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How to Organize Your Best Tailgating Season Yet

By Abby Miller | Appointment | No Comments

It’s that time of year again — the weather is cooling down, and leaves are starting to change colors. Fall is here, and you know what that means? Football. And what better way to enjoy the sport than hosting the best tailgating party ever?

You might think hosting a tailgate party is easy. All you have to do is show up and eat, right?

Not necessarily. A great deal goes into throwing a tailgating party, and it’s essential to be organized. In this article, we list six tips to help you plan an unforgettable tailgating party this fall.

1. Pick a date.

The earlier you start planning your tailgate party, the easier it’ll be. Remember, you’re dealing with other people and need to give them enough notice to plan accordingly. You also want to make sure you have enough time to organize everything. From what foods to make to what decorations, you must have a plan in place before diving right in.

A good rule of thumb is to start planning your party about eight weeks before the event.

So, first things first, pull up your calendar and find a time that works for you. Luckily, tailgating season is several weeks long, so you can pick and choose what game day you want for your party. Or maybe you want to host the tailgate every game day? Then you really want to start planning early.

Once you have the date, figure out who you want to attend your party. Some people prefer creating a guest list first, so they can work with other attendees on finding the perfect date. However, if you prefer this method, ensure you aren’t relying too heavily on other people’s opinions. After all, you’re hosting the tailgate and should have the final say on when it’s held.

2. Get the tickets.

Buying your game day tickets is crucial to preparing for tailgate season. After all, it’s not a tailgate without a football game.

So to ensure you and your friends get good seats together, start looking for tickets early. This is especially true if you’re trying to attend a post-season game. Those are known to sell out fairly quickly.

You also want to take into account who’s playing. For example, some teams have a large fanbase, which could cause an increase in ticket prices and the speed at which they sell out.

There are a few tips you should know when shopping for tickets. For one, look at afternoon games rather than night games as they tend to be more expensive. You also want to look at third-party websites, like Stubhub, as those tickets can be cheaper.

A lot of people recommend waiting until the last minute to buy tickets. While tickets can drop in price the closer it gets to the game, the seat choice will be limited. So if you want great seats, start looking earlier rather than later.

3. Send out invitations.

If you’re hosting a tailgate party, aim to send out your invitations no later than four weeks before the date. That should be enough time for attendees to determine whether they can attend.

Speaking of which, it’s a good idea your invitation includes a request that the guest RSVP by a specific date. This can help you and the guests plan accordingly.

There are several ways you can send out invitations. You can mail a physical invitation or send a digital one via email. Opting for the ladder can save you time and cost. If you have your guest’s email addresses, simply create a calendar invitation on Gmail.

Make sure you label the invitation accordingly so there’s no confusion. For example, “Tailgate Party.” Then, add your guest’s email addresses. There is also a space where you can provide additional notes, like potluck instructions, addresses, etc. The more information you share, the smoother the event will go. Make sure you double-check the information you provided is accurate before hitting send.

4. Find a location.

Once you have your ticket, look at where the game is held. Typically, tailgate parties are held outside the venue. Make sure you know how big the parking lot is and have a good idea of where your group will be.

Remember that deciding on your spot is just the first step — you need to claim your spot on game day. To do that, you will want to wake up early (depending on what time the game starts) and drive to the venue. It’s a good idea to arrive with a couple of your fellow tailgaters so that you can block off your spot with multiple cars.

Be sure to bring something noticeable on the day of, so the rest of your group can find you. Maybe bright-colored balloons or a streamer. Whatever it is, make sure you include how to see you on the invitation.

5. Bring furniture.

Who said you must stay in your car or stand around during a tailgate? No one!

Consider bringing some pop-up furniture to ensure you and your guests are comfortable — for instance, a canopy tent, a foldable table, and maybe a few foldable chairs. Not only does this give your fellow tailgaters a place to rest, but it can help define your space.

Having a few foldable tables can make serving and preparing food easier. It gives you a designated area to set up, regardless of how much food and drinks you plan on having.

Foldable furniture, like a tent, can protect you from the weather. Because let’s face it, September can be unpredictable, depending on where you live. The last thing you want is a little rain or snow to get in your way of a good time.

Remember, you can always request your guests bring their own foldable furniture to the tailgate. Include “bring foldable furniture” in the calendar invitation.

6. Portable is better.

Is this your first time hosting a tailgate party? Then you’re probably wondering how to transport your food and drinks from your house to the actual tailgate.

There are several ways you can go about this, depending on the type of car you’re bringing. For instance, if you have an RV, you might plan on cooking your food there, taking advantage of the fridge and counter space.

On the other hand, let’s say you’re just bringing a regular car or SUV. Since you don’t have a kitchen, you should prepare your food at home. Then, transport it using Tupperware, reusable bags, etc. If you have hot food, consider using glass containers as they hold heat better than plastic. Wrapping hot food in foil can also help keep it warm.

