Tailgate Handbook

BYU Tailgates – A party with a purpose!

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Why Have a Tailgate?

Welcome to the BYU Tailgate Experience!
Your leadership helps create a powerful gathering place for Cougar fans—where community grows, service happens, and game day becomes something memorable for everyone involved.
Primary Goals
Build Community
Bring BYU alumni, fans, and friends together and create a welcoming, high-energy game-day atmosphere.
Serve Others
Lead meaningful COUGS CARE service efforts that reflect the spirit and values of the BYU community.
Strengthen Connections
Support the mission of BYU Alumni by helping people stay connected to the university and to each other.
Grow the Chapter
Invite new volunteers to get involved and strengthen your local alumni network.
Additional Opportunities
Game Tickets
Help fans access tickets and increase excitement around the game-day experience.
Fundraising
Support chapter initiatives and replenishment grants that make future activities possible.
Thank you for being part of the team. Your efforts make these tailgates something special for Cougar fans everywhere.
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#1 Rule Of Event Planning
If you don't have it in writing, you don't have it.

Curtis

Confirmations
A little preparation goes a long way in keeping your tailgate planning smooth and stress-free.
Get It in Writing
Whether it’s a formal contract or a simple email summary, document agreements so expectations are clear for everyone involved.
Review the Details
Take time to read agreements carefully—including timelines, costs, and responsibilities.
Follow Up
After verbal conversations, send a quick recap email to confirm what was decided. This helps prevent confusion later.
Pro tip: Clear documentation now makes planning easier this year—and even easier next time.
Keep Records Like a Pro
Maintaining simple, organized records helps your team stay aligned and sets future volunteers up for success. Consider using shared tools like Google Docs or Sheets to track:
Budgets
Key contacts
Committee roles
Activity details and timelines
Good records today make next season even stronger.
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How Can BYU Alumni Relations Help?

You are not planning this alone. The BYU Alumni Relations events team is here to support you at every step and help make your tailgate both successful and enjoyable to host. If you need something not listed here, just ask—we’re happy to help.
What We Provide
Email Support
We can pull email lists and help craft messages to promote your tailgate and reach local alumni and fans.
Design Assistance
Need graphics or promotional materials? We’ll help create clean, professional designs.
Event Registration
We’ll set up an event webpage so guests can register and make payments easily.
VIP Invitations
We can invite university leadership and special guests to attend your event when appropriate.
Cheer Squad and Cosmo
We help coordinate appearances to bring extra Cougar spirit to the tailgate experience.
Risk Management Support
We assist with insurance requirements and university compliance so everything runs smoothly.
Contract Coordination
We handle contracts with venues and vendors, helping reduce legal and administrative burden on your chapter.
Major Vendor Payments
We cover large expenses such as venue reservations, tents, tables, chairs, generators, and sound systems.
Merchandise Support
We provide BYU merchandise for sale at the tailgate.
Alumni Engagement Booth
We host a BYU Alumni booth where attendees can update their information and learn how to stay connected or get involved locally.
Venue and Setup Coordination
We work to secure tailgate locations close to the stadium and arrange the event setup.
Flags and Signage
We bring BYU flags and signage to help create a strong game-day presence.
Inflatables
Yes—those too. They help create a fun, family-friendly atmosphere.
If there’s something else that would help your chapter succeed, let us know. We’re here to make your tailgate easier to plan and even more fun to host.

Getting Started

Planning a tailgate? Here are a few simple steps to help your team get off to a strong start:

Form the Tailgate Committee
Gather a small team of dependable volunteers who can help share responsibilities and keep planning moving forward.

Choose the COUGS CARE Project
Select a service project that meets a real need in your local community and gives attendees a meaningful way to participate.

Explore Game Ticket Options
Review ticket availability and pricing so you can share helpful information with attendees early.

Plan the Food
Good, affordable food helps create a welcoming atmosphere and keeps fans energized and engaged.

Design a T-Shirt
Create a tailgate T-shirt to build excitement, strengthen identity, and give attendees something fun to wear on game day.

