UK MEGA EVENT

December 10, 2007

At this stage it's probably better to stop mentioning a possible Swindon 2009 event. After all, it may well not happen

Precisely.

I was expressing an interest because in the post I quoted, Dave stated he would be willing to lead a 2009 event if there was enough interest and support. If no-one shows an interest then it will never happen but if there is enough interest now, he has longer to plan the event and make a success of it.

Swindon 2009 sounds good, that's if Harrogate 2008 doesn't run into 2009, these things take time to set up especially as it's the first one.

Lets get the first one out of the way, see how that goes and then decide if we're going to do Swindon. If we do we can then do a 'Lessons Learnt' from Harrogate and make the Swindon event even better and so on. I'm all for continuous improvement.

Lets concentrate on one event at the mo, small steps...........There's nothing to stop the Swindon event being investigated but it mustn't distract attention from the main project................You can tell I'm a Project Manager

3.7k · December 10, 2007

At this stage it's probably better to stop mentioning a possible Swindon 2009 event. After all, it may well not happen

Precisely.

I was expressing an interest because in the post I quoted, Dave stated he would be willing to lead a 2009 event if there was enough interest and support. If no-one shows an interest then it will never happen but if there is enough interest now, he has longer to plan the event and make a success of it.

What I meant was that it would be best to keep quiet about the (possible) Swindon mega-event, even though there may be some activity behind the scenes. Otherwise, there's the risk that some people (particularly in the south) will just skip the Harrogate event in the expectation of a more convenient location next year. Possibly endangering both events.

If there's no publicity about Swindon until after July, they might just make the extra effort to get to Harrogate this year. I understand your point about drumming up interest for next year (or at least getting a feel for the level of interest): but to be honest, if Harrogate is a success then that's all you need to know. The best plan for a 2009 event at the moment is to research venues, publicity, formats and costs without making any firm commitments.

A suggestion for 2008: what about consulting one of the US mega-event organisers? There must be lots of useful information, do's and don'ts, and suggestions sitting out there waiting to be tapped in to. A few hints and tips from the experienced could be more useful than a bucketload of half-baked ideas...

2.9k · December 10, 2007

The USA geo woodstock moves about the country and people are invited to bid to hold the next event.

Its location for the following year is know while the current event is being organised.

This gives the opportunity to hand out flyers, coins, notes etc for leaving in caches this year for next years event.

3.9k · December 10, 2007

I don't know about the other US mega events, but I believe that GW is typically *free*. Free to attend and free food throughout.

As you can imagine, this involves a substantial amount of sponsorship. Americans tend not to have a big problem with that sort of thing. Non-Americans tend to be either embarrassed to ask (especially the Brits) or have some loosely-defined political agenda against it. There's also the problem of convincing sponsors that it's worth their while; geocaching is even less mainstream in the UK than the US, and not many geocachers enjoy wearing a tie to go and ask some corporate marketing drone for money. (Being able to point at the successive years of the Jeep promotion is a good start, though.)

December 10, 2007

I don't know about the other US mega events, but I believe that GW is typically *free*. Free to attend and free food throughout.

As you can imagine, this involves a substantial amount of sponsorship. Americans tend not to have a big problem with that sort of thing. Non-Americans tend to be either embarrassed to ask (especially the Brits) or have some loosely-defined political agenda against it. There's also the problem of convincing sponsors that it's worth their while; geocaching is even less mainstream in the UK than the US, and not many geocachers enjoy wearing a tie to go and ask some corporate marketing drone for money. (Being able to point at the successive years of the Jeep promotion is a good start, though.)

Sponsorship will be key.

December 10, 2007

Would Garmin sponsor the event?

How about Trail magazine?

December 10, 2007

Would Garmin sponsor the event?

How about Trail magazine?

There are a lot of potentail sponsors out there......hardware (Garmin), map software(Tracklog), clothing, footware, Geocache suppliers, magazines, outdoor pursuit supplies etc. Robin's going to need a Marketing/Sponsorship/Salesy person

Who's good at knocking on doors and asking for money?

Edited December 10, 2007 by The Lavender Hill Mob

1.7k · December 10, 2007

The USA geo woodstock moves about the country and people are invited to bid to hold the next event.

Its location for the following year is know while the current event is being organised.

This gives the opportunity to hand out flyers, coins, notes etc for leaving in caches this year for next years event.

