Posts Tagged ‘events’

100 Years of Statehood: Arizona’s Centennial Event

I finally have my geocaching event, “100 Years of Statehood: Arizona’s Centennial Event” published on geocaching.com. You can find it at GC30K47

Centennial Logo

I’m still working out a few details like what type of geocaching games we’ll play, but I was at a point where I could post it to geocaching.com and start getting registrations!

The event is being held in Memory Park in Chino Valley. In fact, I’m off to the Town Council meeting in just a few minutes to ask the council to refund the fees we paid to rent the park for the three days. Chino Valley Parks & Rec have been hugely helpful in planning this. They’re letting us camp (not something they usually do) and are arranging so the restrooms at the park will be available throughout the weekend for cachers.

Next on my agenda, besides event promotion is to get a TON of caches ready to go out. We’ll be placing about 30 new caches for the event so I need swag and goodies to fill all those containers. I’ve contacted a local business owner who does promotional items to see if she has any “left-overs” that I could put into the caches for swag.

But, I have some questions for you guys about the caches:

  • Do you see any issues with hiding a variety of cache sizes?
  • What would be good FTF prizes? Do you think that gift cards (donated!) are too hokey?
  • Has anybody had any luck getting people to donate cache containers?
  • How much “seed” swag do you place in a container? I try to fill it up but with 30 new caches to place, I don’t know if that’s feasible!
Um, getting a bit nervous! Any help or advice is appreciated!

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

World Wide Flash Mob 2011

This past Saturday, I participated in WWFM 2011.

WWFM 2011 Prescott AZ

WWFM – World Wide Flash Mobs – A fun and friendly way to promote geocaching around the world. Thousands of geocachers at dozens of coordinated events spanning the globe, gathering at the same time.

Sonny and Sandy of the PodCacher podcast came up with the WWFM idea in 2007 after attending a mega-event. It was meant to be a fun “opposite” of a mega-event: all the cool aspects of a geocaching event, crammed into 15 minutes of excitement. An added dimension is represented by the letters “WW” – World Wide – these events occur across the planet on the same day at (mostly) the same time! These caching events are intended to bring geocachers together in a creative way, as well as introduce others (newbies) to the hobby.

Basic Requirements:

  • Hold the event on the official, announced day, preferably at the official time
  • The event should last only 15 minutes (some locations hold separate “after” events for more fun)
  • Take a group picture
  • Collect the number of people attended for statistical purposes
  • Be creative and Have fun!

There were about 40 people at the mob here in Prescott, Arizona. We gathered at the southwest corner of the Courthouse Plaza at 9:45. At 10:00, we took off for a walk around the square and then met at the south side steps for a group photo. There was a doggie event going on so I know we attracted a lot of attention. I told a BUNCH of people all about geocaching and EatStayPlay.com too!

Flash Mob Walking

Unlike the Tucson WWFM event, for our flash mob, we all wore red.

Guy In Red

Some of us wore more red than others!

 

The best part of these geocaching events is that you get to meet all the “famous” cachers in your area. Like JeanAnJoe who are prolific cachers having found nearly almost 5,000 caches and have hidden over 700.

Jean, Joe, and KimHere’s some more information about geocaching events.

Readers Weigh In:

  • Have you ever been to an event? What did you think?
  • Have you ever been in a flash mob? (Geocaching or otherwise)
  • Would you attend a local meet-and-greet?

 

Geocaching Events: What and Why

Those brilliant people over at geocaching.com realized that not only do geocachers like to find and hide geocaches, they also like to get together with OTHER cachers and share stories of the hunt.

BBQ at an Event Cache.

In order to make it easier for you to meet other geocachers in your area (short of lurking at the most popular caches and popping out of the bushes for a chat) is to attend a geocaching event.

Geocaching.com calls these (drum roll please!)

Event Caches

An event cache is when an individual or a geocaching organization designate a time and location to meet and discuss geocaching. They are gatherings that are open to all geocachers and which are organized by geocachers.

There are three recognized types of event caches:

Event Cache

Anywhere from a handful to a few hundred people. They can be an evening meet-and-greet at a local cafe or an all-weekend camping extravaganza.

My very first event cache was a campout. About 200 cachers from Arizona (and farther) gathered in the deserts south of Phoenix for a weekend of caching. New caches were hidden just for the event, there was a skills contest, a poker run, and a flash mob.

Flash Mob

This was a second “event cache” where all the participants took a huge group photo. In order to get credit for the “find” for the Flash Mob event, you had to sign in. It was a fun way to meet other cachers before we all headed out to search for the elusive First To Find.

I'm in the yellow scarf and white tee, lower center of the pic. The Queen Mother is next to me; ESP Boss behind.

Mega Event Caches

Basically these are like an event cache EXCEPT for scale. Mega events have 500+ people attending and are usually HUGE annual events.

Cache In Trash Out Event

While out there on a cache hunt, we collect litter along the trails and properly dispose of it. Cache In Trash Out Events are much larger clean-up events that involve and benefit the larger community. What is Cache In Trash Out? (CITO)

One way to find these gatherings is by browsing through the event calendar: http://www.geocaching.com/calendar/

If you’ve attended an event in the past, contact that event organizer. Often times, they keep a mailing list to let people know of upcoming events in your area.

Thankfully this even included a BBQ. I was STARVING after a day of caching.

Tips To Getting The Most Out Of Events

  • Like with any cache, be sure to read the event description carefully. You might need to bring swag or geocoins to trade, trash bags to collect garbage (CITO), and food to share.
  • If you’re heading to an event that requires travel and lodging (including camping!), make sure you plan in advance. Larger events may lead to a shortage of nearby accommodations if you wait until the last minute.
  • If it’s an outdoor event, come dressed for the weather. Don’t forget sunscreen, insect repellent and a water bottle.
  • Make sure you have plenty of caching supplies AND gas in the car. When we attended this event, in the desert, we didn’t fill the gas tank up on our way INTO the event. We had to stop caching early the next day to go into town for more gas.

Readers Weigh In:

  • How many events have you attended?
  • What are your favorite types of events? Event, CITO, or Mega?
  • Have you ever hosted an event?
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