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Tailgate Committee
Tailgate Leadership and Committee Roles
Typically, the BYU Alumni chapter closest to the tailgate location will take the lead in planning and coordinating the event, working in partnership with the Alumni Regional Chapter Director. Nearby chapters may also be invited to participate and support the effort when appropriate.
A strong committee helps distribute responsibilities and makes planning more enjoyable and manageable for everyone involved.
Committee Responsibilities
Your tailgate committee may include volunteers overseeing areas such as:
Budget — Track expenses, donations, and any local financial needs
Game Tickets — Share ticket information and help coordinate group purchases if applicable
Food and Catering — Plan menu options that are simple, affordable, and appealing
Communications and Advertising — Promote the event through email, social media, and local outreach
COUGS CARE Service Project — Organize the service effort and coordinate donations or participation
Volunteers — Recruit and support helpers for setup, activities, and cleanup
Entertainment — Coordinate music, program elements, or special appearances
Activities — Plan games or engagement opportunities for attendees of all ages
T-Shirts — Design and coordinate optional event shirts
Merchandise Sales — Support BYU merchandise sales at the tailgate
You do not need a separate person for every role, but identifying clear responsibilities early helps your team stay organized and confident as plans move forward.
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Venue and Setup

Venue and Setup
The BYU Alumni Relations office will secure a tailgate location near the stadium and coordinate all major setup needs, including tents, tables, chairs, and related infrastructure. These costs are covered by Alumni Relations to help reduce the planning burden on your chapter.
We will work closely with your tailgate committee to review the following venue considerations and make sure the space supports a great game-day experience.
Venue Checklist
Size

Make sure the space can comfortably accommodate your expected attendance. If space is limited, consider capping registrations early.
Proximity to the Stadium
Closer is always better, but if the venue is farther away, plan ahead for travel time and clear directions for guests.
Parking
Confirm convenient parking options for attendees, volunteers, and vendors.
Covered Space
Covered areas are important for food service, shade, and protection from weather.
Restrooms
Access to nearby restroom facilities is essential for a comfortable experience for everyone attending.
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Budget

Budget Planning
Thoughtful budgeting helps your tailgate run smoothly and positions your chapter for a successful event. While every location and audience is different, reviewing typical expense ranges from past tailgates can help your committee plan with confidence.
Typical Expense Ranges

Custom T-Shirts
$4,000–$10,000
Catering
$5,000–$15,000
Activities
$500–$2,000
These ranges reflect what many successful chapters have spent in previous seasons. They are not requirements, but helpful benchmarks as you build your plan.
While staying within these ranges does not guarantee that your chapter will generate funds for scholarships or future programs, careful budgeting can improve your chances of covering costs and supporting local chapter efforts.
Tracking expenses early—and reviewing them regularly as plans develop—will help your team make informed decisions and create a strong overall tailgate experience.
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Game Tickets
Game Tickets
The BYU Ticket Office sells football tickets at a set rate and does not offer group discounts. These tickets are first made available to Cougar Club members, donors, and players’ families.
If your tailgate committee would like to include game tickets as part of the tailgate experience, consider contacting the hosting university’s ticket office to explore options for purchasing a group block. Policies and availability vary by school, so it’s helpful to begin these conversations early.
Deciding How Many Tickets to Purchase
When planning a ticket block, consider:
Venue capacity
Size of the local alumni and fan base
Ticket prices
Expected demand
Whether additional tickets can be purchased later if needed
Starting with a conservative estimate is often the safest approach.
Common Block Purchase Options

Ticket offices typically offer one of the following arrangements:
Return Option
Some schools allow chapters to return unsold tickets by a set deadline. In this case, the chapter is not financially responsible for unsold tickets.
No-Refund Option
Other schools require the chapter to purchase tickets without a return option. If tickets remain unsold, the chapter absorbs the cost. When this option applies, consider starting with a smaller block and confirming whether additional tickets can be added later.
Pricing Your Tickets

