Jump to content

2025 Tailgate Planning, Budgeting and Fundraising [Updated end 2025]


Recommended Posts

Posted (edited)

Florida was a screw up all around! 

This was not a great home game year. 

I could be in for a grand for LBJ lawn tailgates, though it is hard to think that we cannot charge enough for them to pay for themselves.

I appreciate all of the work you have been doing, @immamac  Amazing host.

Edited by DalTxHornFan
  • Hook 'Em 1
Posted
I think it's just really too much of a burden for a single person who isn't doing it full time. Lol
I'm not sure that someone has to do it full time but it certainly is way too much to handle for one person. That's lots of logistics and liability (especially financially) for one or two guys yo handle.
To me, you kicked ass and had one horrible event that flipped you upside-down.
I think you can use your knowledge and experience to turn this into a business (at least a little revenue to make it worthwhile).
Posted
13 minutes ago, Both Tacos said:

I'm not sure that someone has to do it full time but it certainly is way too much to handle for one person. That's lots of logistics and liability (especially financially) for one or two guys yo handle.
To me, you kicked ass and had one horrible event that flipped you upside-down.
I think you can use your knowledge and experience to turn this into a business (at least a little revenue to make it worthwhile).

20k on Florida still 8-10k loss on home schedule and that was with a very generous donation to kick things off. 

Posted
20k on Florida still 8-10k loss on home schedule and that was with a very generous donation to kick things off. 
Again, the product of one man taking on too much. It could also be that the menu you typically had was not cost efficient and probably had a good amount of leftover waste. From the outside you wanted top tier food and beverage but pre-sales/walk-up sales is more like a typical friendly tailgate.
I have a feeling you could streamline some finger eats and economical beer/alcohol to have about the same turnout.
Again, you did an awesome job. If you move forward I'll think you'll need to decide if you want this to be a Surly Horns friendly gathering or promote it as a top tier tailgate party.
  • Hook 'Em 4
  • Like 1
Posted (edited)

You have done an incredible otherworldly job.

I'm perfectly happy to hang out with a case of beer, some tacos, and a Tv as long as I'm with fellow Longhorns.

Edited by MissingInAction
  • Hook 'Em 2
Posted
8 hours ago, Both Tacos said:

Again, the product of one man taking on too much. It could also be that the menu you typically had was not cost efficient and probably had a good amount of leftover waste. From the outside you wanted top tier food and beverage but pre-sales/walk-up sales is more like a typical friendly tailgate.
I have a feeling you could streamline some finger eats and economical beer/alcohol to have about the same turnout.
Again, you did an awesome job. If you move forward I'll think you'll need to decide if you want this to be a Surly Horns friendly gathering or promote it as a top tier tailgate party.

Yeah, and what I'm saying is now it's everyone's who wants to do it and if you dont wanna do it then there's nothing because I am done carrying it. 

  • Like 2
Posted

I remember last preseason that you really needed to have this be somebody's job. And find a way to compensate them. Seems like the single biggest home expense is the $35K in stadium rental space. Then it's a game by game fulfillment issue at home. I would assume most of the time suck andt headaches are time are related to away games. Simply as anything new takes more time to figure out, negotiate and lock down.  Logistically doing anything long distance is a crap shoot until you see everything in place on game day. 

When I was runnig soccer tournaments my goal was always to have sponsors pay for the  basic operation, and then generate enough cash beyond that to put a nice chunk in the associations coffers. Now I can sell the shit out of "it's for the children" when it really is for the children.   Seems like if you could cover the $35K with sponsorship money that would be the holy grail in securing the tailgate.  And hell I have never gone, just live vicariously in the aftermath of photos.  

The done carrying it- post above just dropped... I predict the excitement of next season's potential and the healing of time may marginally soften over time.  I bet you would try to sell sponsorships to keep the thing alive as long as you were able to walk up, smile, and have a beverage.  But you will need some time healing for sure before that.  

Here are my thoughts-

1) Shit can all away game efforts, UNLESS you can find an individual for each location NEARBY willing to run that particular tailgate.  Distance is a monster time rob, learning curve, and necessity of trust with folks you have never used that makes things mentally stressful far beyond any potential enjoyment for a long distance organizer.

2) Find a way to pay for the $35K of the base local space cost.  Then it's game day fulfillment.   But probably a lead season sponsor, with individual game day sponsors, and individual game themes.  I would add something like game day tee shirts with all the seasons sponsors listed on them. Highlighting main and game sponsor on each weeks shirt back.  Tee shirts are mainly to have a way for sponsors to having their sponsorships "live on" past the tailgate itself to add value to sponsorship. Maybe with a Derka Art front... 

3) Find a way to compensate somebody to do all the game day he heavy lifting.  And have two other folks that know WTF is going on should they get sick or whatever. It's too much for a pure volunteer.