As far as I know, that is not true.

December 10, 2007

The USA geo woodstock moves about the country and people are invited to bid to hold the next event.

Its location for the following year is know while the current event is being organised.

This gives the opportunity to hand out flyers, coins, notes etc for leaving in caches this year for next years event.

As far as I know, that is not true.

:drama:

1.7k · December 10, 2007

Edited December 10, 2007 by SlytherinAlex

2.9k · December 10, 2007

The USA geo woodstock moves about the country and people are invited to bid to hold the next event.

Its location for the following year is know while the current event is being organised.

This gives the opportunity to hand out flyers, coins, notes etc for leaving in caches this year for next years event.

As far as I know, that is not true.

There was an interview on podcacher where they discussed next years at this years.

When we applied for mega status for shropshire the 500 limit had not been set it was our application that lead to the setting of this "cap" and its clarification as 500 people not caching identities.

Our rough estimate was that we needed at least 300 caching ID's to turn up to get us to 500 people at the event.

So far 60 caching ID's have posted in this thread so far

This is the thread where we asked for an international tie in and were given pretty short thrift from the other side of the pond it also shows the bidding process for geo woodstock. (fith year now)

http://forums.Groundspeak.com/GC/index.php?showtopic=136480

as is this

http://forums.Groundspeak.com/GC/index.php?showtopic=90673

More info on the previous events can be found here

http://forums.Groundspeak.com/GC/index.php?showtopic=150012

and here

http://forums.Groundspeak.com/GC/index.php?showtopic=105702

HHunters i will repy to your email tonight with how i can and will help.

and finally a link to next years geo woodstock 6

http://www.geowoodstockvi.com/

Edited December 10, 2007 by markandlynn

3.8k · December 10, 2007

Sponsorship will be key.

Unless you're proposing to supply free food and drink, I can't really see why you'll need a lot of sponsorship. Organising an event for 500 shouldn't be much more expensive than organising one for 100. From my experience of events (limited, I'll grant you) very few stay from start to finish. A lot will arrive early then disappear after a few minutes because 'They have to do all the local caches' and won't want to waste time being sociable. Most will arrive late because 'They've had to do all the local caches' and didn't want to waste time being sociable. Just look for a pub with a big garden. Preferably with a second one within walking distance and plan for a maximum of 200 people at any one time.

December 10, 2007

double post!

Edited December 10, 2007 by Malpas Wanderer

December 10, 2007

Having attended GC16RD0 A Caching Christmas Cracker 2007 yesterday which was predominantly an alfresco event, where much of the day was spent out caching, could something similar not be done for the Mega Event.

I haven't even looked to see if there are any caches there but a good location would seem to be The National Forest "wooded landscape for the nation across 200 square miles of central England".

Would it register as a Mega Event if 500 signed the log. Then split off to go caching, the ideal being to have intermediate "meet or staging" points where you partner new teams to increase the social interaction.

Any one know if caching is permitted by The National Forest Company, or if they are approachable?

More importantly anyone like this idea and could enough caches be placed for the numbers attending?

December 10, 2007

Would it register as a Mega Event if 500 signed the log. Then split off to go caching, the ideal being to have intermediate "meet or staging" points where you partner new teams to increase the social interaction.

I would assume the log book would be available at a set place all day to be signed, so people can come and go as they please as some might be travelling just for the day and not staying overnight. Then within that day you can have set times if you wish to arrange any activities? TB swapping/Coin purchasing/meet other cachers/kids games etc. That way the log would be signed by all and people can arrange their own caching around whatever activities they wish to join in?

As for the food/drink aspect ....

At a Teddy Bears Picnic recently, everyone supplied their own food/drink for a picnic, (a buffet where everyone supplies something) which worked successfully.

At the GITG people supplied their own food/drink to put on the BBQ, which again was a success.

Depending on the location, there may be local pubs/cafe's where people can organise their own food saving the organisers this headache all together?

3.9k · December 10, 2007

As for the food/drink aspect ....

At a Teddy Bears Picnic recently, everyone supplied their own food/drink for a picnic, (a buffet where everyone supplies something) which worked successfully.

What the Americans call "Pot Luck" :unsure:

Don"t forget that GW lasts 3 or 4 days, partly because people roll up over quite a long period, but also because you don't want to make a huge trip for just 3 or 4 hours on site. So you are faced with how to feed 500+ people for 6 meals. Many people can't carry that amount with them, and if you limit attendance to experienced self-catering campers, you're putting a dent in the potential numbers.

