Heading out for a tailgating adventure with a large group can be an exhilarating experience, but it can also present a few challenges. From finding the perfect spot to coordinating activities, ensuring that everyone has a great time requires careful planning and organization. In this article, we will share some helpful tips and tricks to make your next tailgate gathering with a big group a seamless and unforgettable event. So grab your favorite team’s jersey, pack your cooler, and get ready to enjoy some pre-game festivities like never before!
Selecting the Right Location
Choose a spacious area
When selecting a location for your tailgate, it’s important to choose an area that can accommodate your large group comfortably. Look for a spacious spot that has enough room for everyone to set up their tents, tables, and chairs. This will ensure that everyone has enough space to move around and enjoy themselves without feeling cramped.
Consider proximity to restrooms
Another factor to consider when selecting a location is the proximity to restrooms. It’s important to choose a spot that is within reasonable walking distance of restroom facilities. This will make it more convenient for everyone in your group, especially if you’ll be spending several hours at the tailgate. Consider checking with the venue or surrounding area to find out the location of the closest restrooms.
Find a spot with shade
Tailgating can often take place during hot and sunny days, so finding a spot with shade is essential. Look for a location that has trees or a covered area nearby that can provide shade for your group. This will help keep everyone cool and comfortable throughout the day, preventing sunburns and heat exhaustion. Plus, having shade will also make the food and drinks more enjoyable as they won’t be sitting under direct sunlight.
Check if grilling is allowed
One of the highlights of tailgating is the delicious food cooked on the grill. However, it’s important to check if grilling is allowed in the selected location. Some venues or parking lots may have restrictions on open flames or grilling. Make sure to read the rules and guidelines provided by the venue so that you don’t run into any issues or have your grilling equipment confiscated. If grilling is not allowed, consider alternative cooking options such as portable stoves or pre-cooked meals.
Determine if there are any restrictions
In addition to grilling restrictions, it’s also important to determine if there are any other restrictions in the selected location. Some venues may have rules about alcohol consumption, noise levels, or the use of certain equipment. Make sure to familiarize yourself with these restrictions beforehand to avoid any conflicts or penalties. By being aware of any limitations, you can ensure a smooth and enjoyable tailgating experience for your entire group.
Communicating with Group Members
Create a group chat or email thread
Effective communication is crucial when coordinating a large group tailgate. One of the easiest ways to keep everyone informed and on the same page is to create a group chat or email thread. This allows for easy communication and updates regarding logistics, menu planning, and any other important details. Encourage all group members to actively participate and share their thoughts or concerns.
Designate a point person for communication
To streamline communication even further, designate a point person who will be responsible for relaying information to the entire group. This person can serve as the main contact for any questions or concerns and can help ensure that everyone stays informed. By having a designated point person, you can avoid confusion and ensure that important messages are relayed to everyone in a timely manner.
Establish a meeting time and place
To ensure that everyone arrives on time and in the right location, establish a meeting time and place for your tailgate. This should be communicated clearly to all group members, along with any specific instructions or landmarks to look out for. It’s a good idea to set the meeting time at least an hour or two before the start of the event to allow plenty of time for setup and preparation.
Share detailed directions and parking information
To make it as easy as possible for everyone to find the tailgate location, share detailed directions and parking information. This can include the address of the venue, any specific instructions for parking, and landmarks to look out for. If possible, provide a map or satellite image of the area to help everyone visualize the location. By providing clear and detailed information, you can minimize any confusion or delays when it comes to finding the tailgate.
Planning the Menu
Decide on a theme or cuisine
To make your tailgate more fun and cohesive, decide on a theme or cuisine for the menu. This can help guide your food and drink choices and make the overall experience more memorable. Whether it’s a classic BBQ theme, a Mexican fiesta, or a breakfast-themed tailgate, choosing a theme can add excitement and creativity to the menu planning process.
Assign food and drink responsibilities
Since you’re coordinating a large group, assigning food and drink responsibilities can help distribute the workload and ensure that there’s a wide variety of options available. Create a list of food and drink categories, such as appetizers, main dishes, side dishes, desserts, and beverages, and have each group member sign up for a specific category. This way, everyone can contribute their favorite recipes or dishes, resulting in a diverse and delicious spread.
Consider dietary restrictions
When planning the menu, it’s important to consider any dietary restrictions or food allergies within your group. Take the time to ask everyone about their dietary needs and preferences, and ensure that there are options available for vegetarians, vegans, gluten-free individuals, and those with other dietary restrictions. By accommodating everyone’s needs, you can ensure that no one feels left out and that everyone can enjoy the food and drinks provided.