4) Find somebody with some warehouse space willing to let you store everything you need in one place.  

 

I feel your pain @immamac I think I did 3 tournaments I swore the year before was the last fucking time... But if you could be hands off beyond trying to get the sponsorship train rolling locally, you could maximize enjoyment and vaporize the stress. But in may case is really was "for the children". not "for the surly."

 

  • Hook 'Em 2
Posted
45 minutes ago, horn4life said:

I remember last preseason that you really needed to have this be somebody's job. And find a way to compensate them. Seems like the single biggest home expense is the $35K in stadium rental space. Then it's a game by game fulfillment issue at home. I would assume most of the time suck andt headaches are time are related to away games. Simply as anything new takes more time to figure out, negotiate and lock down.  Logistically doing anything long distance is a crap shoot until you see everything in place on game day. 

When I was runnig soccer tournaments my goal was always to have sponsors pay for the  basic operation, and then generate enough cash beyond that to put a nice chunk in the associations coffers. Now I can sell the shit out of "it's for the children" when it really is for the children.   Seems like if you could cover the $35K with sponsorship money that would be the holy grail in securing the tailgate.  And hell I have never gone, just live vicariously in the aftermath of photos.  

The done carrying it- post above just dropped... I predict the excitement of next season's potential and the healing of time may marginally soften over time.  I bet you would try to sell sponsorships to keep the thing alive as long as you were able to walk up, smile, and have a beverage.  But you will need some time healing for sure before that.  

Here are my thoughts-

1) Shit can all away game efforts, UNLESS you can find an individual for each location NEARBY willing to run that particular tailgate.  Distance is a monster time rob, learning curve, and necessity of trust with folks you have never used that makes things mentally stressful far beyond any potential enjoyment for a long distance organizer.

2) Find a way to pay for the $35K of the base local space cost.  Then it's game day fulfillment.   But probably a lead season sponsor, with individual game day sponsors, and individual game themes.  I would add something like game day tee shirts with all the seasons sponsors listed on them. Highlighting main and game sponsor on each weeks shirt back.  Tee shirts are mainly to have a way for sponsors to having their sponsorships "live on" past the tailgate itself to add value to sponsorship. Maybe with a Derka Art front... 

3) Find a way to compensate somebody to do all the game day he heavy lifting.  And have two other folks that know WTF is going on should they get sick or whatever. It's too much for a pure volunteer.

4) Find somebody with some warehouse space willing to let you store everything you need in one place.  

 

I feel your pain @immamac I think I did 3 tournaments I swore the year before was the last fucking time... But if you could be hands off beyond trying to get the sponsorship train rolling locally, you could maximize enjoyment and vaporize the stress. But in may case is really was "for the children". not "for the surly."

 

 I'm not trying to he a dick, but your and everyone's posts which likely come from a good place are not anything but patronizing.

I know what the tailgate needs to be successful, it's why the tailgate is successful. 

What I need is more money for more people and for it to ultimately belong to someone else. Everything that is protips for keeping me involved and as the owner/operator are a non starter. I'll CEO an event company or I'll be a big sponsor of a tailgate someone else runs. 

  • Hook 'Em 2
Posted

Were any of the games a positive cash flow? I know it’s harder to determine that with season sales, but curious to see which games at least left a good impression on you.

One issue I ran into with sponsorships was the “Surly” label and getting that past our marketing department. It was easier to just buy and expense tickets for group and clients. Being under the Burnt Ends or On Texas label might be a work around.

Posted
38 minutes ago, Professor Chesney said:

Were any of the games a positive cash flow? I know it’s harder to determine that with season sales, but curious to see which games at least left a good impression on you.

One issue I ran into with sponsorships was the “Surly” label and getting that past our marketing department. It was easier to just buy and expense tickets for group and clients. Being under the Burnt Ends or On Texas label might be a work around.

I wanted it split out this year, but when everything came down to it getting the entity done with partners etc didn't happen and it was go time so I just continued to take it on under trust. 

I am aware surly is not corporate friendly.

Arky and tamu were positive. Vandy was close to breakeven. The others were total losses on site cost, but broke even on food/everything else.

If we just did conference games we would have made money on the season. 

Posted

Just do select home games and keep it home games. Our conference schedule is getting better through 2029 and depending on opponent keep that menu cheap and simple depending on kickoff time. AM kicks - breakfast tacos, donuts, coffee plus alcohol(ofc). 230 kicks burgers, dogs, chips, veggie platters, etc. 630-730 just do like sandwiches, chips, snacks, etc. everyone mainly comes for the beverages anyway at tailgates. 
 

if someone wants to volunteer to BBQ and provide the meat themselves, sweet. 

could do season openers regardless?

example games:

2026 - Ohio St, ole Miss, Florida, Arkansas 

2027 - Michigan, Georgia, Auburn, Aggie 

 

Posted (edited)

I know it’s easier than it sounds but maybe just do an internship or just hire three actually good college students for $20 a hour plus tips to do everything. Get basic food and have drinks and everyone would be happy still and charge accordingly. Idk though, that’s what I would do.  