To keep your drinks chilled, consider purchasing a cooler if you don’t already have one. Coolers are also a convenient way to move food and beverages from one place to another. And they come in different sizes to fit your specific needs.

Are you hosting a tailgate party this fall? From the food to the camaraderie, tailgates are an excellent way for sports fanatics to get together and have a good time.

That said, hosting a party can come with some challenges, especially a tailgate party. You have to worry about finding a spot and how to transport food. Luckily, the tips above can help you organize the best tailgating party.

How to Organize Your Best Tailgating Season Yet was originally published on Calendar.com by Abby Miller. Feature Image Credit: FreePik.com. Thank you!

6 Astronomical Events to Add to Your Calendar

By Abby Miller | Scheduling | No Comments

While astronomical events happen so often, rarer events have been happening here on earth. With the pandemic and social distancing mandates, life has been challenging. But even as we’ve struggled, the earth has continued to move forward.

Planets still rotate, the sun sets, and the Moon rises. However, some of the most astronomical events have occurred in the last few years. For instance, there was a blue moon on Halloween in 2020. Did you see it? If not, you’ll have to wait until 2039 for that to happen again. But don’t worry, many astronomical events are coming up this year. You just have to make sure you see them.

Thankfully, we live in a time of online calendars. So instead of missing out on events, you want to witness — you can create events and even set reminders to ensure you don’t miss what’s important to you. Here are a few events you may want to add to your calendar.

1. Planets Align

When: June 24, 2022

On June 24th, there will be a rare astronomical event where the planets (Venus, Mercury, Jupiter, Mars, and Saturn) will be bright enough to see with the naked eye. They will also appear in order from nearest to the furthest from the sun. Remember that the planets won’t be in line in the solar system — they will just appear that way to us on Earth. The Moon will also look to be aligned with the planets between Venus and Mars.

This alignment will occur before sunrise on June 24th across the eastern side of the Earth. And like mentioned, you won’t need a microscope to view it. Just walk outside and look up.

2. Southern Delta Aquariids Meteor Shower

When: July 28 – August 9, 2022

The Southern Delta Aquariids are a meteor shower best visible in the southern United States. This shower gets its name because of how it radiates in the constellation Aquarius. While the meteor shower typically takes place annually between the end of July and August, this year will be different.

At the shower’s peak, between July 28 – August 9, 2022, there will also be a new moon, which happens when the Moon is between Earth and the Sun. With a new moon comes darker skies and a clearer look at the meteor. Keep in mind that the shower will be most visible from mid-evening to dawn, highest around 2 a.m.

3. Jupiter Opposition

When: September 26, 2022

During astronomical autumn (September 22 – December 21), Jupiter will appear more visible than at any other time. This is called the “Jupiter Opposition,” because the planet will appear opposite of the sun, making it look bigger to us on Earth. However, Jupiter will also appear brighter because of its proximity to Earth.

According to research, the best time to see and photograph a planet is when it’s in opposition. And while Jupiter will be more visible during the entire season, it’ll reach its peak visibility on September 26th. So to ensure you get the best photo, aim to take the picture when it’s high in the sky, and there aren’t any clouds.

4. Fireballs With Northern Taurid Meteor Shower

When: November 11-November 12, 2022

The Northern Taurid meteor shower will be active from late October to mid-December of this year. This meteor shower happens annually and typically only produces a few meteors per hour. This year, however, will be different.

During the peak of the shower (between November 11-November 12), bright fireballs will appear in the sky. A fireball is a meteor but much brighter to the naked eye.

These fireballs accompany the Northern Taurid meteor shower once every seven years. So, if you miss it this year, you’ll have to wait until 2029.

5. Mars Opposition

When: December 8, 2022

On December 8, Mars will appear more visible and bright — the perfect time to take a photograph. Mars is one of the closest planets to Earth but will be opposite the sun in December, illuminating the sky all night. This is an astronomical event you don’t want to miss, especially considering Mars is one of the smallest planets in the solar system. It’s rare for this planet to appear bigger than the rest.

Similar to other oppositions, this one doesn’t happen often. The next time won’t be until January 2025.

6. First Supermoon

When: June 14, 2022

Well, I didn’t get this one edited to publish until today — so we all missed the Supermoon and the Strawberry moon. Even Forbes wrote about the Supermoon and Strawberry Moon. And I’m mad it wasn’t on my Calendar! A supermoon is pretty much what it sounds like — when the Moon looks bigger than usual. While the Moon doesn’t change in size, a supermoon happens when a full moon occurs at the closest point to Earth during its orbit. Not only does this make the Moon look larger, but brighter as well.

Supermoons aren’t rare, but they don’t happen all the time. That’s because a full moon only occurs once every 29.5 days. That said, not every full Moon is a supermoon since it has to also pass close to Earth. Therefore, a supermoon only happens a couple of times a year. So to make sure you don’t miss out, set a reminder for the next Supermoon on June 14, 2022.

Here are the dates for the future moons in 2022. Add them to your Calendar.

