of unusable items.
30. Partner agencies operating more than one feeding program must receive separate approval for each program. If a
member agency would like to begin receiving food for a new program, it must inform the food bank and fill out a
separate application. A new program must be in operation for up to three months before becoming eligible to
receive food bank product.
31. All member programs will be visited at least once every two years. During this visit food bank staff will update
program files, inspect storage areas, discuss program’s participation in the food bank and make sure sites have
the information needed to make the best use of the food bank. Refusal to permit food bank monitor visits at the
program site can result in suspension and termination of the program.

Name of Agency____________________________________________________
Warrants that during active partnership said agency will receive food products from the Capital Area Food Bank (CAFB)
and will inspect and approve that above described food is fit for human consumption.
It is further agreed that:
1. The food is accepted “as is.”
2. The CAFB and the original donor expressly disclaim any implied warranties of merchantability or fitness for a particular
use.
3. There have been no expressed warranties in relation to this gift of food.
4. Said agency releases both the original donor and CAFB from any liability resulting from the condition of the donated
food and further agrees to not hold CAFB and the original donor for any liabilities, damages, claims, losses, causes of
action and/or lawsuits. Further, there will be no obligation attributed to CAFB or original donor because of action of said
agency or any personnel employed by said agency in connection with its storage and use of donated food.
5. Agency/Program will abide by rules and regulations as provided by the CAFB.
I, the undersigned agency representative, have read and understood the CAFB’s Partnership Contract comprised of the
Criteria for Membership and Letter of Agreement. The policies and guidelines outlined above have been established to
facilitate food bank operations and to meet strict donor requirements. Failure to abide by these policies jeopardizes the
entire program. Therefore, these policies are strictly enforced. Programs that violate these policies may be suspended or
terminated from membership in the Capital Area Food Bank.
Executive Director’s Signature:_______________________________________________
Print Name:_____________________________________________________________
Date:_________________________
Program Director’s Signature:________________________________________________
Print Name:_________________________________________
Date:_________________________

Your business plan should help us to better understand your operation and its needs, as well as your clients’
needs. We will use this information in the approval process for your program. We will also use this information
to assist you in becoming a sustainable service site, by providing best practices information and technical
support based on your plan. This may also help you make decisions/policy on issues you may have not
considered.
SITE LOCATION and CONTACT INFORMATION
Site Address: Physical location of the program where clients are served. This may or may not differ from an agency’s
billing address, mailing address, and Executive Director’s address
DAYS AND HOURS OF OPERATION
Specify days and hours of operation, i.e. Monday – Friday 9:00 am – 2:00 pm. Please take into consideration similar
programs already operating in your area to avoid duplication. Food Pantries must open a minimum of two days per month
for a minimum of four hours per day. Please consider weekend and evening hours when establishing or expanding
operating hours/days of operation.
PROGRAM INFORMATION
Who will you serve and how (what model with what, if any, restrictions; how many families does your program anticipate
serving/what type of area is this)? In order to help meet the needs of the people you serve, we suggest that you allow
people to receive food at least two times per month. Your program should also consider providing other services such as
SNAP Outreach and Nutrition Education training. What strategies will your program utilize to promote your services to the
public?
PROGRAM SUSTAINABILITY
Who do you/ will you collaborate with and for what purpose.
FINANCIAL INFORMATION
Please attach a program budget (applications without a budget attached will not be considered for partnership). Provide
billing contact information in this area.
TRANSPORTATION
Discuss your organization’s ability to transport food from the food bank to the site location. Specify what type of vehicle
your organization has designated for this purpose. Note whether the vehicle is owned by the organization or is the
personal vehicle of a staff person or volunteer. Include contingency plans in the event, your regular vehicle is unavailable.
FOOD STORAGE AREA DESCRIPTION
Specify where food will be stored (include pictures of the specified site).
FOOD DISTRIBUTION PROCESS
 What type of distribution model will you use? Client Choice models are preferable as they are the most cost
effective and serve people with the most dignity. Ask Partner Relations staff for more details about this method.
 How will clients actually receive food (fill out a form with choices, pick from shelves with or without any limits, be
given a pre-selected assortment etc.)
 How will client data be collected and maintained?
STAFF/VOLUNTEER POSITIONS & RESPONSIBILITIES
Whether full time, part time, interns (paid or unpaid), or volunteer positions, each position should have a Job Description.
Please include position titles and responsibilities in this section.
OPERATIONS TIMELINE
Who will do what on a daily, weekly, and/or monthly basis etc to ensure a successful distribution program.