Edited by Hook1997
Harder not easier
Posted
Just now, BurntOrange&White said:

Just do select home games and keep it home games. Our conference schedule is getting better through 2029 and depending on opponent keep that menu cheap and simple depending on kickoff time. AM kicks - breakfast tacos, donuts, coffee plus alcohol(ofc). 230 kicks burgers, dogs, chips, veggie platters, etc. 630-730 just do like sandwiches, chips, snacks, etc. everyone mainly comes for the beverages anyway at tailgates. 
 

if someone wants to volunteer to BBQ and provide the meat themselves, sweet. 

could do season openers regardless?

example games:

2026 - Ohio St, ole Miss, Florida, Arkansas 

2027 - Michigan, Georgia, Auburn, Aggie 

 

No one is paying to come to a tailgate with shit tier food like that. It's one of the reasons our tailgate is worth the money and we never have complaints of value. If anything we are undercharging. 

$35 for all you can drink and breakfast is an insane deal. 

Also it's crazy that you guys magically think that donuts breakfast tacos and coffee isn't $15pp immediately. Each taco is 3.25-4, donuts are. .85-.95 each, coffee is like $40 for 20 cups. That's doing shit on the very cheap. 

The problem right now is that for the shitty games no one is coming to party before the game. The majority of this season sucked because no one gave a shit and no one was looking to party before or after the game. 

The watch party thing also suffered immensely because I went to every single game, if I wasn't in the games I could have pushed it a lot harder and made the experience worth it. Having a bunch of randos watch together all quiet and stuff isn't the vibe. 

I also very much prefer to watch at tailgate vs watching in the stadium for nearly all games, except the crazy ones like georgia last year and aggy this year. 

Watch parties for away games were also really fucking lame this year after Ohio State went phenomenally. Both Kentucky and Mississippi State watch parties at KoKos were like 10ish people from surly. 

 

Posted
2 minutes ago, Hook1997 said:

I know it’s easier than it sounds but maybe just do an internship or just hire three actually good college students for $20 a hour plus tips to do everything. Get basic food and have drinks and everyone would be happy still and charge accordingly. Idk though, that’s what I would do.  

I have tried. $20/hr help is flaky and unreliable, they don't wake up for the early games and they don't want to commit the amount of time necessary. 

Its only viable if it turns into a full time thing for people and is like their job job where they are doing sales/outreach during the week and event production on Saturday. 

  • Hook 'Em 1
  • Like 1
Posted (edited)
53 minutes ago, immamac said:

I have tried. $20/hr help is flaky and unreliable, they don't wake up for the early games and they don't want to commit the amount of time necessary. 

Its only viable if it turns into a full time thing for people and is like their job job where they are doing sales/outreach during the week and event production on Saturday. 

 

We charge 180 a person for the six home games. We had pretty high end meals every game. We are lucky that we have a dedicated team of cooks and our own smoker.  One game we actually did hand battered fried shrimp and catfish.   for the aggy game we did the following 

Beef and chicken fajitas, pulled pork, smoked sausage,  fried and smoked wings and 20 racks of ribs. And of course sides. 

Edited by MBHORNSFAN
Posted
2 minutes ago, MBHORNSFAN said:

 

We charge 180 a person for the six home games. We had pretty high end meals every game. We are lucky that we have a dedicated team of cooks and our own smoker.  One game we actually did hand battered fried shrimp and catfish.   for the aggy game we did the following 

Beef and chicken fajitas, pulled pork, smoked sausage,  fried and smoked wings and 20 racks of ribs. And of course sides. 

Yep you know how I do. I think it's why your crew likes my away ones. 

  • Hook 'Em 1
Posted (edited)

In my mind it shouldn’t be that hard to find reliable people for $20 cash a hour plus tips (place one on a table serving drinks) for six times a year at a fun gig. Hell I did one when I was younger with catering early mornings and all. But I’ve also tried to find a part time assistant for a year now and have failed miserably four times although a little more difficult than this.  Twenty years ago this wouldn’t be that hard but now finding competent people to work gigs or part time work is next to impossible.  Does no one here have 20 something responsible kids that appreciate a cash side gig anymore? We hired a homeless man at our tailgate 20 years ago for $10 a hour and free food and leftover booze.  He was pretty clean cut for homeless, had a place to shower wash clothes evidently and never bothered anyone.  