December 10, 2007

Having attended GC16RD0 A Caching Christmas Cracker 2007 yesterday which was predominantly an alfresco event, where much of the day was spent out caching, could something similar not be done for the Mega Event.

I haven't even looked to see if there are any caches there but a good location would seem to be The National Forest "wooded landscape for the nation across 200 square miles of central England".

Would it register as a Mega Event if 500 signed the log. Then split off to go caching, the ideal being to have intermediate "meet or staging" points where you partner new teams to increase the social interaction.

Any one know if caching is permitted by The National Forest Company, or if they are approachable?

More importantly anyone like this idea and could enough caches be placed for the numbers attending?

I think we're all agreed it's gonna be Harrogate now. I can tell you, from someone who lives in the national forest it's very cache light.

December 10, 2007

Sounds like a great idea and look forward to attending. Harrogate sounds like an excellent choice and don't think you will have any difficulty in getting to 500!

December 10, 2007

We'll potter up for this one if it dosen't clash with other happenings.

Well done on going for it, all of you. Our best wishes for a great event, even if we don't get there.

L&H

1.8k · December 10, 2007

Geocaching has been on the back burner for me for a few days so I have only just read this topic. :unsure:

As it seems to be gelling for Harrogate and as Robin has taken the lead I think that any other suggestions of location are no longer relevant, at least for 2008. :lol:

So I am adding my backing to Robin and wish him and his committee well - whether I shall be able to help is uncertain at the moment but if I can be there on 12th January I will be in direct touch with Robin as suggested. Meanwhile I have put a watch on the cache page and await developments with great interest. :unsure:

December 10, 2007

We hope to attend the event assuming the dates work; there are 5 Wombles which is 1% of the target :unsure: . I see the Yorkshire Showground has a Caravan Club site for all of us with Tin Tents.

December 11, 2007

Thanks HH for drawing our attention to this thread.... Team Bostik (3 of us) would certainly be up for it.....

December 11, 2007

Sorry to be wading in so late (been busy with uni work) but I know several places that might be suitable. I have organised large events, my last big one had 600 people attending on a campsite!

To give you an idea of one location it has the following to offer:

You cant get more central in the UK - North Leicestershire.

I have two sites with Manor houses, one which could easily host various events and they will even do breakfast for us all.

There is plenty of land for camping - currently not sure if it has electric hook up for tin tents but there are several caravan club sites nearby.

Its close to East Midlands Airport which has internal and European flights - easy and cheaper for Scottish cachers than driving all that way (I have travelled to Scotland via plane)- I'm a car-less cacher and know that there will be people more than happy to take you caching with them.

There are heated Scout huts there for those of you who don't like tents/don't own one.

Its close to J22 of the M1.

Derbyshire peaks aren't too far, nor is the many cache haven that is Nottingham if you fancy a day out somewhere en-masse :unsure:

Feel free to flame me!

1.2k · December 11, 2007

<snip>To give you an idea of one location it has the following to offer:

You cant get more central in the UK - North Leicestershire.<snip>

As Harrogate has been settled on for 2008 this sounds like a great candidate for 2009.

December 11, 2007

As Harrogate has been settled on for 2008 this sounds like a great candidate for 2009.

Or

> Swindon - 2009

> North Leicestershire - 2010

Edited December 11, 2007 by The Lavender Hill Mob

December 11, 2007

Sorry to be wading in so late (been busy with uni work) but I know several places that might be suitable. I have organised large events, my last big one had 600 people attending on a campsite!

To give you an idea of one location it has the following to offer:

You cant get more central in the UK - North Leicestershire.

I have two sites with Manor houses, one which could easily host various events and they will even do breakfast for us all.

There is plenty of land for camping - currently not sure if it has electric hook up for tin tents but there are several caravan club sites nearby.

Its close to East Midlands Airport which has internal and European flights - easy and cheaper for Scottish cachers than driving all that way (I have travelled to Scotland via plane)- I'm a car-less cacher and know that there will be people more than happy to take you caching with them.

There are heated Scout huts there for those of you who don't like tents/don't own one.

Its close to J22 of the M1.

Derbyshire peaks aren't too far, nor is the many cache haven that is Nottingham if you fancy a day out somewhere en-masse

Feel free to flame me!