If your chapter purchases tickets at a discounted group rate, you may choose to:
Offer them below the public sale price
Set a price that helps offset tailgate expenses
Bundle tickets with the tailgate registration if appropriate
Your pricing strategy should reflect your local goals and expected demand.
If your committee does not have funds available to purchase a ticket block upfront, Curtis Isaak in BYU Alumni Relations can assist with large payments on behalf of the chapter. Individual volunteers should not purchase ticket blocks expecting reimbursement from Alumni Relations.
In some cases—such as sold-out games or special events like Homecoming—the hosting university may not offer group ticket blocks. When that happens, attendees should be directed to purchase tickets through the BYU Ticket Office, the hosting university’s ticket office, or reputable third-party sellers.
Careful planning around tickets can strengthen attendance and help create a more coordinated and enjoyable game-day experience for everyone involved.
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Food/Catering
Food Planning
Food plays a big role in the tailgate experience. Attendees appreciate options that are tasty, reasonably priced, and served efficiently so they can enjoy both the event and the game.
Food Vendor Requirements

Approval
All food vendors must be approved through BYU Risk Management.
Insurance and Permits
Vendors are required to provide appropriate insurance documentation and any necessary permits before participating.
Food Service Area

Canopies
Plan to cover the food service area with canopies to support safe and efficient service and to provide shade or weather protection.
Sufficient Food
Make sure there is enough food available for all attendees, including those who arrive later. Many chapters choose to build a small buffer into ticket pricing to help cover the cost of extra servings if needed.
Catering Options

Tailgate committees may choose catering, food trucks, or a combination of both depending on the event size and venue setup.
Caterers
Often the best option for large groups, since food is prepared in advance and service can move quickly.
Food Trucks
Prepare food on-site and can add variety and flexibility. Some food trucks may be willing to negotiate a flat fee, minimum guarantee, or a percentage of sales arrangement.
Food Service Tips

A few simple strategies can help food service run smoothly:
Consider one-time-through buffet service using tickets or wristbands
Provide multiple serving lines when possible to reduce wait times
Have caterers or volunteers serve food to keep lines moving and portions consistent
Keep menus simple to improve speed and efficiency
Additional Crowd Favorites

Some chapters like to include a few BYU-themed treats to add a fun touch:
Maple bars from a local bakery (“Cougar Cub Tails”)
Mint chocolate brownies (official BYU recipe)
Chocolate-covered cinnamon bears
Cotton candy
Snow cones
Thoughtful food planning helps create a welcoming atmosphere and leaves attendees with a strong, positive impression of the tailgate experience.
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Contracts and Insurance

Contracts and Insurance
BYU Alumni Relations will handle venue contracts and required insurance for the tailgate location and major setup. Tailgate committees are responsible for confirming that all vendors (such as caterers, food trucks, and activity providers) carry appropriate insurance and meet event requirements.
All contracts must be submitted to Curtis Isaak in the BYU Alumni Relations Office, who is the only authorized signer on behalf of BYU Alumni LLC. Volunteers should not sign contracts themselves.
Following this process helps protect chapter volunteers from personal liability and ensures your event is properly approved and compliant with university guidelines.

Ticketing and Promotion

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Registration

Registration and Ticketing
Registration should open as soon as the venue, food plan, tailgate pricing, and any group game ticket options are confirmed. Many fans begin making travel plans shortly after the football schedule is announced, so early registration helps build momentum and attendance.
Platform for Ticket Sales

Beginning with the 2026 season, the BYU Ticket Office will manage registration and ticket sales for both tailgate access and any coordinated game ticket blocks.
Setting Up the Registration Page

To create your event page, please provide the following information to the Alumni Events team:
Event Title
Use a clear and descriptive name that helps attendees quickly identify the event.
Event Organizer
Include the name of the hosting chapter or organizing group.
Event Time, Location, and Details
Provide confirmed event timing, venue information, and any important logistical notes attendees should know.
Main Event Image
Submit a JPEG or PNG file under 10MB. A 2:1 ratio (2160 × 1080 px) works best.
Short Description
Provide a brief summary (about 140 characters), followed by a longer description with additional event details.
Additional Images
Additional images may be included in the event description. (PDF files are not supported.)
Opening registration early and sharing clear event information helps attendees plan ahead and contributes to a strong turnout on game day.
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Ticket Pricing

