Planning a Geocaching Event

 

I’m so lucky to have such a great community of geocaching friends who read my blog and subscribe to my newsletter! Thank you so much for all you do.

But, speaking of the wonderful “tribe” I have, I hope you don’t get too frustrated or bored with me because I am working on a series of event-planning posts. I’ll be the first to admit that this is the first major geocaching event we’ve hosted so any and all feedback is greatly appreciated!

GPS

It will be a 3-day event celebrating the kick-off of Arizona’s Centennial Celebrations. Please remember that I’m in the planning stages and need your feedback. Very little is set in stone yet! Here are some of the details:

  • Free event
  • Free camping (tents and limited RVs)
  • 30 or so new geocaches placed for the event
  • Trackable centennial geocoins
  • Ice breaker events
  • Games
  • Catered dinner on Saturday
  • Flash mob

And no, before you ask, it’s NOT published on geocaching.com yet. There are two reasons for that:

  1. I’m working with the Yavapai County Centennial Committee so that just takes a while
  2. I want to get the details ironed out a bit with my geocaching friends (that’s YOU!) before I put it out there for the whole world

Here’s the schedule I’m kicking around right now.

Friday:

  • Sign-in and registration (all day)
  • Geocachers arrive to set up their camping sites
  • Ante-up for the poker run. I’m thinking a 50/50 pot so the winners would get cold hard cash. Maybe a $5 buy-in per team. Play for the poker run begins.
  • Ice breaker games in the evening.

Saturday:

  • Sign-in and registration (all day)
  • Geocachers arrive to set up their camping sites
  • Can still ante-up for poker run. Can also participate in poker run.
  • Locations of new event-related caches are released to event attendees (early morning — depending on sunrise times and temperatures). Gotta be there to get them!
  • Cache all day.
  • Geocachers must return by “dinner time” for new caches to be counted towards awards. FTF, most caches, poker run, etc.
  • Return for evening “awards ceremony” and catered BBQ dinner

Sunday:

  • Games in the morning
  • Be out of the park by 1

Some more notes about events:
We would be in Memory Park. There are no barbeque or picnic facilities at all. The event in co-sponsored by the Town of Chino Valley. It’s not feasible from a staging area to have a potluck or cookout. Plus, since we’re in the town limits we’d need food handler licenses, health inspectors, etc.

The event NEEDS to be in the Town limits because this is the Town’s contribution to the Yavapai County Centennial Celebration.

The catered dinner: according to the survey that I put out a few weeks ago, 83% of cachers would want to pay $16 for all-you-can-eat BBQ, sides & soft drinks. 6% would pay $11 for a hotdog or burger and not unlimited anything. And 1% wouldn’t eat at all.

Dinner would be OPTIONAL. You would need to pre-register and pre-pay so I could get that information and money to the caterer. But you could still participate in ALL events totally FREE. You’d just have to bring your PB&J while I snarf down ribs!

I think that covers all the concerns I got about having a caterer from the survey. Let me stress again: The event is FREE. Nobody will make any money off this event. Buying dinner is OPTIONAL.

Okay, now that I’ve tried to be as clear as possible, let me ask you my questions:

  • Any issues with a poker run for real money? Winners would get cash and the other 50% would be used to pay for Porta-Potties and potable water and trash service.
  • What would be a good ante for the poker run? I want it large enough that the 50% winner’s pot is large but not so large that geocachers don’t want to play!
  • What events would you like to see on Sunday? I’ll admit I’m not sure what we should do?
  • Do you want ice breakers?
  • How much time would you want to spend in-camp versus out looking for the new caches?
  • Would you want to camp or stay in a local hotel? (Or at home, if you’re local)
  • We’re minting 48 Centennial Trackable Geocoins. (Arizona was the 48th state) Would you buy one for $10 or so? Or would you want them as prizes only?
  • Do you want to play “other” games in camp? Suggestions have been toss-the-ammo can (horseshoes), Geocaching Clue, etc.
  • Do you think I need a kids-only game?
  • What else am I missing? What would you suggest?

Thanks guys!

KIM