Plan for a variety of options
Tailgates are all about indulging in delicious food and drinks, so be sure to plan for a variety of options to cater to different tastes and preferences. Include a mix of hearty dishes, lighter options, and vegetarian choices. Offer a selection of beverages, including both alcoholic and non-alcoholic options. By providing a range of choices, everyone in your group will be able to find something they love and enjoy.
Make a shopping list
To stay organized and make sure you have everything you need, create a comprehensive shopping list. This list should include all the ingredients and supplies required for each dish, as well as any additional items such as condiments, ice, and napkins. To make the grocery shopping experience smoother, consider dividing the shopping list among group members, allowing each person to take responsibility for a specific section. This way, everyone can contribute to the preparation process and help ensure that nothing is forgotten.
Coordinating Equipment and Supplies
Determine what equipment is needed
Before the tailgate, determine what equipment will be needed for your setup. This can include items such as tents, tables, chairs, coolers, grills, and any other equipment or decorations you plan to bring. Take into account the number of people in the group and the activities you have planned, and make sure you have enough equipment to accommodate everyone comfortably.
Assign responsibilities for equipment
To ensure that all the necessary equipment is accounted for, assign specific responsibilities to group members. Assign individuals to bring certain items, such as tents or portable stoves, and coordinate with them to confirm their availability and ensure that everything will be brought to the tailgate. By assigning responsibilities, you can avoid duplication of equipment and prevent any last-minute surprises.
Ensure there are enough tables and chairs
Having enough tables and chairs is crucial for creating a comfortable and relaxing gathering space for your tailgate. Check with the venue or make arrangements to rent additional tables and chairs if necessary. Make sure to account for any additional seating that may be needed for guests or unexpected visitors. Having enough seating will ensure that everyone has a place to sit and enjoy the festivities.
Coordinate disposable plates, cups, and utensils
To make cleanup easier, consider using disposable plates, cups, and utensils for your tailgate. These items can be easily purchased in bulk, and they save you the hassle of having to wash a pile of dishes afterward. Coordinate with group members to ensure that there are enough disposable plates, cups, and utensils for everyone. Consider bringing extra supplies, just in case.
Bring trash bags and cleaning supplies
Properly cleaning up after your tailgate is important to leave the area tidy and respect the venue. Bring plenty of trash bags to collect and dispose of any waste generated during the event. It’s also helpful to bring cleaning supplies such as wet wipes, paper towels, and hand sanitizer for easy cleanup. Encourage everyone in your group to be mindful of their trash and to help keep the area clean throughout the day.
Organizing Transportation
Arrange carpooling or shuttle services
Transporting a large group to a tailgate can be challenging, but by arranging carpooling or shuttle services, you can make the logistics much easier. Encourage group members to carpool together to save on parking fees and reduce the number of vehicles in the area. If feasible, consider hiring a shuttle service to transport everyone to and from the tailgate location. This can alleviate parking and traffic concerns, allowing everyone to relax and enjoy the event.
Consider parking options and fees
When organizing transportation, it’s important to consider parking options and fees. Look for designated parking lots or areas near the tailgate location and determine if there are any associated fees. Some venues may offer discounted or pre-paid parking passes for group events, so it’s worth checking with the venue beforehand to see if any special arrangements can be made. Communicate the parking arrangements to all group members to ensure a smooth arrival and departure process.
Coordinate designated drivers
Safety should always be a top priority, especially when alcohol is involved. Coordinate designated drivers within your group to ensure that everyone has a safe way to get home. Encourage responsible drinking and make sure that those who are not drinking have transportation arrangements in place. By planning ahead for designated drivers, you can create a fun and safe environment for everyone.
Plan for safe transportation home
In addition to designated drivers, it’s important to plan for safe transportation home for everyone in your group. Consider options such as rideshare services, public transportation, or arranging for a shuttle service to transport everyone back to their respective destinations. Share this information with your group members and encourage everyone to plan ahead to ensure a safe and stress-free journey home.
Distribute parking passes or permits
If you have obtained parking passes or permits for your tailgate, be sure to distribute them to the appropriate group members ahead of time. This will prevent any delays or confusion when arriving at the tailgate location. Clearly communicate the instructions for using the passes or permits, such as where to display them or how to present them to parking attendants. By distributing the necessary parking documentation, you can ensure a smooth parking experience for your entire group.
Creating a Game Day Schedule
Research game day activities and events
To make the most of your tailgating experience, take the time to research game day activities and events happening around the venue. Check the schedule for any pre-game festivities, live music, or entertainment options that may be available. This will allow you to plan your tailgate schedule accordingly and ensure that you don’t miss out on any exciting events happening in the area.