Tailgate Pricing Guidelines
University administration has asked that tailgates remain open and free for anyone to attend. However, chapters may charge for optional elements such as meals, T-shirts, or enhanced activity access.
Offering simple pricing options can help meet a variety of attendee needs while supporting your event budget.
Suggested Tiered Pricing Options

All-Inclusive Ticket
Includes the meal, event T-shirt, and access to exclusive activities. This option works well for attendees who want the full tailgate experience.
Activity Access (Free Entry)
Provides access to the tailgate environment and general activities at no cost. This option helps keep the event welcoming and accessible for families, students, and fans who prefer not to purchase a meal.
Optional Add-Ons
Chapters may also offer individual purchases such as meals, shirts, or select activities depending on local planning needs.
Pro tip:
Set prices that comfortably cover costs while keeping participation easy and inviting. A balanced approach helps create a strong turnout and a great experience for everyone.
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Advertising

Promoting Your Tailgate
Want your tailgate to be well attended and full of Cougar spirit? A strong promotion plan makes all the difference. Start early and keep the message visible as game day approaches.
Promotion Tips

Start Early
Begin sharing information as soon as details are confirmed. Many fans make travel plans months in advance.
Use Social Media
Promote regularly through your chapter’s social media channels to build awareness and excitement.
Promote at Chapter Activities
Mention the tailgate at every chapter gathering leading up to the game.
Send Emails
The Alumni Relations office will send three general tailgate emails to a broad audience, along with two to three additional targeted reminders closer to game day.
Create Short Promo Videos
Brief videos featuring volunteers, service projects, or past tailgate highlights can be especially effective on social media and event pages.
Post on CougarBoard
Share event details and join the conversation with fans already planning to attend the game.
Engage Entertainers and Vendors
Encourage partners and vendors to promote the tailgate through their own networks.
Keep the Registration Page Updated
Make sure the event page reflects the latest schedule, pricing, and activity information.
Contact Local Stake Leaders
Local Church leaders can help share information within their networks. When reaching out, highlighting the COUGS CARE service project is often the most effective way to build interest and support.
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Emails

Tailgate Email Communications
The BYU Alumni Relations office will coordinate all tailgate email outreach using Mailchimp. Messages are reviewed and approved by the Alumni Communications team before distribution to ensure consistency and accuracy.
Typically, four mass emails are sent to promote each tailgate:
Save the Date
Introduces the tailgate and helps attendees begin making plans early.
Buy Tickets Now
Encourages early registration and builds initial momentum.
COUGS CARE Spotlight
Highlights the service project and invites participation from the broader community.
Last Chance Reminder
A final message encouraging those who have not yet registered to join the event.
Information Needed from the Tailgate Committee

To prepare these emails, the Alumni Relations team will need the following details:
Event Details
Confirmed date, location, and event schedule.
Activity Description
A list of planned activities such as lawn games, face painting, inflatables, or special appearances.
T-Shirt Information
Design concept, available sizes, quantities, and supplier details.
COUGS CARE Service Project DescriptionInformation about the project, the partner nonprofit organization, and how attendees can participate.
Catering Details
Menu selections, caterer name, and whether options such as gluten-free meals are available.
Additional Content
Short descriptions, photos, or graphics that help make the emails more engaging and easier to read.
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Church Communications

Connecting with Local Church Communications Directors
Consider reaching out to Church Communications Directors in your area. They can often help share information about the tailgate—especially the COUGS CARE service project—within local Church and community networks.
If you are not sure who to contact in your area, the BYU Alumni Relations office can help identify the appropriate connections.
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Media Support
Media Support and Outreach
BYU and the Church provide resources to help promote tailgates and COUGS CARE service projects through both local and national media. Representatives from these teams may contact tailgate committees to gather event details and request quotes.
To prepare for these opportunities, each committee should identify one or two individuals who are comfortable speaking with the media. These representatives should be ready to talk about the local alumni chapter, the COUGS CARE service project, and the overall tailgate experience.
Media Support Partners

