A Little Help Here

[+Totem Clan]

Yesterday I attended a National Trails Day event in a local Greenway. One of the things they were promoting was geocaching. Caching is not that big up here yet but is growing daily. I’ve been trying to get a group or club going up here. Right now I’m planning an Event Cache for later this summer. Anything that would promote caching is fine by me so I talked to the organizer and got quite a surprise.

 

Turns out that she is not a cacher but is somewhat geocache savvy. She wants caches to be hidden in the Greenway to help tourism. No prob, I can do that. She wants a CITO event or two in the Greenway to help keep it clean. No prob, I can do that. Then she says that some people have contacting her about starting a caching club. So I say, “No prob, I can do that.” Then I see the signup list she had posted for anyone interested in the club. There were a lot of people on it. Don’t get me wrong, that’s great.

 

Now here is the problem. I was planning on getting together a small group of cachers and then working up to a larger group by introducing new cachers to the sport. Now I have a whole list of noobies, and I want this to be a great thing for them and for geocaching in our area.

 

I’m still planning on having the event and should have it posted by the end of the week. It will be on the 19th of Aug. I will contact everyone on the list. That will be a good start. Now what do I do?

 

I need some ideas. How is your group organized? What would you do next? One idea is a class on geocache for newcomers like this one http://www.adn.com/news/alaska/ap_alaska/s...p-7685306c.html.

 

Should I advertise this in the local paper? Give me some help here, so that this will be the beginning of something great.

 

Thanks in advance for your help.

[+Torry]

Don't expect much help from any big papers but if you have some local weeklies in the area they are always looking for items to fill the pages. If you throw in a small ad or blurb (Usually less than $30, depending on the size and circulation) that helps, too.

If you write it yourself you improve your chances. PM me if you need some help. A photo or two is a plus. Try to get it in early as it will most likely be used as filler on a slow week.

 

Some simple fliers in the park office helps.

 

Some parks have a newsletter that goes out to the local chronics and many now have websites that will place notices for free. You can also submit items to the state and local tourism offices to make their websites.

 

Does your local town have a website? They are often starved for news items and events that don't involve school board meetings and locations of recycling bins.

 

What about a few fliers at the sporting goods counter in the local Wal-Mart or other places that sell GPSr's in your area?

 

Is there a shelter or two in the park with the plexi-glass covered message board listing shelter schedules, park rules and poison oak notices?

[+The Herd]

Totem,

I haven't organized a group before, but have put on an event that turned out to be a HUGE hit, a lot of cachers in attendance...as well as a couple small events. If you have the means to contact the media, that would be a great start! Posting in your local forums (if ou have one) is also a great way to get words out. If you don't have one, start one up, and email local cachers from your area to tell them about the new forum. Of course, you could always post it on here...but...don't say I didn't warn you!

[+Totem Clan]

Another quick thought on this line.

 

What about club structure. Do you have officers, Pres. vice-pres ect.

Also some groups have dues. I'm going have dues anytime in the near future, but how does that work.

 

I can answer any questions that the group would have about caching but I'm a total noob when it comes to groups and organizing them.

 

On the plus side, I listen well and learn fast.

 

Help!!

[caledonia]

Just as planning any event, ask yourself all the questions you can think of.

 

-Where is a good place to meet? Estimate how many people you might expect, what you plan to do, indoors or outdoors, what facilities do you require, and get that place reserved as early as possible.

 

-Will you have food? Then you will need tables and utensils, including garbage bags. Do you need a grill or a kitchen? Are you going to provide food or refreshments, or do you want guests to bring the food?

 

-Do you want to place a donation box out?

 

-You will want a table or two even if you're not eating, for the sign-in sheet, travel-bugs, displays, etc.

 

-Will you need to ask people to bring their own folding chairs?

 

-Do you want to provide printed pages for any existing area caches? Will you be placing learning caches for the event to demonstrate equipment, etc, if you're having a class? Do you want to exhibit various common types of caches and containers to show folks what to watch for?

 

-How can the Greenway people help you with publicity? Does your newspaper have a Community Events section you can submit your event to?

 

-Enlist the other interested people you discovered in any kind of help they can provide. Delegate, delegate, delegate. Just ask them what they can do and how they can help - I bet you're surprised.

 

-Double-check your reservation a few days in advance. Make sure any key deposits are paid and receipted, that there is tp in the restrooms, that the light bulbs work, that the place is clean, and what additional things you might need to provide.

 

-Do you want signs to announce your meeting place on the day of the event? On the road? At the turnoff? On the door? Get those made up in advance.

 

-I always find it most pleasant to aim to have everything in place at least by early in the day of the event, if the night before is not possible. This gives me time for those last-minute things that will crop up, and gives me time to take a breath and enjoy the event myself.

 

-Don't forget your camera.

 

-Have fun!

=)

Edited June 4, 2006 by caledonia

[+Audion64]

How formalized the structure of your group is will be somewhat determined by your goals for the group.

 

If you are just wanting a socializing group that gets together on occasion for caching, or meet & greet events then there won't be much need for having officers, membership lists, dues etc. You can just post Event caches, folks will come and you all enjoy. Pretty simple.

 

If you are wanting to have the social aspect as well as being a recognized as a formal 'legit' organization by the local authorities (Forest Preserve Districts, Park Districts, etc). Then you will need some sort of formalized structure to the group. Officers, defined membership rules, etc. To form a group like this is going to take at least a couple of dedicated people who are gungho about forming such a group. This core 'starter' group will most likely end up being the first officers of the group and will be the 'glue' that holds together the group in its infancy... otherwise with geocaching being 'a flash in pan' for so many noobies the group would quickly fizzle out. Sounds like you'll end up being the first group President.

[+IV_Warrior]

I would start with getting a website or forum of some sort put together where the group can chat. Talk with the cachers in your area that you know (either personally, or from seeing their name in cache logs repeatedly) for help in organizing things. Once you get the site presentable, start making the announcements. Use the list you have of interested parties and contact them with the site address. Link to it from your cache pages/the event page.

 

Determine how "formal" the group needs to be. If you want it recognized officially as a non-profit organization, there's a lot of work to do that. Including, but not limited to, having officers, by-laws, etc. There are some groups out there that either have achieved that status, or are working towards it.

 

If you know of a group that's organized similar to what you have in mind for your group, e-mail leadership from that group asking for pointers on setting up yours. I'd think most would be happy to help.

[+wiseye]

You've gotten lots of good advice here. I would suggest that you contact local cachers, if you don't know them get them from local logs. See how many will help at an event geared towards "Show the noobies what we do". I wouldn't advertise for more noobies untill you have the situation under control. It's generally easist to form an informal group first. Poll the local cachers as to how formal they want to be and what their group goals are and then work it from there. The Greenway Gal wants alot for her own purposes, nothing wrong with that, what can she do to help with the first event? Free use of a meeting place, door prizes, chairs, water ect., ect. It sounds like a very nice relationship could develope between the Group and the Land Manager here. Best of luck!!

[Keystone]

Moving thread from "Geocaching Topics" to the "Organized Geocaching" Forum. Good luck with your efforts!!!