Plan for pre-game festivities
Tailgating is not just about the game itself, but also the pre-game festivities. Consider planning some fun activities and games for your group to enjoy before the event starts. This can include friendly competitions like cornhole, ladder golf, or a football toss. Additionally, you can set up a music playlist or hire a live band to add to the festive atmosphere. Pre-game festivities are a great way to get everyone in high spirits and build excitement for the game.
Coordinate game watching arrangements
Once the game starts, make sure that everyone in your group has a comfortable and clear view of the action. Coordinate game watching arrangements by bringing portable TVs, projectors, or radios. Set up seating and viewing areas strategically, ensuring that everyone can see and hear the game. Consider bringing extra seating options such as blankets or chairs for those who prefer a different vantage point.
Discuss post-game plans
After the game ends, it’s important to have post-game plans in place for your group. Determine whether people will be heading home directly or if you’ll be continuing the celebration elsewhere. If you plan to continue the festivities, make dinner reservations at a nearby restaurant or have a plan for a post-game gathering. Discussing post-game plans ahead of time ensures that everyone knows what to expect and can make arrangements accordingly.
Establish a timeline for the day
To keep everyone on track and make the most of your tailgating experience, establish a timeline for the day. This timeline should include designated times for setup, pre-game festivities, meal times, game watching, and post-game plans. Communicate the timeline to all group members so that everyone is aware and can plan their activities accordingly. By establishing a timeline, you can ensure that everything runs smoothly and efficiently throughout the day.
Managing Group Expenses
Collect money in advance for shared expenses
To simplify the process of managing group expenses, consider collecting money in advance for shared costs. This can include expenses such as food, drinks, parking fees, and any other shared items or activities. Determine the total cost per person and request that everyone contribute their portion beforehand. This will help avoid last-minute confusion and ensure that there are enough funds available to cover all necessary expenses.
Track expenses for reimbursement
If you decide to divide expenses among group members, it’s important to track and document all costs throughout the tailgating event. Keep receipts for all purchases and record who contributed to each expense. This will make it easier to calculate reimbursements later on and ensure that everyone is fairly compensated for their contributions. Transparency in managing group expenses is key to maintaining trust and harmony within the group.
Consider setting a budget for food and drinks
To avoid overspending, consider setting a budget specifically for food and drinks. This will help guide your menu planning and ensure that you’re not spending beyond your means. Decide on a reasonable budget and allocate funds accordingly to each food and drink category. By setting a budget, you can prevent excessive spending and still provide a delicious and enjoyable experience for everyone.
Discuss options for splitting costs
Depending on the preferences and dynamics of your group, there may be different options for splitting costs. Some groups may prefer to split expenses evenly, while others may prefer a more flexible approach based on individual consumption. Have an open discussion with your group members to determine the best approach for splitting costs. Aim for a consensus that works for everyone and ensures that the financial burden is shared fairly.
Keep receipts for documentation
Throughout the tailgating event, make sure to keep all receipts as documentation of your expenses. This includes receipts for groceries, equipment rentals, parking fees, and any other costs incurred. Having solid documentation will make it easier to track expenses, calculate reimbursements, and provide necessary proof if any disputes arise. By keeping receipts, you can maintain transparency and accountability in managing group finances.
Ensuring Safety and Security
Designate a meeting point in case of emergencies
Safety should always be a top priority when gathering with a large group. To ensure that everyone knows where to go in case of emergencies, designate a meeting point that is easily recognizable and accessible. Clearly communicate the location and discuss emergency procedures with all group members. Having a designated meeting point will help keep everyone together and ensure that everyone can be accounted for in the event of an emergency.
Plan to have a first aid kit on hand
Accidents happen, so it’s important to be prepared with a first aid kit. Make sure to have a well-stocked first aid kit on hand for any minor injuries that may occur during the tailgate. This should include items such as band-aids, antiseptic wipes, pain relievers, and any necessary personal medications. Encourage everyone in your group to familiarize themselves with the contents of the first aid kit and know where it is located in case of an emergency.
Discuss safety precautions and rules
To promote a safe and enjoyable tailgating experience, it’s important to discuss safety precautions and rules with your group. This can include reminders about drinking responsibly, handling food safely, and being mindful of potential hazards such as open flames or tripping hazards. Encourage everyone to look out for one another and report any unsafe situations or concerns. By discussing safety precautions and rules, you can create a responsible and secure environment for your entire group.
Secure valuable belongings
Tailgating events can be crowded, and it’s important to secure any valuable belongings to prevent theft or loss. Encourage group members to keep their personal belongings, such as wallets, cell phones, and keys, secure and within reach at all times. Consider designating a specific area or table for storing these items, where someone from your group can keep an eye on them. Additionally, remind everyone to lock their vehicles and avoid leaving valuables in plain sight.