Thatcher Communications
Thatcher Communications works with the Church and has designated team members assigned to support tailgate outreach—especially COUGS CARE service projects. They may:
Prepare and distribute press releases
Contact local media outlets
Provide guidance and training for volunteers participating in media interviews
University Communications
University Communications helps promote tailgates through BYU’s official communication channels and may coordinate additional visibility when appropriate.
Working with these partners can help highlight your chapter’s efforts and extend the impact of your tailgate beyond game day.
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Graphic Design Options

Design Support
With adequate lead time, the Alumni Relations graphic designer can assist with T-shirt, flyer, and banner designs to support your tailgate promotion.
To begin a design request, please provide as complete a description as possible, including all necessary details such as text, sizing, colors, deadlines, and intended use. The more information you share upfront, the more quickly the design team can respond.
The Alumni Design team will provide an initial draft along with up to two revisions at no cost. Additional revisions beyond that point may result in charges to the chapter for the designer’s time.
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Communication with Fans

Sharing Tailgate Information with Attendees
Keeping fans informed is one of the best ways to create a smooth and enjoyable tailgate experience. Use email, the tailgate webpage, your chapter website, and the registration site to share important updates.
Keeping both the BYU Alumni tailgate page and your chapter site current also helps registered attendees—and allows BYU Alumni receptionists to answer questions accurately when fans call.
Helpful Information to Include

Tailgate Start and End Times
Clearly communicate the event window (for example, three hours before kickoff until one hour before kickoff).
Directions
Provide clear instructions for reaching both the tailgate location and the stadium.
Parking Information
Share recommended parking locations and any special instructions attendees should know in advance.
Stadium Policies
Include relevant stadium rules such as bag policies, entry procedures, or restricted items when available.
COUGS CARE Service Project Details
Explain how attendees can participate and what items (if any) they should bring to contribute.

Cougs Care Service Project

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Cougs Care Service Project
COUGS CARE Service Projects
BYU Alumni tailgates for away games include a COUGS CARE service project as part of our effort to give back to the communities that host Cougar fans each season. In addition to meeting real local needs, these projects often build strong relationships with community partners and generate positive media attention for BYU and your chapter.
Each tailgate service project should focus on one partner organization to create a clear and meaningful impact.
Service Project Guidelines

A successful COUGS CARE project typically includes:
A designated local nonprofit partner
An opportunity for attendees to donate physical items at the tailgate
An Amazon registry (or similar option) for supporters who cannot attend but still want to contribute
Any monetary donations directed through the partner organization’s website, rather than collected locally by the chapter
Identifying a Project

Tailgate committees are encouraged to contact their local JustServe representative to identify needs in the community and select a project with strong local relevance.
In some cases, the Church may also be able to support COUGS CARE efforts by coordinating additional donated supplies—particularly when projects align with these priority areas:
Food
Clothing
Self-reliance
Education
Experience has shown that projects with a clear focus and specific goal tend to generate the strongest participation and impact.
Examples of Successful Projects
Past chapters have organized service efforts such as:
Collecting socks and gloves for a local homeless shelter
Hosting a children’s book drive supporting United Way literacy programs
Gathering laundry detergent pods for mobile homeless outreach services
A well-planned COUGS CARE project helps your tailgate make a lasting difference in the community while showcasing the spirit of BYU Alumni.

Volunteers

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Finding and Working with Volunteers
Recruiting Volunteers
Strong volunteers are the key to a successful tailgate. With a little planning and personal outreach, you can build a team that is both capable and excited to help.
Where to Find Volunteers

Consider using several of the following approaches:
Request an alumni list that includes the affinity index to help identify individuals who may be especially interested in getting involved
Send emails to your chapter membership
Promote opportunities through chapter social media channels
Review responses from your chapter outreach survey
Ask trusted connectors in your community who they recommend inviting
Choosing the Right Volunteers

As you invite people to serve, think about their interests and strengths. Volunteers are more engaged when their assignments match what they enjoy doing.
Possible strengths to look for include:
Event planning
Relationship building
Service coordination
Fundraising
Mentoring
Communications
Music, sports, or activity leadership
Matching people to the right roles helps them succeed—and makes the experience more enjoyable for everyone.
Be Willing to Ask

