Tailgate Volunteer Information

Thank you for volunteering to help make our tailgate a success! There are three walkthroughs for Tailgate Check-In, Tailgate Walk-Up Sales/Volunteer Check-In, and Drink Ticket Sales. At the end, there's a brief checklist and some other details that may be useful the day of the event.

Walkthrough: Tailgate Check-In

This is expected to be the largest bottleneck to the event, and we will be doing everything we can to keep things moving swiftly. In case you don’t have the Universe Ticket Manager app already already, you can find it for iOS and Android.

From the Universe Ticket Manager app on the day of the tailgate, you will scan a QR code to join the check in team. With that, you will be able to perform each of the steps below.

  1. Greet guests as they arrive. Be friendly.

  2. Find guest using the Universe Ticket Manager app (Note: Must be logged in and accessing the Official Longhorn Tailgate event).

    • Option 1: Select Scan at bottom pane of Universe Ticket Manager app. Scan barcode. Check in.
      [Image: Scan barcode]

    • Option 2: Select Guest List at bottom pane of Universe Ticket Manager app. Look up name. Check in.
      (Note: Verify name match using form of ID before checking in, if  using this option.)
      [Image: Guest list] [Image: Searching guest list]

  3. Check guest(s) in by tapping checkbox(es) and marking as checked in.

  4. Click on the three dots to the right of their name. Scroll to the bottom to find their food selection, either a burrito, sandwich, muffin, or no food (walk-up tickets only). (Note: For a handful of guests, the food selection wasn’t part of the ticket and to address was integrated to the name for the order, e.g. John “sandwich” Doe.)
    [Image: Three dots for guest details] [Image: Guest details]

  5. Now they are checked in. Give one wristband per person.

  6. Give them a food voucher for the food selection in their purchased ticket, either a burrito, sandwich, or muffin. (Note: Guests may not under any circumstance switch their food order at the door. Exact numbers for guests were submitted to the venue based on tickets. Do not hand out additional food tickets. Walk up ticket sales also cannot receive food tickets.)

  7. Direct them into the security checkpoint and game ticket scan to enter the tailgate. Every guest who moves to security should be checked in through the Universe Ticket Manager app, wearing a wristband, and holding their ticketed food selection.

Walkthrough: Tailgate Walk Up Sales and Volunteer Check-in

We are expecting a significant amount of walk up ticket purchases. These will be $20 for adults and $5 for kids under 12 and do not include food. In case you don’t have the Universe Ticket Manager app already, you can find it for iOS and Android.

From the Universe Ticket Manager app on the day of the tailgate, you will scan a QR code to join the check-in team. With that, you will be able to perform each of the steps below.

  1. Greet guests as they arrive. Be friendly.

  2. Select Sell in the bottom pane of the Universe Ticket Manager app (Note: Must be logged in and accessing the Official Longhorn Tailgate event).
    [Image: Sell button]

  3. Scroll to bottom for two options: Walk Up Adult ($20) and Walk Up Kid Under 12 ($5). Make selection for number/type of tickets to sell.

  4. In Review Order screen, select whether transaction will be via Credit or Cash.

  • Option 1: For Credit, manually enter credit card number along with credit card month/date, cardholder name, and email address for receipt. Select Pay.

  • Option 2: For Cash, enter name and email address for receipt. Select Pay. Place cash securely in cash box.

  1. Record on tracking sheet the total price, number of tickets, and payment method.

  2. When payment is completed, select Guest List at bottom pane of Universe Ticket Manager app. Look up name. Complete check-in.

  3. Hand guest(s) their wristband(s).

  4. Direct guests to security checkpoint and game ticket scan area. Every guest who moves to security should be paid and checked in through the Universe Ticket Manager app and wearing a wristband.

You should provide volunteers, crew, and sponsors with a lanyard. Direct them to return lanyards upon completion of their shifts.

You may also receive questions from fans that you should answer to the best of your knowledge. See Other Details section for some answers to common questions.

1.     If you receive game ticket-related questions, there will be a rep from FedExField. If rep is unavailable, direct them to the box office.

Walkthrough: Drink Ticket Sales

In order to purchase our Deep Eddy vodka drinks at the tailgate, guests much purchase drink tickets to redeem. We will have a table dedicate to selling tickets using the Square Point of Sale app, available on iOS and Android.

  1. Log into Square Point of Sale app.

  2. Ensure Square headphone jack card swiper is plugged into the device.

  3. If not already in Checkout screen, click the three horizontal lines menu icon in the top left of the app. Tap Checkout.
    [Image: Checkout screen three lines]

  4. Guests will walk up and may ask whether they need a drink ticket for all drinks. Drink tickets are only required for Deep Eddy drinks (bloody marys and vodka sodas).

  5. If not already in calculator to enter charge amount, click the calculator icon in the left of the bottom pane in the app.
    [Image: Calculator]

  6. Enter the charge amount (number of tickets x $5 = charge amount). Click Charge $XX.00.

    • Option 1: Choose Cash option.

      • Enter tender amount and click Tender.

      • Enter information if guest wants a receipt.

      • Place cash securely in the cash box.

    • Option 2: Chose Credit Card option. (Note: Manual entry is possible, but the fees are higher. Please only use if all other methods are unavailable.)

      • Enter charge amount and click Charge.

      • Enter information if guest wants a receipt.

  7. Hand guest number of tickets purchased.

  8. Click New Sale in top right of app to create a new ticket purchase, and repeat from Step 2 above for next guest.

  9. To sign out at the end of your volunteer shift, click the three horizontal lines menu icon in the top left of the app. Tap Settings. Tap Sign Out.
    [Image: Settings sign out]

Volunteer Checklist and Other Details

Morning-of checklist for volunteers:

  • Universe Ticket Manager app and Square Point of Sale app installed on personal device and ready to go (Note: If you don’t have a smartphone or don’t have a smartphone with a headphone jack, please let Lauren and Austin know ASAP!)
  • Fully charged device
  • Game ticket for entry
  • Parking pass for car, if applicable
  • Comfortable shoes, sunscreen, water
  • Any bag in compliance with FedExField’s strict clear bag policy. Bags can be stowed outside the stadium for a fee. Remember, the tailgate area is considered an extension of the stadium, so all bag rules and the ban on reentry apply.

Other useful information:

  • Although parking pass and tailgate ticket are provided, you still will need a game ticket to enter the tailgate area, including to volunteer. If you don’t have a game ticket, let us know. (Note: There are game tickets listed at around $20 available on StubHub)
  • There is no reentry if you have to leave the tailgate, since it’s treated by FedExField as an extension of the stadium. Make sure that when you show up to volunteer that you have everything you need to watch the game.
  • There is a wireless network at FedExField capable of supporting 50,000 connections. In the unforeseen scenario where that fails (which to be clear, we aren’t expecting), we will be forced to use our personal devices and data to keep things moving.
  • There is a kiosk for bag check outside the stadium that people may pay a fee to store their non-compliant (e.g., not clear container, too large) bags.
  • If there is rainy weather, there will be some covered areas, but please bring rain gear to protect yourself and your belongings.
  • The tailgate travel guide has some other helpful travel information.