FOOD CREW: Regatta Notes & Instructions

Pre-Regatta

Shopping (1-2 parents)

Typically the shopping is done the Wednesday or Thursday before the regatta. Coach Sue completes the shopping list and passes it along to the parent(s) that are shopping along with the club card. Shopping is done at Woodmans (in Carpentersville or Volo).

Fill Propane/Generator Gas (1 parent)

Propane and the small 1 gallon gas can for the generator will be checked during inventory and may need to be filled prior to the regatta. This can be done any time before the regatta and the propane tanks and gas can be loaded directly onto the trailer once they are filled. Please put the propane tanks in the crates so they don't roll around on the trailer.

Utility Trailer Packing (3+ Parents)

The packing is usually done on Thursday evening while the rowers are loading boats, however depending on the day of the regatta and the travel plans, loading could be done on a different day as well. Parents coordinate via GroupMe to determine loading day and time. Loading includes:

Following the shopping/packing list and making sure that all bins are packed appropriately and loaded on the trailer
Each bin also has a packing manifest, so make sure to follow the packing manifest for each bin (in addition to the regatta packing list) so that we have all of the materials needed for the regatta
Ensure that ice is purchased and coolers are appropriately packed and loaded
Following the shopping/packing list to make sure that all other equipment needed (generators, etc.) that are loaded on the trailer

See this short video on how to load the utility trailer: https://youtu.be/CsaY-zDT1V0

Utility Trailer Hauling (1 parent)

A parent volunteer hauls the utility trailer to the regatta site. They can take the trailer home on Thursday evening if it is convenient for them to do that, or they can come get it at the rowing center on Friday before leaving. Gas is paid by the club for the parent hauling the trailer, and typically there is some kind of preferred parking.

The utility trailer driver coordinates with the parents that are loading and communicates when they will arrive at the regatta so that parents can jump in and get things set up. They also coordinate with everyone after the regatta so parents can come help unload the trailer after the regatta.

Utility trailer driver should also check with the coaches for regatta site information - where to pull in to the regatta site and where to park, etc. Utility trailer drivers should remember that when the regatta information talks about trailer parking, they are talking about SHELL trailers. Team utility trailers are referred to as Booster Trailers, Food Trailers Chuck Wagons, Team Trailers, etc. So you should NOT go to the trailer parking, but look specifically for booster trailer parking.

Regatta Day Tent Setup & Maintenance

Parents will help set up and maintain the team tent area during the regatta day, and take care of the cooking for the event. At least one parent should plan to be at the regatta to help.

Tent Area Set Up (6-8 parents at the beginning of the regatta)

Once we arrive at the regatta site, parents will unload the tents and set up the tent area at the regatta site. There are specific instructions for how the tent area is setup.

More information about how the tent area is set up here >>

Food Area Monitoring (2-4 parents throughout the day)

A few parents need to check the food tables throughout the day to ensure that food and beverage items are out and available for the rowers, help the people cooking to get hot food out, etc. These parents should also check the garbage and remove garbage as necessary. Each regatta has a way that they prefer to handle garbage, so please take a moment to figure out what the rules are for regatta garbage. Food area monitoring is a job best shared so that parents can be sure to see their rowers race.

Regatta Day Cooking (2-4 parents throughout the day)

This is a job that is best shared so that cooks can make sure they see their rowers race. Cooks follow the cooking plan for the regatta and may need to cook in batches to ensure that food is hot when rowers are read to eat. Below are some guidelines for cooking, plus sample regatta cooking instructions.

Jump in to help so everyone can see their kids race

Everyone can certainly jump in and take a shift cooking. IT IS IMPORTANT THAT PARENTS GET TO SEE THEIR KIDS RACE and are not standing behind a grill when their kids are coming across the finish line, so parents that don't have kids in a race, please jump in to help each other out! There are some regattas where this is easier than others. Head races can be more difficult than sprint races, but there are also some sprint races where viewing can be more difficult.

Keep spices simple while cooking

Please keep spices to salt and pepper only... seasonings and dressings are provided so that people can add them later. This is important for lots of reasons, but mainly, rowers need to put things in their stomach that won't cause problems when they are racing. It may seem like a good idea to add a seasoning to the chicken or marinate the chicken, but if that seasoning has something like MSG, it could unwittingly causing someone problems. Keep it simple and let people add their own stuff.

Be aware of vegetarian cooking

Be aware that we always provide a vegetarian option. The important implication of that is PLEASE BE AWARE OF THE UTENSILS THAT YOU ARE USING. Please don't use the tongs that you used on the bacon to toss the salad (for example). Related to that, we cook all the meat on the Blackstone first (bacon then chicken), then completely clean the Blackstone before making anything else so that everything else can be vegetarian.