Edited by Hook1997
Posted
8 minutes ago, Hook1997 said:

In my mind it shouldn’t be that hard to find reliable people for $20 cash a hour plus tips (place one on a table serving drinks) for six times a year at a fun gig. Hell I did one when I was younger with catering early mornings and all. But I’ve also tried to find a part time assistant for a year now and have failed miserably four times although a little more difficult than this.  Twenty years ago this wouldn’t be that hard but now finding competent people to work gigs or part time work is next to impossible.  Does no one here have 20 something responsible kids that appreciate a cash side gig anymore? 

They are all mostly functionally retarded. It's actually very sad. 

I paid all expenses, hotel, etc for 4 RTF kids to do media shooting for the sugar bowl party. They were there for a combined 32 hours between them, I gave them unlimited storage for videos/photos a 1TB iphone, a portable SSD to offload and 6 512GB SD cards across 3 gopros and 2 DSLR and I got less than 40 minutes of footage and less than 600 pictures. The drone photographer I hired got nearly 500 by himself. 

Posted
11 minutes ago, immamac said:

If someone offered me $100 to help out and party my balls off in college I would have been all over it. 

$100 in College Station 20 years ago went a lot farther than it does in present day Austin.

Posted
7 minutes ago, Alternate Universe Bobby R said:

I’m in for $1.5m. What are we talking about and where are the hookers?

We would buy a 42ft class A diesel pusher and the war wagon catering trailer. 5 full time employees, a head chef, a site manager, and me the CEO. 

RevelXP and tailgreeter will be site and platform partners.

We will have 6 liquor sponsors, 3 beer sponsors, 2 RTD sponsors and then a variety of additional commercial sponsors.

Plan for 1500-2000 per event average and do 20 or so events a year. 

  • Hook 'Em 2
  • Fuck Around and Find Out 1
Posted
1 minute ago, immamac said:

We would buy a 42ft class A diesel pusher and the war wagon catering trailer. 5 full time employees, a head chef, a site manager, and me the CEO. 

RevelXP and tailgreeter will be site and platform partners.

We will have 6 liquor sponsors, 3 beer sponsors, 2 RTD sponsors and then a variety of additional commercial sponsors.

Plan for 1500-2000 per event average and do 20 or so events a year. 

Living the dream!

Posted
1 hour ago, immamac said:

I paid all expenses, hotel, etc for 4 RTF kids to do media shooting for the sugar bowl party. They were there for a combined 32 hours between them, I gave them unlimited storage for videos/photos a 1TB iphone, a portable SSD to offload and 6 512GB SD cards across 3 gopros and 2 DSLR and I got less than 40 minutes of footage and less than 600 pictures. The drone photographer I hired got nearly 500 by himself. 

That is all kinds of fucked up. 

Posted
1 hour ago, Hook1997 said:

In my mind it shouldn’t be that hard to find reliable people for $20 cash a hour plus tips (place one on a table serving drinks) for six times a year at a fun gig. Hell I did one when I was younger with catering early mornings and all. But I’ve also tried to find a part time assistant for a year now and have failed miserably four times although a little more difficult than this.  Twenty years ago this wouldn’t be that hard but now finding competent people to work gigs or part time work is next to impossible.  Does no one here have 20 something responsible kids that appreciate a cash side gig anymore? We hired a homeless man at our tailgate 20 years ago for $10 a hour and free food and leftover booze.  He was pretty clean cut for homeless, had a place to shower wash clothes evidently and never bothered anyone.  

Just as an example my 17yo makes almost $20/hr with tips slinging ice cream, which is probably an easier gig. 

Posted
1 hour ago, immamac said:

We would buy a 42ft class A diesel pusher and the war wagon catering trailer. 5 full time employees, a head chef, a site manager, and me the CEO. 

RevelXP and tailgreeter will be site and platform partners.

We will have 6 liquor sponsors, 3 beer sponsors, 2 RTD sponsors and then a variety of additional commercial sponsors.

Plan for 1500-2000 per event average and do 20 or so events a year. 

no sex tent?

  • Rage+1 1
Posted
1 hour ago, immamac said:

We would buy a 42ft class A diesel pusher and the war wagon catering trailer. 5 full time employees, a head chef, a site manager, and me the CEO. 

RevelXP and tailgreeter will be site and platform partners.

We will have 6 liquor sponsors, 3 beer sponsors, 2 RTD sponsors and then a variety of additional commercial sponsors.

Plan for 1500-2000 per event average and do 20 or so events a year. 

 

can you break a $50 ?

Join the conversation

You can post now and register later. If you have an account, sign in now to post with your account.

Guest
Reply to this topic...

×   Pasted as rich text.   Paste as plain text instead

  Only 75 emoji are allowed.

×   Your link has been automatically embedded.   Display as a link instead

×   Your previous content has been restored.   Clear editor

×   You cannot paste images directly. Upload or insert images from URL.



×
×
  • Create New...