I think that is a good shout, I have just put a flag on Harrogate and one on J22 of the M1 and then looked at the density of towns and cities below and above. I would have thought that the balance of cachers north/south would have been closer nearer to the J22/M1 site.

However it looks like this is a dead argument as it seems the area has been chosen. :blink:

You'll never please everyone I suppose!!

Good shout though Alice

Wadders

3.8k · December 11, 2007

"WE NEED YOU..."

OK we are off...

http://www.geocaching.com/seek/cache_detai...dc-0c7a74a71b13

Please do not place notes on the cache page....use this forum

Cache page is initially designed for you to place a watch on it...

The cache page will be updated shortly and linked to our own web page with further details.

Come on UK, lets show the USA we are here !

100 users watching the event page with anticipation. If this is a sign, then I think we can do this? :blink:

I took the liberty of emailing people on my address book that I thought may not know about the event. Several have emailed me back thanking me for the heads up, and one has already replied in here.

So may I suggest that if you have people in your address book that you think that they don't frequent the forums, dropping them an email to let them know. I am not suggesting that anyone starts spamming people through the GC.com system.

Whilst this event page doesn't have Mega status, it won't be shown to the whole country until 1 month before the actual date. I just think that the more people that know the better.

December 11, 2007

Just to add my tuppence...

I'd love to attend an event such as this, but it has to bee on a weekend for me otherwise it'll be a definite no-show I'm afraid because of work commitments.

Also, coming from deepest South Wales, for me it would need to be towards the southern end of the country - anything north of Manchester, for a single day event would make me seriously consider whether the time and fuel expense would be worth it as it would mean more than a 4 hour drive each way and possibly an overnight stay (though that wouldn't be out of the question).

Still, once the final venue is decided upon I shall consider my options and possibly scout for people around here to share the cost of the journey.

3.8k · December 11, 2007

I think the possibility of an overnight stay (regardless of location) would be on the cards for the majority of people that would be needed to attend this.

I have already got my leave pass signed by Mrs HH, my only worry now is that it will fall on a date that I can't get off from work!! I work more weekends than what I get off, but I strongly agree that it should be held over a weekend, as this will give maximum availability.

December 11, 2007

Will try to make it down from Edinburgh depending on when it is. Would probably stay with our daughter in Manchester, but Harrogate is not so far from there.

Anyone creative enough to make a geocoin to commemorate the event?

December 11, 2007

So it's Harrogate in ' 8!

Edited December 11, 2007 by John + Carol

December 11, 2007

I have already got my leave pass signed by Mrs HH, my only worry now is that it will fall on a date that I can't get off from work!! I work more weekends than what I get off, but I strongly agree that it should be held over a weekend, as this will give maximum availability.

Perhaps the length of the event could be one of the items discussed. If it was held from a Saturday until the following Sunday that could give people the option to attend or one or the other weekend or plan to make a holiday of it and stay for the whole time.

December 11, 2007

Just to give an update...

A lot of things have happened in the past three days and I must say thank you to all the cacher teams who are currently watching the cache event page.

Obviously we only need 500 people to attend and not 500 teams and so the 108 current watchers is great news after 3 days.

In the next 7 days the cache page will be upgraded and we will also have our own dedicated website.

One of the first requests will be for the 500 + names to be added to our own website to proove to Groundspeak that this event will be a Mega event... then we can apply for UK's first MEGA Icon.

We will let you know when the list of names will be added.

A lot of items have been discussed within the committee members and local councils, landowners etc etc have already been approached and meetings already held.

We have and will take into account many of your views and we shall try to cater for as many as possible, but we can not please everyone.

Please bear with the decisions the committee will make on your behalf.

Further update on the Mega event will be made on the cache and website in the next week to 10 days.

In the meantime, please can all cachers publicise the event as much as possible to members who do not visit the forums, e.g. mention in your caching logs etc etc

On behalf of the committee

Robin (Harrogate Hunters)

Edited December 11, 2007 by UK Mega Event Committee

1.7k · December 11, 2007

On the subject of advertising, how about an advert to be added to cache listings, linked to the Mega Event listing or its related web page?

I was thinking along the lines of the one on PUPs Little Quest.

3.3k · December 11, 2007

On the subject of advertising, how about an advert to be added to cache listings, linked to the Mega Event listing or its related web page?

