View Full Version : Help needed with planning event cache

10-22-2005, 11:52 PM
I'm thinking about hosting an event cache to collect items for a local charity, seeing as how I've only been able to attend one cache I really don't have much experience in this and was wondering if there was anybody that would be able to help in this planning. Any feedback or help would be much appreciated. Thanks so much and remember the blaze orange!


10-23-2005, 06:50 AM
I hate to be the bearer of bad news, but I don't think you will succeed in such an event if you make the theme of the event to be the charity.

From's Cache Listing Requirements/Guidelines (

"Event caches are gatherings that are open to all geocachers and which are organized by geocachers. After the event has passed, the event cache should be archived by the organizer within four weeks. While a music concert, a garage sale, a ham radio field day or townís fireworks display might be of interest to a large percentage of geocachers, such events are not suitable for submission as event caches because the organizers and the primary attendees are not geocachers. In addition, an event cache should not be set up for the sole purpose of drawing together cachers for an organized hunt of another cache or caches. Such group hunts are best organized using the forums or an email distribution list."

Two charity caches were allowed for the Tsunami victims, but as you can see in the reviewer's notes in the link for one of the events below, it would appear a local charity would not stand a chance.

Asian Tsunami Memorial Cache - UK (

There is at least one charity "traditional" geocache. It is called Pit Stop Charity Cache (, but from what I gather even those would be near impossible to approve.

While it is a great idea, I can see's side as well. I would suggest you email a reviewer like gpsfun and find out what the chances of such an event may be before I went too far in the planning stage.

EDIT: One option might be: Event where people bring household items for trade items, and any items not taken from the pile go to charity. And, if anyone wants to take any items - Me, Noreasta, and a few other larger cachers convince them otherwise. :D

10-23-2005, 07:51 AM
I like Brdads idea, with a twist we could make it a holiday meal cache and we could all bring our canned goods and such that we where going to prepare at the event and then get to busy to prepare the food and just hung out.

Or you could just have a container at the event to help with the cost of "preperation" We did that at the beer and wings event for helping with the web page. THat worked out ok.

10-23-2005, 12:48 PM
wbdent Yes I think a holiday event would be the only way to got right now. Tink and I were thinking about doing a Thanksgiving or Xmas event but we decided that it probably would not work out. Xmas would be to hard to get everyone together on the weekend of December. People and married couple usually have the in-laws that they got to and have there own little pre Xmas partyís at. This usually takes up two weekends in December. That leaves one weekend free in December before Xmas. That weekend would most likely not be the same weekend everyone would have free. Thanksgiving has been tossed around. We even talked to Smitty & CO. about doing a Thanksgiving event together in Skowhegan but we donít know if that will go anywhere. It is only a month away and we are still recuperating from this weekends event.

wbdent So to sum it up a holiday event would be AWESOME, but finding a time when most people can attend it the tricky part I think. We know there is going to be a coin event in December and WhereRWe? is going to have his event again in January or February again and Big Gís. So those things have to be kept in mind also.

10-23-2005, 03:05 PM
If you plan an "normal" event cache, without mentioning anything about the charity, it would be approved.

Then, post all the charity information here.

10-23-2005, 09:42 PM
Any way of turning a coin distribution event into a cash distribution (for charity) event too? The Maine coins will be ready for (hopefully) a Dec 10th event, or worst case, Dec 17th. I have read in the newspaper that with all the national/international disasters lately, the local food banks and animal shelters are down a significant percentage from normal and need some help. Maybe we can get our coins passed out and pass back something for others too.

10-24-2005, 08:22 PM
I asked flwrldy about this. She just wants donations for a couple of charities. My advice to her is to host an event - we haven't had one in Skowhegan yet - and ask that attendees bring a donation (to be explained in the cache description). W don't have any events scheduled fo November or December - perhaps a Christmas event where you bring a "present" for charity? :D :D

10-25-2005, 08:46 AM
Expanding on a College Fraternity/Sorority tradition, could we have a geocaching "RUSH" Event? The idea behind the event then could be to invite muggles with charitable gifts of food and introduce them to geocaching. Maybe get a speaker to tell muggles all about geocaching. Have a few geocaching games with and without GPSr's and so on. Anyways a charity type event is a great idea and I hope to see it happen:) !!

