Overland Expo East 2025 Sampling Rules

• Any exhibitor wishing to sample food or beverage products at Overland Expo East must follow the regulations put in place by Overland Expo and the Blue Ridge Health District.
• Any exhibitor wishing to sample must first complete the Sample Request Form and submit it no later than September 3, 2025
• Anyone passing out samples must be inspected by the Health Department and pay the $40 fee
• All samples must be 2oz or less
• Samples cannot be taken from a communal cooking surface, all samples must be given in their own individual container
• No alcohol can be given out as a sample without prior approval
• Attendees cannot fill their own personal drink containers from an exhibitor’s drink dispenser
• No one from the general public can cook in your booth and give out samples
• If you would like to host influencers or chefs in your booth to do a cooking demonstration and pass out samples that will require prior approval
• Samples must align with the product you are selling at the event
• No bare hand contact with ready to eat food is allowed. Use suitable utensils such as deli tissue, spatulas, tongs or single use gloves.
• Wear clean outer garments.
• Hair restraints such as hats, sun visors, hair nets or other hair covering that effectively keeps hair from contacting exposed food and food contact surfaces.
• No eating, drinking, gum chewing, smoking, or animal handling is allowed in food preparation or service areas. Note: service animals are allowed in dining areas.
• If you are sampling a pre-packaged item (granola bar, fruit snacks, etc.) you do not have to be inspected. If you open the granola bar and break it into pieces and pass it out, you must be inspected.
• All TCS foods shall be always kept at proper temperature (41°F or below or 135°F or above), except when being prepared or served. A suitable appropriately calibrated chef’s thermometer for determining the temperature of foods must be available and used to ensure the maintenance of required temperatures. Each cold holding unit shall be equipped with a standard refrigeration-type thermometer.
• Appropriate chemical test papers used for checking the concentration of any sanitizing solution used must be provided.
• Equipment and facility requirements for operating a temporary food establishment:
• Overhead protection, such as a roof, tent, canopy or other effective covering, is required over all food/beverage operations. Exception: Cooking equipment such as grills and BBQ cookers that sit outside the confines of a tent or mobile unit shall be lidded to protect food from possible contamination while foods are cooking. Walls and ceilings are to be constructed of materials that protect the interior from the weather and windblown dust and debris. Web tents are not approved.
• A floor may be concrete (if graded to drain), machine laid asphalt, or dirt or gravel if it is covered with mats, removable platforms, duckboards, or other suitable approved materials that are effectively treated to control dust and mud.
• Adequate counters, storage shelves, etc., are to be provided for preparation, display, service and storage of food-related items. Placing food or food containers on the floor or ground is prohibited.
• Ice dispensing equipment shall include easily cleanable self-draining containers and scoops.
• All food equipment and utensils must be of food-contact approved materials, easily cleanable construction and kept in good repair. Equipment must be located and installed in a way that facilitates cleaning and protects against food contamination.
• Use only food grade water hoses, when applicable.
• Adequate artificial light must be provided if night-time operations are conducted. Light bulbs must be shielded, coated, or otherwise shatter resistant.
• Appropriate and adequate wastewater disposal must be provided. Disposal facilities and procedures are to ensure that all wastewater from ware and hand washing sinks, ice storage equipment, equipment drains, or other sources are disposed of in an appropriate manner. Disposal of wastewater onto the ground is prohibited.
• An approved hand washing station must be provided with the minimum of warm water, liquid soap, and individual paper towels. Exception: if only commercially pre-packaged foods are dispensed in original containers a hand wash station is not required (liquid hand sanitizer or wipes are allowed in this situation). The spigot of a hand washing station water container shall be of a design that allows a free flow stream of water without touching the mechanism. A covered wastewater receptacle shall be located beneath this spigot. (See example set-up for handwashing and utensil washing station).
• A properly plumbed three basins sink with hot and cold running water or three containers of adequate size shall be available for the washing, rinsing and sanitizing of food contact surfaces. Each basin is to be large enough to accommodate the largest item that will need cleaning. Enough hot water for these purposes shall be provided, as well as chemical test papers used for checking the concentration of the sanitizing solution. Off-site cleaning and sanitizing of equipment at a central facility may be approved on an individual basis. Adjacent permit holders may share three compartment set ups. Also, permit holders may provide multiple sets of utensils to offset the need to wash and sanitize dirty utensils.

If you have any questions, please contact Chelsea Estep: chelsea.estep@emeraldx.com