How Do Events Work

[Atiyamosam]

Hi everyone. I am new to this and I would like to attend an event in Johannesburg called Pi Day. However, I am not sure how these work. Can someone please explain.

 

Thanks

[+Chief301]

Well, basically you just show up at the specified coordinates at the listed time and meet other Geocachers. Might be hundreds or just a handful. The ones I have attended were pretty informal, just a meet and greet. Sometimes it's at a restaurant and everyone can grab a bite while they socialize. Sometimes activities are planned, and sometimes there are drawings for door prizes. It's all up to the host how formal or informal the event will be.

 

There are also almost always trackables to be discovered...some are part of someone's personal collection and some just happen to be in a particular cacher's hands on its way somewhere else.

 

It's really cool to meet some or your local cachers and get to know personally those folks whose names you've only seen on log sheets.

 

You can also a log a "Will Attend" prior to the event to let the owner know you plan to be there. Sort of like an RSVP. Then after the event itself you log "Attended"

 

There are some humongous Mega events but most events are these little local meet 'n' greets. There are also CITO (Cache In-Trash Out) events where cachers meet up to maybe clean up a local park or something like that.

Edited February 2, 2015 by Chief301

[Pup Patrol]

Hi everyone. I am new to this and I would like to attend an event in Johannesburg called Pi Day. However, I am not sure how these work. Can someone please explain.

 

Thanks

 

Most events are casual get-togethers. Different events take different formats, so you need to read the cache page.

 

Log your "will attend" to let the event host/hostess know how many numbers of folks to expect. And after you've attended, you can log an "attended" log.

 

Don't be shy, and introduce yourself to folks. At least you know going in that everyone has at least one common interest.

 

Hey, looks like the local Reviewer will be in attendance.

 

Looks like this one in particular has a couple of things going on, in particular the flash mob photo at 9:26 am. So you might want to plan your arrival at 9:00 am, as explained in the cache page:

 

http://coord.info/GC5JX4R

 

At this specific event, a flash-mob style photo will be taken at 9:26am. The event itself will start at 9:00 and end at 11:00. Activities include walking the dogs (bring your own dogs), cycling (bring your own bikes) kids play area (for kids only) and generally, socialising. There is a high likelyhood of geocachers bringing snacks along too. Some are considering "Braai a Pie" and updates will be forthcoming of any further information.

 

 

B.

Edited February 2, 2015 by Pup Patrol

[+dprovan]

Log your "will attend" to let the event host/hostess know how many numbers of folks to expect. And after you've attended, you can log an "attended" log.

Just to be clear: I haven't once filed a "will attend" log, and it's not normally a requirement (although, again, check the cache description). If you know you're going to attend -- and you sound pretty gung ho about it, so I'm guessing you do know -- then it's great to file a "will attend" log, but don't not attend only because you couldn't promise in advance that you'd be there. Me, I'd be more embarrassed if something came up and I didn't attend after I filed a "will attend" then I am to show up unannounced. (But, then, events are always pretty casual here in the SF bay area.)

[+Road_Trip]

The "will attend" log is usually just a courtesy to the CO, so they get a sense how many will be attending... it's also useful for other cachers who are considering attending an event; as an event lets folks meet other cachers they only know through cache logs or cache listings online.

[gronno]

With regards to an event is there a recognised way of 'releasing' a group of caches in say a town on a specified day s o as to create a geocaching event? I'm thinking of a/ local town festival which would like a geocaching event on a particular day, with 20 or so caches located at historical points of interest around the town.

[+vw_k]

With regards to an event is there a recognised way of 'releasing' a group of caches in say a town on a specified day s o as to create a geocaching event? I'm thinking of a/ local town festival which would like a geocaching event on a particular day, with 20 or so caches located at historical points of interest around the town.

 

This has been done before, the best thing to do is to contact your local reviewer beforehand (give them lots of notice) and tell them what you'd like to do, they may be prepared to review your caches and then publish them on a specific day/time for you.

[Pup Patrol]

With regards to an event is there a recognised way of 'releasing' a group of caches in say a town on a specified day s o as to create a geocaching event? I'm thinking of a/ local town festival which would like a geocaching event on a particular day, with 20 or so caches located at historical points of interest around the town.

 

Guidelines:

http://www.geocaching.com/about/guidelines.aspx

 

6. Submitting a Geocache Listing

 

Placing a large number of geocaches to be published on the same date requires advanced planning.

 

Submit the cache listings at least ten days in advance of the requested release date. Post a Note to Reviewer on the cache listings requesting that the caches be published on the date specified. Reviewers will strive to accommodate reasonable requests. Caches placed in connection with an event must be left in place after the event. See "Geocache Permanence" above.

 

2. Additional Listing Guidelines for Specific Geocache Types.

 

An event is a gathering of geocachers, facilitating the social aspect of geocaching. It is organized by geocachers and is open to other geocachers and those interested in learning about the game. It takes place at the posted coordinates, includes start and end times, and lasts at least 30 minutes. Events with several elements, a sequence of events, or events that are near the same time or location and intended for the same audience should be submitted as a single event. Additional waypoints may be added to the event listing for the locations of event activities.