I was thinking along the lines of the one on PUPs Little Quest.

That's a blinding idea.... If someone can create a banner ad and the necessary HTML, I'm sure there would be dozens (hundreds?) of cachers happy to place the banner on all their own cache pages. This would give prominent and long standing advertising for the Mega event, potentially exposing the details to almost every single cacher in the UK over the next 6 months.

Stuey

December 11, 2007

On the subject of advertising, how about an advert to be added to cache listings, linked to the Mega Event listing or its related web page?

I was thinking along the lines of the one on PUPs Little Quest.

That's a blinding idea.... If someone can create a banner ad and the necessary HTML, I'm sure there would be dozens (hundreds?) of cachers happy to place the banner on all their own cache pages. This would give prominent and long standing advertising for the Mega event, potentially exposing the details to almost every single cacher in the UK over the next 6 months.

Stuey

Excellent idea. We live too far away away to give organizational support but would be willing to help in this way. No prob's

December 11, 2007

Only a 5 hour drive from Perth, so just a wee run doon!

Def be there

Snaik

December 11, 2007

a message posted on behalf of jaz for harrogate hunters with regards to the mega event

just let Harrogate Hunters know I've got his emails, but I can't reply, but "I'm working on it" and I should be back online tomorrow night

December 11, 2007

How about getting in touch with the folk that do the podcacher podcast and see if they will interview someone from the committee, may be a good way of getting the event advertised Internationaly and show Groundspeak that its a serious idea. Afterall didnt they throw the idea of the WWFM event around and that seems to have worked.

December 11, 2007

Phew, Virginmedia have fixed my connection with stickytape.

I've been working on the banner add idea, I should have something for folk to add to cache pages, profiles etc sometime tomorrow.

3.7k · December 12, 2007

How about getting the info web page translated - at least into French, German and Dutch? That would encourage other Europeans, and emphasise that the event is not just aimed at cachers in the UK and Ireland.

Basic flight details to Leeds/Bradford Airport (obviously, a link to the airport website as well) might just help, as well as a guide to travel via North Sea ports. There's loads of geocaching activity on the Continent (as you'll be aware already) and this is a good opportunity to open up communication channels!

December 12, 2007

In the meantime, please can all cachers publicise the event as much as possible to members who do not visit the forums, e.g. mention in your caching logs etc etc

What about leaving Mega Event flyers in caches!

And a UK Mega Event TB race. The TB to do the most miles from Jan 1 to the Mega Event

Edited December 12, 2007 by The Lavender Hill Mob

December 12, 2007

Would it be acceptable to mention the event when logging a cache (reviewers opinion needed)?

If we all did this, and also requested the cache owners put a link on their page word would spread very quickly.

December 12, 2007

Don't forget Doncaster Robin Hood Airport - they do cheap flights to/from Ireland with Ryanair and to other destinations in Europe.

December 12, 2007

Will try to make it down from Edinburgh depending on when it is. Would probably stay with our daughter in Manchester, but Harrogate is not so far from there.

Anyone creative enough to make a geocoin to commemorate the event?

Our first attempt...

1.7k · December 12, 2007

Would it be acceptable to mention the event when logging a cache (reviewers opinion needed)?

I don't see why not :unsure: Go for it!

December 12, 2007

Once the location and time are set can we get this into the Groundspeak weekly email?

December 12, 2007

100 users watching the event page with anticipation. If this is a sign, then I think we can do this?

I am one of the watchers but I am unlikely to attend as Harrogate is a bit far from South Wales but count me in for Swindon 2009 (unless 6 numbers come up on tonights lotto :unsure: ).

December 12, 2007

I've put together a banner for cachers to add to their cachepages if they so with, to help publicise the event beyond the forums.

It will be updated every so often with news updates.

To add it to a page, first make sure you tick the "The descriptions below are in HTML" checkbox, then copy and paste this code into a suitable place on the page.

<center><a rel="nofollow" href="http://www.geocaching.com/seek/cache_details.aspx?guid=327acf90-80bc-491c-aedc-0c7a74a71b13" target="_blank"><img src="http://jaz666.googlepages.com/anibanner.gif" border="0"></a></center>

This is what it currently looks like.

3.8k · December 12, 2007

The world's most prolific cacher is going to make an appearance. :unsure:

Jaz the banner looks good, but when you do the updates, will the code stay the same?

UK MEGA EVENT

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