10-25-2005, 02:57 PM
Does Dec 3 work for everybody? or some people?

10-26-2005, 04:21 AM
Does Dec 3 work for everybody? or some people?

What town are you planning to have this in?

10-26-2005, 10:14 AM
I'm with Sudonim on this...why not add it to the coin distribution event? I don't know about everyone else, but attending 2 events in December would be really difficult for me and impossible for many others. Just something to think about and thanks Flowerlady for bringing up the idea.

10-26-2005, 11:41 AM
Tess at Coins&Pins said that it will be tight, but we will have the coins by Dec. 10th for a distribution event.

10-26-2005, 05:17 PM
Does Dec 3 work for everybody? or some people?

Really depends on where it is, I have trouble getting to events that are too far north cause of work.

10-26-2005, 05:27 PM
What town are you planning to have this in?

Rick - she's from Skowhegan, so I'd guess that's where it would be. :D

11-18-2005, 12:12 PM
I've just submitted the details for the event and FINALLY have a location. Will post again later. Hope y'all can attend!

11-20-2005, 12:07 AM
As you can see by the cache listing we've got the charity cache event thing going for Dec. 3.

The two charities I'd chose were Newborns In Need (for more info please visit this link: )and a local soup kitchen. I chose NIN because of the link with prematurity and Bud #1. NIN is usually geared more toward preemies and newborn babies, but every year since the Maine chapter started the agencies with which we work have requested a few items for babies and children up to 2 years old that wouldn't otherwise have anything to open. We put together 'gift bags' for these children, this year we've been asked for over 55 bags. We will meet this request, this is where this event comes in. If any of you are so inclined to donate to NIN but are not sure what....... Here is a list of things that are needed, we have a lot of requests for 12 month - 2T this year and as usual more requests for boys than girls.....

NIN needs:
(above items needed in mostly size 12 months - 2T)

Other items:
baby wash
baby shampoo
new bottles
fleece blankets (or yards of fleece or flannel to be sewn into blankets)

I also chose a local soup kitchen due to the fact that I know some families personally (and I'm sure many of you do too) that will have to choose between heat and food this winter and thought this may help feed some of those who have to choose. So a donation for that would be a non parishable food item of some sort.

PLEASE NOTE: You do not have to make a donation to either charity to attend this event, I just thought it would be a nice gesture and 'In the Spirit of the Season.'

11-23-2005, 12:04 AM
requests for NIN's help is now up to over 70 bags for the children and we are hoping that we will have something to put in each bag. As the requests pour in they are almost all for the larger children, I am a bit stressed by this myself as there is only so much I can do myself but we will do what we are able to with what we have, just like most Mainers... lol! So any hoooo, I'm excited about the number of people who are planning to attend, just so that you know I am planning to bring a vegetarian taco dip, it's SO delicious! Well, have a great Thanksgiving all!

Cache ya later!

11-23-2005, 12:30 AM
My wife and I have been theriputic foster parents for over 7 years and I am speaking for myself here (she is sleeping). I am going to spread the word within our network and see if anyone can help. I am given out myself with all the disasters this year we have already given all we can.
within ths foster parent network there are many amazing peaple who only care about the children, and that they have a little bit of hope to cling to.
This is a hard year for us personaly as our foster son who has been with us for 7 years has had the oportunity to go home and be with his mom and he is doing well. Mom has come a long way!! I dont know if I can come to the event yet(work) good luck and keep the good work Lem

11-28-2005, 10:38 PM
Just wanted to let y'all know that this weekend is also the holiday stroll for the town of Skowhegan, it's lots of fun, so in case you've done all the caches in this area you can attend that as well this weekend!

11-28-2005, 10:42 PM
Thank you mainemuel first for being atheraputic foster parent, I'm sure that takes a lot of patience and a great deal of faith. The youth of this world need a better chance! Know what I mean? Then also thank you for spreading the word about what we're trying to do for local children.

On another note I'm excited about this weekend, I hope y'all will have a great time.

12-02-2005, 12:22 AM
As the time is drawing near I'm a bit anxious about this, I'm excited about it but hope that y'all have a nice time. Not only is this event this weekend but it is also the Skowhegan downtown Holiday stroll, if you're up for that as well.

I've got a few door prizes, cups, plates, silverware, napkins, coffee, tea and soda, a location, time, and hopefully people will come! Anything else??