DATE TIME Nickname

July 13 2:37 p.m. Buck Moon

Aug. 11. 9:35 p.m. Sturgeon Moon

Sept. 10. 5:59 a.m. Harvest Moon

Oct. 9. 4:54 p.m. Hunter’s Moon

Nov. 8. 6:02 a.m. Beaver Moon

Dec. 7. 11:08 p.m. Cold Moon

Conclusion

The events above are worth seeing whether you’re an aspiring astronaut or a casual observer. Not only are they known to be breath-taking but also rare.

So to ensure you don’t miss out on these events, take the time to set reminders now. Then, all you have to do is add the events to your online Calendar. Not only will this visually remind you, but you can even set up calendar notifications beforehand.

Image Credit: by Lucas Pezeta; Pexels; Thank you!

6 Astronomical Events to Add to Your Calendar was originally published on Calendar by Abby Miller.

6 Tips for Scheduling a Stellar Event

By Jon Bradshaw | Scheduling | No Comments

The right event can change everything. Maybe it’s the conference that gives you a million dollar idea. Or the workshop that makes all your work goals fit together.

With that said, 18 million events are scheduled in the U.S. every year. How can you make sure yours is one to remember?

Getting the small things right makes a big difference. Be sure to:

Get the instructions right.

No one likes it when there are typos on the event invitation. Could you imagine showing up for an event and being told it’s actually another day?

When you write out your invitations, make sure to do so plenty of days in advance. This gives you time to proofread your invitation draft.

When you’re ready to review your work, begin by checking the basics: event location, address, time, and any instructions about parking. Then, proofread for spelling and grammar. Finally, have a second pair of eyes look it over to ensure everything is correct. That way, you can send it out with confidence.

Use the right tools.

If your event will have a lot of attendees, you’ll wind up with a lot of scheduling requests in your inbox. Those can take hours to sort through. Protect your company’s productivity by letting attendees RSVP themselves using scheduling software.

Think, too, about your event’s sessions. If you’ll be doing one-on-one consultations, ask attendees to book a specific time with you. That way, you don’t have dozens of attendees all trying to do their one-on-one with you at the same time.

Know your attendees.

Different types of events attract different types of people. It’s important to think through who’s going to be at yours. What level of knowledge will they have about the topics to be discussed? What pre-work might they need to do in order to get up to speed.

To understand your target audience, think about what type of business you are:

- Caterers & event planners
  You can plan food tasting and event planning events with potential clients. Give them the white-glove experience. Get tablecloths, put together swag bags, and appoint an experience manager.
- Nonprofit organizations
  Nonprofit events require a host of people for events: volunteers, paid employees, and external stakeholders. Scheduling software can help you spend less time on grunt work, and more time raising money for causes you love.
- Salons & spas
  Salons and spas have all sorts of different clients, but they do have one thing in common: a focus on beauty and wellness. Put together sessions centered on self-care. Use scheduling software to seek input about what would make your event maximally relaxing.

Shipping & retail
Shipping and retail stores are used to handling complex logistics. Be sure you invite product representatives, set up the space well for them, and give attending customers plenty of attention.
Send out invitations early.

How can attendees plan for your event unless the invitation is sent out early? A good rule of thumb is to give people at least three weeks notice to plan for your event. If you are planning a nationwide event, like a corporate conference, give at least a year notice.

To determine how much notice you need to give, put yourself in the attendees’ shoes. If they need to travel, then booking and planning everything will take more time. Conference, hotel, travel, food, and entertainment arrangements add up.

Smaller events, such as meetups, require less preplanning. Often, attendees just have to RSVP and show up. Small-scale events like meetups should still look professional, even if you don’t have to give attendees more than a few weeks’ notice.

Make it easy for others to meet with you.

If you’re the point of contact for an event, it’s important that you’re available. Imagine the horror if you accidentally double book yourself with two vendors. The solution is to display your availability on your calendar.

Here’s how you can do it:

Check your company’s availability
Leave your calendar availability open only during your work hours. This prevents you from planning a meeting during your personal time.

Make some hours off-limits.
You have a lot to do other than meeting with event staff. With your schedule in hand, pay close attention to when you’re busy, and block off hours when you want to focus on other tasks.

Set expectations

Whenever you meet with someone, you need to share:

An agenda
Meeting expectations
Who else might need to be in the meetings
The number to call or videoconferencing site to visit (if applicable)
Start and finish events on time

When the big day finally arrives, you need to keep a strict eye on the clock. You don’t like it when other people disrespect your time; don’t do the same to them.

Even if everyone hasn’t arrived at the designated start time, go ahead. If 90% of people are already there, it isn’t worth upsetting them for the 10% of latecomers. End either five minutes early or right on time. Don’t push the event beyond the time allotted, even if you aren’t quite finished.

Events are a lot of work to plan and put on. A little forethought can go a long way. Get the details right, and give your attendees an experience to remember.