How the Appalachia Regional Food Business Center distributes $16M to build a resilient food economy

The Appalachia Regional Food Business Center (ARFBC) is on a mission to build a stronger, fairer food economy across Ohio, West Virginia, Kentucky, Tennessee, and parts of Pennsylvania, Virginia, and Maryland. They seek to help small and mid-sized food producers thrive by breaking down market barriers and creating new opportunities for growth.

ARFBC’s challenge is how difficult it can be to reach this primarily rural audience. But with Submittable, they were well prepared even when the USDA came knocking for help.

In May 2023, the USDA awarded ARFBC the designation of one of 12 Regional Food Business Centers working to transform the food system. These Regional Food Business Centers are, in part, responsible for establishing a Business Builder Subawards program to connect their local producers with bigger markets and build a food economy that works for everyone.

The ARFBC’s Business Builder Subawards program will award over $16 million to farmers and food businesses across the region through five competitive cycles. These grants—up to $100,000 each—are designed to help small and mid-size food producers invest in their businesses, whether upgrading equipment or scaling up operations.

The Business Builder Subawards are not just about growing food—they’re about growing opportunities. As Paul Freedman, Director of ARFBC, said in a USDA press release, “While the subawards are focused on the food sector of the economy, the impacts will be broader…all of Appalachia and areas beyond will continue to grow and thrive.” 

The ARFBC knew they needed a powerful tool to manage this ambitious initiative effectively and maximize its impact. To achieve these goals, they turned to Submittable.  

A complex launch for a critical program

Launching the Business Builder Subawards required ARFBC to build a grant process from scratch. They also needed to build this new process with a mind for accessibility, regulations, and an applicant pool that isn’t used to applying for funding in this way. 

Ensuring an accessible application process

Farmers and food businesses in the region needed an application system that was both user-friendly and compliant with USDA standards. This meant creating a single experience where applicants could apply, track their progress, and, if awarded, submit reports and reimbursement requests. Addressing these needs required prioritizing ease-of-use and reducing barriers to entry, particularly for underserved food producers and first-time applicants.

Balancing regulatory demands

As one of the first Regional Food Business Centers to launch, the ARFBC team faced high expectations to both meet USDA goals and serve as a model for future centers. 

Since this subaward program was the first of five funding cycles, getting it right from the start was crucial for ensuring future rounds could be easily replicated. This required the team to navigate complex regulatory requirements, align closely with USDA objectives, and incorporate feedback from local partners, who were key in recommending applicants to ensure the program’s success. 

On top of all this, the ARFBC team also had to quickly train a panel of reviewers to ensure a fair and consistent evaluation process.

Supporting an inexperienced applicant pool

Appalachian farmers and business owners often lack both experience with federal grant programs and the staff to manage them. This inexperience creates a significant risk that some might not participate or complete the process successfully. 

ARFBC faced the critical challenge of providing the necessary resources, guidance, and hands-on support to help these applicants overcome their uncertainties and fully engage with the opportunities it offered.

Building a program from the ground up

To address their challenges, ARFBC used Submittable’s robust grantmaking platform to design and execute their program effectively. 

What followed was a successful implementation focused on three key areas: simplifying the application process for all participants, equipping grant reviewers for success, and providing a unified portal to manage everything from applications to post-award activities.

Making the application easy for everyone

ARFBC designed an application process that was both accessible and efficient by leveraging Submittable's intuitive form-building tools and workflows. 

To ensure that no one wasted time, they included an eligibility quiz at the beginning of the process, helping applicants quickly determine if they met the program's requirements. This helped prevent wasted time by everyone involved. 

Additionally, ARFBC required all applicants to have a UEI (Unique Entity Identifier) to apply.  Each application process began with an automatic UEI verification. For ARFBC, creating a positive applicant experience was a key part of the program’s success.

Preparing grant reviewers

Karin MacLaurin, ARFBC’s Implementation specialist at Submittable, played a pivotal role in preparing the grant reviewers. She worked with the ARFBC team to create custom training videos and provide real-time support. 

She created 10 tailored videos to guide the team through critical administrative steps, such as transitioning submissions between states, managing the Business Builder Subaward review process, and navigating the post-decision pre-award stage. 

Personalized Training Videos for Reviewers

These videos provided clear instructions on how to add essential details that applicants may have missed or may not be very familiar with—such as UEI numbers—ensuring a smooth and efficient workflow. With Karin's resources and ongoing support, reviewers and administrative staff could evaluate applications confidently and accurately.

The team maximized their time with Karin by coming to each meeting prepared with clear questions and goals. This clarity enabled focused and productive discussions—a practice they highly recommend to other new Submittable customers. By combining this proactive approach with Karin's expertise, ARFBC successfully launched its program and established a strong foundation for future success.

Without Submittable and the support of our Implementation Specialist, Karin MacLaurin, we wouldn’t be in such a successful spot. Karin’s guidance made all the difference.

Abi Kapelewski

Business Support and Education Program Manager

One portal for continued support

Supporting an inexperienced applicant pool meant making sure the grantmaking process didn’t end with just submitting an application. ARFBC helped applicants track their status and manage all aspects of their grant journey in Submittable. 

Once awarded, grantees can process reimbursements, submit project reports, and handle all necessary tasks within the same platform they used to apply. This approach keeps everything in one place, with email notifications sent at every key step, ensuring awardees stay informed and engaged throughout the entire process.

A milestone first cycle

Despite the complexity of the launch, the Appalachia Regional Food Business Center achieved remarkable results:

• 179 applications were submitted in the first cycle, representing food producers and small businesses across the region who were largely unfamiliar with how federal grants work.

• Positioned as the 3rd USDA-supported Regional Food Business Center (out of 12) to successfully launch both operations and funding initiatives.

Empowered applicants with a positive experience, laying the groundwork for future funding cycles.

Transforming challenges into opportunities

The Appalachia Regional Food Business Center turned a daunting launch into a streamlined success. Their ability to deliver $16 million in funding—while earning recognition from USDA for their efficiency—reflects their commitment to Appalachian food producers and the communities they serve.

The USDA has told us repeatedly how proud they are that we are the third out of twelve Centers to successfully launch both our operations and our first cycle of grants.

Abi Kapelewski

Business Support and Education Program Manager

If you're about to launch a new grant program or looking to redesign an existing one, contact Submittable to discover how our experienced team can support your success every step of the way.