Be aware of the surrounding area
When setting up your tailgate, it’s important to be aware of the surrounding area and any potential risks or concerns. Take note of any nearby busy roads, unstable ground, or other potential hazards. Position your setup and seating areas away from high-traffic areas to avoid accidents or disruptions. By being vigilant and aware of your surroundings, you can mitigate potential risks and ensure a safer experience for everyone.
Entertainment and Activities
Bring games and activities
To keep your group entertained throughout the tailgate, bring a selection of games and activities. This can include classic tailgating games such as cornhole, ladder golf, or Kan Jam. Don’t forget to bring footballs, frisbees, or other sports equipment for some friendly competition. Additionally, consider bringing board games or card games for those who prefer a more relaxed atmosphere. Providing a variety of games and activities ensures that there’s something for everyone to enjoy.
Plan for music or entertainment options
When it comes to setting the mood, music is an essential element. Plan for music or entertainment options to keep the energy high and create a festive atmosphere. Create a playlist beforehand with a mix of upbeat tunes and tailgating classics. Consider bringing portable speakers or hiring a live band to enhance the ambiance. Music and entertainment options will help set the tone for a lively and enjoyable tailgate experience.
Coordinate halftime festivities
Make halftime even more entertaining by coordinating special festivities or activities during this break in the game. Have a halftime show where someone from your group can perform a skit, sing a song, or showcase a talent. Organize a halftime trivia game or raffle for everyone to participate in. Be creative and encourage group members to contribute their ideas. By coordinating halftime festivities, you can keep everyone engaged and entertained throughout the entire event.
Encourage friendly competitions
Friendly competitions can add an extra layer of excitement and engagement to your tailgate. Organize friendly competitions such as a cornhole tournament, a best chili cook-off, or a team flag football game. Divide your group into teams and award prizes or bragging rights to the winners. Encouraging friendly competitions fosters camaraderie and creates lasting memories for everyone involved.
Provide options for downtime
While tailgates are typically action-packed and full of excitement, it’s important to provide options for downtime as well. Create designated relaxation areas with comfortable seating or bring hammocks for those who want to take a break and relax. Set up a movie or TV viewing area for those who prefer a quieter activity. Providing options for downtime allows everyone to enjoy the tailgate at their own pace and ensures a well-rounded experience for all.
Cleanup and Departure
Assign cleanup responsibilities
Keeping the tailgate area clean is not only respectful to the venue but also ensures a safe environment for everyone. Assign cleanup responsibilities to different group members to divide the workload. This can include tasks such as collecting and bagging trash, wiping down tables, and properly disposing of any food waste. By assigning cleanup responsibilities, you can streamline the process and ensure that everything is left in a clean and tidy condition.
Dispose of trash properly
Properly disposing of trash is crucial to leave the tailgate area clean and minimize the impact on the environment. Have designated trash bags for different types of waste, such as recyclables and general trash. Make sure to dispose of the trash in the appropriate bins or receptacles provided by the venue. Take the time to educate your group members on the importance of proper waste management and encourage everyone to dispose of their trash responsibly.
Pack up equipment and supplies
As the tailgate comes to an end, it’s important to pack up all the equipment and supplies to avoid leaving anything behind. Assign responsible group members to oversee the packing process and ensure that everything is properly stored and accounted for. Take inventory of your equipment and supplies before leaving to make sure you haven’t forgotten anything. Packing up efficiently will save time and prevent any unnecessary stress or losses.
Coordinate departure times
To avoid congestion and minimize disruptions, coordinate departure times with your group members. Determine a specific departure time and communicate it clearly to everyone. Encourage everyone to pack up and be ready to leave at the designated time. Coordinating departure times helps ensure a smooth and organized exit and allows the venue to prepare for the next event without delays or complications.
Leave the area clean and tidy
Finally, before you leave the tailgate location, take a moment to walk through and ensure that the area is clean and tidy. Check for any trash or belongings that may have been missed during the cleanup process. Respect the venue and the environment by leaving it in the same condition, or better, than when you arrived. By leaving the area clean and tidy, you set a good example for other tailgaters and contribute to the overall positive experience of everyone attending the event.
Tailgating with a large group can be an exciting and memorable experience. By carefully selecting the right location, effectively communicating with group members, planning the menu, coordinating equipment and supplies, organizing transportation, creating a game day schedule, managing group expenses, ensuring safety and security, providing entertainment and activities, and properly cleaning up, you can ensure a successful and enjoyable tailgating event for everyone involved. Following these coordination tips will help create lasting memories and strengthen the bonds within your group. So gather your friends, family, and fellow fans, and get ready to have an incredible tailgating experience!