Provide some non-dairy options

Be aware of not putting dairy (cheese) in everything. Lots of people are fine with dairy, certain dairy before a race might not be great for rowers SO when you are cooking things, make it so dairy can be added later. For something like quesadillas, make a few without cheese for those that might need to go lighter on the dairy.

COOKING SCHEDULE - Two things to keep in mind:

1) Pre-Race Fueling - Some rowers can't eat anything before they race and some rowers need to have something light and "known" in their stomach before they race. It is important to put out the "cold breakfast" items as soon as possible (like the yogurt, granola, granola bars, fruit, etc.) because some of the rowers that row early will need to grab something before they go out and will need to do that soon after we arrive.

2) Post-Race Eating - Rowers are typically not hungry for about 45 minutes after they row and what they eat will largely be determined by whether or not they are rowing again that day and when they are rowing. If they are done racing for the day, they will eat a lot. If they are rowing again, they will scale their food based on how long it is to their next race. For cooking, this means that you will cook in batches so that things are hot for the kids that are coming off the water. Please pay attention to the race schedule and plan to have hot food ready about 45 minutes after races come in. It usually works out that the races are kind of in "groups" so you can cook for groups of rowers that are coming off the water. Also remember that if food is not ready exactly 45 minutes after a race is done, no one is going to die. They are all great about waiting and can wait another few minutes for their food. it's just great if things are hot which can be tricky when cooking outside (hence why it's better to cook in batches).

Transitioning from breakfast to lunch - keep it simple

Just transition from breakfast to lunch whenever it's convenient. At some point just stop making scrambled eggs and make sure the chicken is available. It's as simple as that. Don't even worry about the time. I know lots of rowers that would eat chicken for breakfast and scrambled eggs for lunch. Bacon can go on salad or in wraps... so it's all good!

Last race of the day

There is always a last boat or two for the day. Typically we'll make sure that the last boat plans ahead and makes themselves plates (or their parents make them plates) so they can eat after they come in. Often the last boat will just want to get packed up to leave and eat on the way home. So, depending on the timing, parents may be able to pack up early, or mayhave to wait until the last boat has a chance to eat.

Sample Cooking Instructions

Here are sample cooking instructions for a one day regatta. The general instructions are all pretty much the same with various twists. Basically, put out cold breakfast, heat water, cook bacon, cook chicken, clean grill, cook everything else. Sample Regatta Cooking Instructions >>

Post-Regatta Tent Area Clean Up

Packing up to Head Home (6-8 parents)

At the end of the regatta when we are ready to pack up and head home, the regatta site must be cleaned up and the utility trailer packed up. Here is a non-comprehensive list of what needs to be done to clean up the regatta site:

Do a final cleaning of the Blackstone cook top and make sure it's cool before packing it up.
Pack up all grills, tables, regatta rack and other equipment and put on the trailer.
Take down and pack up all the tents and tarps and put on the trailer.
PERISHABLE FOOD (that can not be used for the next regatta) - Please give away all perishable food that can not be used for the next regatta. Let families take food home with them.
All other shelf stable food or perishables that can be used for the next regatta can be packed up to go back to the rowing center.
Pack up all bins with cooking supplies, shelf stable food, etc. and put on the trailer.
LOST AND FOUND - Rowers will be sent to the tent to clean up their belongings, but if anything is left, please pack it up and bring it home.
Take care of all garbage per regatta instructions.
Our site should look better than we found it when we leave.

2 Day Regatta - Cleaning up at the end of Day 1 (leaving a tent site overnight - 4-6 parents)

For 2 day regattas, we can leave the tent site set up, but things MUST be cleaned up for the evening prior to leaving. This means several things:

At a minimum, the tents should be lowered and staked or weighted.
Weather should be checked to determine if the tents should be partially collapsed and tops removed for the night. Take this step if there is wind or rain predicted. We have unfortunately had damage to tents when we have left tents up overnight when there was weather predicted.
Blackstones can be left out, but should be cleaned and covered.
Food should be packed away in bins and coolers but can be left under tables (or put back on the trailer if you feel that's better).
Cooking gear should be packed away and stored in bins under the tables (or put back on the trailer if you feel that's better).
All rower gear should be packed up (rowers will be sent to do this, but parents can also encourage them to take care of their gear). Any gear that isn't packed up can be hung on the regatta rack.
Everything should be secured in the event of weather.

Post-Regatta Unloading at the Rowing Center & Dirty Dishes (2-4 parents)

When the utility trailer arrives back at the rowing center it needs to be unloaded and the person that hauls the trailer should not be stuck doing it by themselves. Parents should plan on meeting the trailer back at the rowing center (this can often be done while the rowers are unloading boats at the boatyard).

All perishable food should be unloaded and put in the freezer or refrigerator.
Families should take home any perishable food items that will not last until the next regatta if you did not do this already).
Ice in coolers should be emptied and coolers left to dry.
All food should be unloaded from the trailer and brought inside.

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