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Organizing a local event, need ideas!


The Amigos
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We are organizing a local caching event for our group. I would love to have some ieas from those who have hosted and event, or even just attended an event and did something that you really enjoyed.

 

I think we are going to have a potluck dinner. I wanted to just order pizza, but don't know whether people would want to pitch in on the cost, and can't cover the cost myself. The event will be about 3-4 hours long.

 

I am basing the ideas on "creatures" you may come face to face with while out caching.

Some of the caches will be micros, hidden in insects or small animals or other small creatures. Some of the caches will be camoflauged with stuff from the area, and will be small to regular size, complete with swag. All will have a FTF item, so the group with the most FTF's at the end of the event will get a special gift.

 

I want to play a version of "BINGO". I thought that I would buy some Bingo cards and give each "family" a card. I will tack Bingo numbers to the trees where we are having the event. As they cache, they can find Bingo numbers. When they get a bingo, one member of the family can return the card to the starting point to collect a prize, while the rest of the group continues caching. The area is large enough to hide 15-20 caches, but small enough that a person can quickly rejoin their group. It's also located in an area that there will not be any outsiders accidently coming into the event.

 

Any other ideas? Any help would be appreciated.

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We are organizing a local caching event for our group. I would love to have some ieas from those who have hosted and event, or even just attended an event and did something that you really enjoyed.

 

I think we are going to have a potluck dinner. I wanted to just order pizza, but don't know whether people would want to pitch in on the cost, and can't cover the cost myself. The event will be about 3-4 hours long.

 

Potlucks are the best way to go. When we throw an event, it is always a potluck, and there is always more food that the whole mob can eat. Plan on more water than you think you need. We brought 8 cases to GeoLuau 3 this year. A good rule of thumb is figure on 3-4 bottles of water per guest. Our events also tend to run 5-6 hours, and that may be a bit long.

 

I am basing the ideas on "creatures" you may come face to face with while out caching.

Some of the caches will be micros, hidden in insects or small animals or other small creatures. Some of the caches will be camoflauged with stuff from the area, and will be small to regular size, complete with swag. All will have a FTF item, so the group with the most FTF's at the end of the event will get a special gift.

 

This sounds like a great idea, and we may borrow it someday. Maybe for GeoLuau 4. Basically, you need to have things for your guests to do other than sit and drink and talk. It is also essential that you have games/activities specifically designed for the kids. Remember, if the kids are entertained, the parents are more likely to enjoy the event, and stay longer. We keep the kids as busy as we can.

 

I want to play a version of "BINGO". I thought that I would buy some Bingo cards and give each "family" a card. I will tack Bingo numbers to the trees where we are having the event. As they cache, they can find Bingo numbers. When they get a bingo, one member of the family can return the card to the starting point to collect a prize, while the rest of the group continues caching.

 

This might be a better idea for the kids. Run it like a scavenger hunt. One problem that appears right off is how are teams selected? What about the cacher that comes alone? Will he/she get stuck with someone not to their liking?

 

Any other ideas? Any help would be appreciated.

 

Contact your local businesses, and ask for sponsorship. Write a letter that describes what you're doing, where it's gonna be, when it's gonna be, and what Geocaching is. You don't want a novel, here.

 

Make every effort to keep it to 1 page. Make sure you state n the letter that this is a non-profit event. Believe me, it makes a difference to a possible sponsor. And that their sponsorship would benifit the local caching community, who, it so happens, are these companies patrons.

 

Ask grocery stores for cases of water, day-old bread, fruit juice drinks for the kids. Ask party stores for napkins, decorations. Ask a print shop to print whatever you might need.

 

In a nutshell, find a local business that provides a service that you will need for your event, and ask them for it. They might say no, but they are just as likely to say yes.

 

When you do get sponsors, remember to send them a thank-you note after the event.

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Don't over-plan. Remember many of us come to event to socalize with our fellow cachers, and don't need to have events or activities planned for every minute of the event.

90% of the activities at our events are to keep the kids from getting bored. When they get restless, the parents want to leave. These activities need to be planned out in pretty good detail.

 

Since the point of any event is to sit and swap lies, you get more lie-swapping done if people stay longer.