Many people are happy to help but won’t volunteer unless they are invited. A personal invitation often makes all the difference.
Consider reaching out to:
Current chapter members
Ward members (a short announcement in a ward bulletin can help)
Youth who may be seeking volunteer hours
Parents of current students
Local young single adults
Local missionaries (with mission president approval)
Individuals identified through your chapter alumni list
Remember, participation is open to anyone who wants to be involved—not only BYU graduates.
How to Invite Volunteers

Clear invitations lead to stronger commitments:
Know what help you need before asking
Be specific about responsibilities
Be honest about expectations and time commitments
Extend personal invitations whenever possible
Be Flexible

Offer a variety of ways for people to participate:
Some volunteers enjoy leading projects
Others prefer defined, short-term assignments
Consider creating day-of-event shifts so volunteers can also enjoy the tailgate
Flexibility encourages more people to say yes—and return in future years.
Show Appreciation

Volunteers are more likely to stay involved when they feel valued and recognized.
Ways to support and retain volunteers include:
Celebrate successes together
Keep the experience fun and welcoming
Provide clear roles and timelines
Recognize contributions publicly when appropriate
Send personal thank-you messages
Help volunteers see the impact of their efforts
A strong volunteer team creates the energy and community that make BYU tailgates memorable.
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Standards of Conduct
Standards of Conduct
While participating in BYU Alumni activities, individuals are expected to follow the standards of conduct associated with Brigham Young University and The Church of Jesus Christ of Latter-day Saints, as determined by BYU.
These standards include maintaining high expectations for:
Moral character
Chastity and modesty
Honesty and integrity
Respect for personal and property rights
Obedience to the laws of the land
Abstaining from alcohol, tobacco, tea, coffee, and the inappropriate use of drugs
These shared expectations help ensure that BYU Alumni events remain welcoming, respectful, and consistent with the mission and values of the university.

THE TAILGATE

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Physical Set Up
Below is a list of possible needs for the tailgate:
Canopies or tents for food and merchandise sales
Tables and chairs for attendees, especially when food is offered.
Tables and chairs and possibly canopies for booths, merchandise sales, and games.
Stage or area for a DJ and emcee
Sound system, microphone, and extension cords
Electrical supply
Porta Potties
Decorations
Alumni Relations will provide 10 3’x5’ flags to hang.
Alumni Relations will provide 3 giant inflatables for tailgate use.
1 football toss, 1 giant chair, 1 archway
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Music and Emcee

Music is an important part of any tailgate and adds to the party atmosphere. Music should be well-vetted to make sure it meets BYU and Church standards. Chapters are welcome to use the Alumni Relations Tailgate Playlist on Spotify. The music should be background noise that adds atmosphere, do not make it so loud people cannot converse with one another or hear announcements.
An Emcee plays an important role in welcoming attendees, directing attendees to activities, introducing special guests, promoting tailgate sponsors, and leading crowd activities and games.
The microphone should be loud enough that people will be able to hear any announcements regarding the start of activities, special guest speeches, and important announcements. If needed, turn down the music while the Emcee is speaking.
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Activities
Here is a list of possible tailgate activities.
All activities need to be submitted with the Tailgate Plan, and any activities with an outside vendor will need approval. Activities with a possible higher risk will need Risk Management approval. Bounce houses are not allowed at BYU tailgates.
Football toss, corn hole, or ladder toss
Mini Golf
Carnival-type games
Face painting/ BYU eye blacks
Trivia with giveaways
Crowd games (i.e., loudest section, minute-to-win-it games, best Fight Song rendition, etc.)
Children’s activities
Crafts
Cookie decoration
Poster making (if stadium allows)
Cake walk
Kiddie train
Balloon artist
Photo backdrops
Inflatable football toss
Activities are some of people’s favorite aspects of tailgates and many have been requesting more activities. Make sure there are plenty of activities for attendees to participate in and have a great time.
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Inflatables
BYU Alumni owns six inflatables for use at tailgates. The inflatables are shipped to each tailgate location in collapsible crates.
The crate with the inflatables can only be delivered to a business with a loading dock. It is the responsibility of the tailgate committees to find a suitable delivery location. Once the inflatables have arrived, they may be transported in the crate or be taken out of the crate and transported in a truck or SUV.
Each inflatable has a blower that will need an electrical hookup or generator.
Setup
The inflatables take 2 people to set up.
The inflatables must be staked into the ground, chapters are responsible for bringing mallets to drive the stakes in the ground and remove the stakes once the tailgate is over.
Chapters should bring towels or rags to wipe down the inflatables before and after the event if necessary due to dust or rain.
Inflatables take 4 people to take down because the inflatables need to be folded up tightly to fit back into the carriers.
Inflatables should not be used if high winds are predicted.
Chapters are responsible for transporting the inflatables and crate back to the loading dock for it to be shipped to the next tailgate. Chapters will be responsible for any damage or missing parts.
Inflatables are only for tailgates and not for other chapter events.
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T-Shirts
All T-Shirt designs must be approved by the BYU Brand Management Office. Please submit designs to the Alumni Office.
When distributing T-Shirts at the tailgate, ensure only those who purchased tickets receive them.
Consider using tickets or wristbands.
CustomInk is licensed to use BYU logos, but you can use other companies too.
Consider ordering extra of the exclusive tailgate shirt to sell at the tailgate.
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Photography and Video

