Prepare

Announce Institutional Commitment to Values-Based Purchasing

This stage guides institutions through the key activities necessary to promote their commitment to values-based purchasing.
  • Public & Private
  • FSMC & Self-Operated

Methods of Communication

There are various methods of announcing an institution’s commitment to values-based procurement: 

  • Promotional Materials (websites, press releases, brochures, and reports)
  • Pledges
  • Policy or Action Plans 
  • Partnerships 
  • Memorandums of Understanding (MOUs) with Values-Based Partners 

An institution may successfully use any of these methodsor a combination of methodswhen announcing values-based procurement commitments. As an institution announces its commitment, the communication strategy and methods used should reflect what is feasible, practical, and effective for the institution at thtimeThis section provides a summary of the benefits and tradeoffs associated with each communication method.

Promotional Materials

Featuring an institution’s commitment to values-based purchasing in promotional materials is a relatively easy and convenient method of announcement for most institutions. Common promotional materials include the institution’s website, press releases, brochures, annual reports, and other marketing materials. Including values-based purchasing announcements in these materials may reach a broader audience and bolster the “commitment” part of the institution’s messaging.  

However, general announcements that don’t acknowledge accountability or provide future updates may fail to convey the institution’s serious commitment to values-based procurement. Generally, announcements in promotional materials are best used in conjunction with other forms of announcements, because promotional materials may contain less specificity and accountability compared to other forms of announcement.  

The following subsections provide a breakdown of some common promotional materials used to announce institutional commitments.

Websites

Institutions often do not create separate websites dedicated to their food procurement commitments. Instead, such information is usually included on an institution’s website in their dining, sustainability, or DEI pages, depending on the institution’s values. This method allows institutions to quickly promote and update their commitments.

Examples of Websites

Press Releases

The value of a press release varies based on the content and scope of the published information. Depending on the institution’s commitment, press release content ranges from general statements to announcements about the actions an institution has taken or plans to take in the future. 

Examples of Press Releases

Brochures

Brochures are another common way to announce an institution’s commitment to values-based food procurement. Brochures can point targeted audiences to more information available online. For example, a university can promote its values-based purchasing commitment to current or prospective students through brochures, flyers, or posters. Other institutions may also distribute and utilize brochures to promote specific initiatives and efforts at internal meetings, conferences, community gatherings, and other opportunities to engage with their various audiences. Including information about a values-based procurement commitment in brochures distributed to these audiences helps to reinforce awareness of the program and promote the importance of values-based purchasing. 

Examples of Brochures

Reports

Annual reports provide comprehensive updates about an institution’s work and report on goals and priorities. They are often curated for internal and external audiences, including shareholders, potential investors, employees, and customers. Annual reports frequently include updates about sustainability, ESG, and CSR commitments; however, many institutions also publish additional reports focused specifically on sustainability efforts. These reports contain more detail and specificity relevant to announcing values-based procurement commitments and providing updates about progress and scaling goals. 

Examples of Reports


Pledges

Pledges allow institutions to demonstrate their interest and intent to commit to values-based food procurement. Pledges may provide an external framework for implementation and recommendations for establishing benchmarks. Pledges can also signal to the broader public that an institution is committed to values-based procurement. Furthermore, national pledges have high visibility and may lead to greater national or public recognition. However, pledges are only impactful when the institution takes strategic action to adhere to the pledge and is held accountable to its commitments. 

Although pledges may not require a significant commitment to local foods, they often are correlated with increased partnership and networking between institutions and local vendors. This appears true particularly for universities. For example, Oberlin College (a signatory of the Real Food Challenge pledge) helped a local hydroponic lettuce farm secure a loan through their institutional support. After Bard College committed to the Real Food Challenge, it increased its purchases from an organic bread bakery, which, in turn, allowed the bakery to connect with other institutional foodservice accounts.[1] 

Pledges can be effective forms of announcement and catalysts for institutional coalitions and action; however, is incumbent on the institution to connect the pledge to systems of implementation and enforcement to achieve impact in values-based procurement. 

Examples of Pledges


Policies or Action Plans

A comprehensive policy or action plan can show that an institution has identified its values-based purchasing needs and is ready to implement its stated policies. Unlike promotional materials or pledges, policy and action plans tend to be in-depth, comprehensive, and at times, backed by secured funding. Action plans often show the extent to which an institution has considered its definitions of local food, funding concerns, and its relationship with prospective food producers and aggregators.[2]

An institutional policy or action plan still requires a continuous commitment and action from the institution to reach a viable values-based food purchasing relationship with food hubs and producers. If policies or action plans do not have institution-wide awareness, support from relevant decision-makers, and specific implementation requirements, they are more likely to result in inaction and may lead to the erosion of trust from potential partners (if the institution does not follow through on its announced commitments).

Examples of Policies or Action Plans


Partnerships

Many institutions engaged in values-based procurement promote their commitments through celebrating partnerships with values-based organizations, food hubs, or producers. Announcing a partnership creates a foundation for implementing values-based procurement because it establishes a clear connection to an aligned partner, highlights the impact of an institution’s values-based commitment, and promotes the values of this important collaboration. 

Partnerships take shape through a variety of arrangements, scopes, and operations. While many partnerships are successful and support flourishing programs with benefits for the institution and its partners, they can also face challenges. Partners may be hesitant to trust institutions, especially in the case of new values-based procurement programs. Clear communication, mutual trust, and accountability are vital for any partnership to succeedCollaborative announcements about the partnership can be a great opportunity for institutions to build rapport with their partners. 

Examples of Partnerships

Footnotes

[1] See Hiran Roy et al., Trust in local food networks: The role of trust among tourism stakeholders and their impacts in purchasing decisions, 6 J. Destination Marketing & Mgmt. 309, 311 (2017) (“In order to build a sustainable long-term market channel for their products local farmers need to gain trust and reputation from their buyers.”); See also Barbara C. Bellows et al., Bringing Local Food to Local Institutions: A Resource Guide for Farm to Institution Programs, National Center for Appropriate Technology (June 2013), https://southcenters.osu.edu/sites/southc/files/site-library/site-documents/dirmark/local-foods-to-local-institutions.pdf (“Successful farm to institution programs are built over time and depend heavily on strong relationships among various stakeholders including food-service professionals, producers, community members, administrative staff…and others.”).

[2] The Real Impact of Real Food: 8 Ways Institutional Procurement is Building a Real Food Economy, Real Food Challenge 26 (2017-2018), www.thecommonmarket.org/assets/uploads/reports/RFC_Impact_Report_Final_-_Single_Page_layout.pdf.