 

Events must be submitted at least two weeks prior to the event date. Events are usually published no more than three months prior to the event date. Events may be published up to six months prior if an overnight stay is expected by attendees or if the event is designed to attract geocachers from beyond the local area. After an event has occurred, the listing is to be archived by the geocache owner.

 

An Event Cache should not be set up for the purpose of gathering geocachers for a geocache search. If an event is already organized outside of the geocaching community or it will happen without a Geocaching.com listing, it is likely not an Event Cache. Examples include concerts, fairs, sporting and scouting events.

 

Event Caches, like other geocaches, will only be published if they meet the commercial cache guideline. Geocache owners can include basic information about the location on the geocache page, even if it is a commercial location. Event listings may request donations or charge a fee to cover legitimate costs of the event. A list of sponsors, without logos or URLs, may be on an event listing. Event listings may only mention sales of event-related Geocaching.com trackables. Listings may include a link to a non-commercial event landing page. Attendees may be required to register at a separate registration page.

 

 

B.

[PhillyRiver]

"An Event Cache should not be set up for the purpose of gathering geocachers for a geocache search."

 

Can someone please clarify this rule? I've read all guidelines and many forum posts about Event Caches, but this item is confusing me. Here's what we'd like to do: a small group of us (new geocachers) want to hold an event at a cafe, or maybe a weekly series of bars and cafes, and invite people to discuss and learn about geocaching, and to go out in teams and find geocaches that we have placed for that day only. The caches would not be listed on geocaching.com, but the Event would be. The cache coordinates would be handed out on printed sheets for the teams. Caches themselves would be removed that day.

Is that OK? Thanks.

[Pup Patrol]

"An Event Cache should not be set up for the purpose of gathering geocachers for a geocache search."

 

Can someone please clarify this rule? I've read all guidelines and many forum posts about Event Caches, but this item is confusing me. Here's what we'd like to do: a small group of us (new geocachers) want to hold an event at a cafe, or maybe a weekly series of bars and cafes, and invite people to discuss and learn about geocaching, and to go out in teams and find geocaches that we have placed for that day only. The caches would not be listed on geocaching.com, but the Event would be. The cache coordinates would be handed out on printed sheets for the teams. Caches themselves would be removed that day.

Is that OK? Thanks.

 

Don't mention the cache hunting after the event in the event description, and that will be fine.

 

Temporary caches not listed on GS? No problem.

 

Guidelines:

http://www.geocaching.com/about/guidelines.aspx

 

Event Caches

 

An event is a gathering of geocachers, facilitating the social aspect of geocaching. It is organized by geocachers and is open to other geocachers and those interested in learning about the game. It takes place at the posted coordinates, includes start and end times, and lasts at least 30 minutes. Events with several elements, a sequence of events, or events that are near the same time or location and intended for the same audience should be submitted as a single event. Additional waypoints may be added to the event listing for the locations of event activities.

 

Events must be submitted at least two weeks prior to the event date. Events are usually published no more than three months prior to the event date. Events may be published up to six months prior if an overnight stay is expected by attendees or if the event is designed to attract geocachers from beyond the local area. After an event has occurred, the listing is to be archived by the geocache owner.

 

An Event Cache should not be set up for the purpose of gathering geocachers for a geocache search.

 

If an event is already organized outside of the geocaching community or it will happen without a Geocaching.com listing, it is likely not an Event Cache. Examples include concerts, fairs, sporting and scouting events.

 

Event Caches, like other geocaches, will only be published if they meet the commercial cache guideline. Geocache owners can include basic information about the location on the geocache page, even if it is a commercial location. Event listings may request donations or charge a fee to cover legitimate costs of the event. A list of sponsors, without logos or URLs, may be on an event listing. Event listings may only mention sales of event-related Geocaching.com trackables. Listings may include a link to a non-commercial event landing page. Attendees may be required to register at a separate registration page.

 

 

B.

Edited March 10, 2016 by Pup Patrol

[PhillyRiver]

Thanks. I've read those guidelines multiple times. If we aren't allowed to mention that we're having a team geocaching competition as part of the event, I'm afraid no one will want to come. Sounds like this is something we should do entirely unofficially, and not even list it as an event cache. Is it OK to use the term "geocaching" for such an event, or is it trademarked? I see TM next to CITO on my geocoins, but not next to geocaching.

[+Mike in FN20hc]

Thanks. I've read those guidelines multiple times. If we aren't allowed to mention that we're having a team geocaching competition as part of the event, I'm afraid no one will want to come. Sounds like this is something we should do entirely unofficially, and not even list it as an event cache. Is it OK to use the term "geocaching" for such an event, or is it trademarked? I see TM next to CITO on my geocoins, but not next to geocaching.

 

The Philly area is rich with events, many groups having monthly dinner (or other meal) gatherings with no organized caching. For the recent Leap Day souvenir there were at least a dozen events at various times that day. Check out a few of the recurring events, most folks are very welcoming. There have been annual picnics featuring a "poker run" of caches published the morning of the event. Others are held close to or inside cache dense parks. Lots of ways to draw attendees without an organized hunt.

 

The important issue is the event should be primarily for a non-caching social activity. Lots of folks gather before or after many of these events for a cache run but you would never know until you read their logs or heard them at the event.

 

Our local reviewer, OReviewer, is very helpful to new folks, reach out to him via his profile.