If possible, find a volunteer who can take photos and/or video of the event. High resolution and quality photos and videos can be used by the chapters and BYU Alumni for future tailgate and service project promotions.
An option for getting a quality videographer is offering them a tailgate ticket for putting together a recap video of the tailgate that can be used to promote the tailgate in the future.)
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Sample Tailgate Agenda
Game Kickoff time might not be announced until 2 weeks before the game.
3 hrs prior to Kick-off
Begin with a welcome and opening prayer (prayer is optional).
Start moving people through the meal line.
Recognize sponsors, those represented from BYU, and those who helped plan the tailgate.
Crowd involvement activities (football toss, loudest section contest, trivia, prizes, etc.)
2 hrs prior to Kick-off
Recognize sponsors and those who helped plan the tailgate.
Point out the different stations and those manning them: BYU Store merchandise, face painting, games, etc.
Crowd involvement activities continue (Music/DJ, youth games, activities).
1hr 30min prior to Kick-off
Cheer squad performance.
Speakers (e.g. University President, Athletic Director, Guest VIPs).
1hr prior to Kick-off
Recognize sponsors again, point out the different stations, and encourage people to continue eating.
Crowd involvement activities continue.
45/30min prior to Kick-off
Thank everyone for coming and ask that they continue cheering for the Cougars.
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Merchandise
The BYU Alumni Relations Office will ship merchandise to sell at the tailgate to the chapter. Any profits made from the sales (generally 40% minus taxes and credit card fees) will be given to the chapter for replenishment grants or to cover the cost of the tailgate.
Merchandise includes t-shirts, hoodies, beanies, and hats.
Currently, merchandise sales can only be done with credit card, ApplePay, or cash. Alumni Relations will provide iPads. The chapter is required to provide at least three to five volunteers throughout the tailgate to run the merchandise booth. The volunteers must be 16 or older. If the chapter cannot provide the volunteers and the Alumni Relations staff must sell the merchandise, profits will go to the tailgate general fund.
Quantity Recommendations
In consultation with the Alumni Relations Office, the size of the event will be determined. This in turn determines the number of shirts, hats, flags, sweatshirts, and other swag will be brought. BYU Alumni will provide the swag.
Receiving Shipments
There needs to be a designated person in the chapter that all the merchandise will be shipped to. They will be responsible for checking that quantities received match up with the inventory sheet.
Selling Merchandise
You will need at least 4 tables for selling merchandise.
Left Over Merchandise
Any merchandise left over can be purchased by the chapter at the original cost or can be shipped back to be reimbursed—including shipping.
A return shipping label will be provided to ship back any leftover merchandise.
All the return labels will be attached to one of the boxes in a plastic packet.
Chapter Merchandise
The Alumni merchandise booth will not sell chapter shirts. If you have your own merchandise, you must sell and handle the process separately.