 

We have also learned that if something is going on somewhere, then the guests will tend to wander around, and talk to more than the same usual folks. This also gives any newbies a chance to talk to the locak "big guns".

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We are actually going to have some caching going on after eating. We picked a little-known park that has an enclosed area that can only be used with permission. This area isn't huge, but large enough to hide 15 or so caches and not have everybody on top of everybody else (approx. 1/2 mile square with a dirt road running around the area). I think that it wil be about half and half between micros and regular caches with swag. I may even be able to publish a few of them, even though they will only be available for the day, and have to be removed after the meeting. I am trying to make the caches to match the area, or to be some type of critter (bug/frog/mouse, etc.) or animal that can be encountered while caching. There are going to be prizes for the FTF's of certain caches. Hopefully, it will be a good meeting. We don't have too many small children in our group. A plus to the location is that it also has a nice large shaded playground for the kids.

 

I've been trying to think of some games that could be done at the same time as the cache hunt. Any ideas?

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I just looked up the event page.....and it looks like a really well-organized event! If I was in West Texas, I would try to make it to that event.

 

As far as planning...I have only hosted one event, and for my activity we did a cookie swap where everyone brought a package of cookies and we told a story. For everytime in the story we say the word "right" then everyone passes their cookies off to the person on your right....Same idea for "left"! It worked really well and everyone got to go home with some good cookies. The story was a humor Geocaching story that we put together to include the names of all the cachers that logged and sayed that they were coming. Just something to add to the social time for cachers. I love social events where you can talk with people you haven't seen in a long time...or meet new people that you have seen in the log books or on the internet via cache hides, logs, or forums!

 

Great work and good luck with the event in November.

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Well, I have actually gotten some local donations for my event, not as many as I had hoped, but more than I expected! So I guess I'm saying the right things to somebody!! lol

 

I wrote a letter explaining about the event, included a stamped, self-addressed envelope, and asked to always speak with the manager of the establishment.

 

Is this the way that things are usually done?

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Also, if you have a business that has more than one location in your area, is it considered o.k. to ask all of the locations for danations, or just one of them? :blink:

If it's a chain, like Lowe's, or K-Mart, then there's no need to ask more than one. They will all go ask their Regonal Boss. Or, they will tell you to contact the Home Office.

 

Sometimes, the manager of a local chain outlet will have the nerve to say yes on his own, but not often. We had the manager of a local outlet for a Restaurant chain that shall remain nameless go out on his own, and agree to sponsor us.

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Some events I have run, (and have a cheat sheet for people to emulate):

 

Secret Agent Mission Impossible Theme

Pirates of Harriman: Pirate Theme

Murder Mystery

Geocacher's Anonymous Meeting

Joker's Wild: Casino Themed Event

 

Just some ideas... GeoLuau... Sounds fun too... I have a couple other events in the works, (1) a NJ Rocks! GeoRally Tour of Rock Formations in our area, (2) Gilligan's 5 Star Event: On an Island, (3) In the Army Themed Event

 

Anyways, looking at your event page looks like you have plenty of ideas and plans. :rolleyes:

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I did my first event recently ("A Walk in the Park" GCXHE7) that was a 7 point multi before the coffee/get-together part. 7 micros plus the final of which each cacher/team was given a color path and a start WP. Each color path took them to 5 of the 7 WPs to get the numbers to find the final.

 

I put together a spreadsheet that calculated the numbers and generated the micro tags so all I needed to do was put in the 7 WP co-ords & final and everything got generated. This way you could have 30+ people/teams all hunting without following on each others heels.

 

It's an easy tool for re-creating the same sort of event cache elsewhere. PM or email me if you're interested.

 

Cheers,

G.

ssheet.jpg

 

Edit: added Event GC number

Edited by GSVNoFixedAbode
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Not something that would take too long, but maybe just to fill in open time.

 

I made these milestone key chains (the final actually had a hole and a chain) and gave them away periodically during our get together. It helped fill up the down time while we were hooking up computers, loading PDA's etc

 

7cf42ce2-0be9-4e23-8d20-b8030b1f8017.jpg

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