Tailgate Checklist

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General Timeline
3-4 Months Beforehand
Set up Tailgate Committee
Create Budget Outline
Secure Tickets
Inform Provo Staff of ticketing arrangements (how many available, ability to purchase more, etc.)
Explore Venue/Catering options.
Figure out what permits would be required for the tailgate.
Fire Inspection
Road Closure
Inflatables
Food Service
Dig Permits (For staking tents)
Decide on COUGS CARE Project
Start Looking for Sponsors.
2-3 Months Before
Secure Venue/Catering
Submit Plan to Risk Management
Setup Eventbrite
1st Email -Save the Date goes out.
Start Advertising/Promoting
Order Setup for Venue
Get T-Shirt Design approved by BYU.
Find out the latest date you can order T-Shirts.
Fill out required permits for tailgate.
Fire Inspection
Road Closure
Inflatables
Food Service
Dig Permits (For staking tents)
Decide on Entertainment (start making arrangements)
Start Recruiting Volunteers
1-2 Months Before
Decide Registration closing date.
Open Ticket Registration (or ask Provo staff)
2nd Email -Tickets on Sale goes out.
Additional Email-COUGS CARE Project
Order catering if full-service catering.
2-3 Weeks Before
3rd Email -Last Chance to Buy Tickets
Close Ticket Sales
Order T-Shirts
Order catering/inform company of exact numbers for catering.
Create day-of volunteer schedule.
Start distributing game tickets.
Merchandise should be received from Provo.
1 Week Before
Pick up Inflatables.
Send out Reminder to volunteers.
Print out maps/signage.
Pickup stuff for tailgate activities.
Custom T-Shirts should be received.
Volunteer training/day-of rundown.
Print pins/laminate signs.
Day Before
Final Details Email
Purchase any extra food items for sale.
Send out reminders to volunteers.
Print maps and charts for check-in table.
Before Tailgate
Rentals arrive.
Set up Tables, chairs, tents, signs, etc.
Set up Stage.
Set up Inflatables.
Set up Merchandise table.
Set up COUGS CARE booth.
Set up other booths.
Volunteer Check-In
Catering arrives/started to put out.
During Tailgate
Announcements
Volunteer Shifts
Food Announcement
Cheerleaders and Cosmo arrive (and are fed before leaving)
Close food line 30 min before closing.
After Tailgate
Clean up.
Take down tables, chairs, tents, etc.
Remaining merchandise is boxed up.
Wipe-down inflatables.
Roll up inflatables.

Tailgate Handbook

BYU Tailgates – A party with a purpose!

Primary Goals

Additional Opportunities

Confirmations

Keep Records Like a Pro

What We Provide

Getting Started

Getting Started

Tailgate Leadership and Committee Roles

Committee Responsibilities

Venue and Setup

Venue Checklist

Budget Planning

Typical Expense Ranges

Game Tickets

Deciding How Many Tickets to Purchase

Common Block Purchase Options

Pricing Your Tickets

Food Planning

Food Vendor Requirements

Food Service Area

Catering Options

Food Service Tips

Additional Crowd Favorites

Contracts and Insurance

Ticketing and Promotion

Registration and Ticketing

Platform for Ticket Sales

Setting Up the Registration Page

Tailgate Pricing Guidelines

Suggested Tiered Pricing Options

Promoting Your Tailgate

Promotion Tips

Tailgate Email Communications

Information Needed from the Tailgate Committee

Connecting with Local Church Communications Directors

Media Support and Outreach

Media Support Partners

Design Support

Sharing Tailgate Information with Attendees

Helpful Information to Include

Cougs Care Service Project

COUGS CARE Service Projects

Service Project Guidelines

Identifying a Project

Examples of Successful Projects

Volunteers

Recruiting Volunteers

Where to Find Volunteers

Choosing the Right Volunteers

Be Willing to Ask

How to Invite Volunteers

Be Flexible

Show Appreciation

Standards of Conduct

THE TAILGATE

Sponsors

Tailgate Checklist

Contact Info