Geocaching Event Checklist

A geocaching event needs more than a route and a set of coordinates. You must secure permission for the grounds, publish the event, build teams, prepare caches and logs, and make sure every group has the right materials. This checklist puts the work in a useful order, from choosing the venue to setting up registration, catering, parking, and safety information on the day. It also covers the items that are easy to overlook, such as charged devices, waterproof paperwork, lighting, and traffic control.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the event date and venue
2 people
Arrange access permission for the grounds
Publish event page
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the registration list and teams
2 people
Check the route and waypoints
2 people
Check cache locations
2 people
Prepare temporary caches
2 people
Print logs and assignments
2 people
Prepare safety instructions
Reserve venue and equipment
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Distribute materials per team
2 people
Check the weather forecast
Inspect the site and parking route
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Hang decorations
2 people
Set up catering and drinks point
3 people
Place caches on site
3 people
Place route signs and arrows
2 people
Test the sound and lighting
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out starter pack
3 people
Give the safety briefing
Get the teams started
3 people
Staff route checkpoint
2 people
Refill drinks
2 people
Serve snacks
3 people
Register incoming teams
2 people
Serve the buffet and dinner
4 people
Handle prize ceremony
2 people
Handle trackables and lost items
2 people
See off the last visitors
2 people

Aftercare

Remove caches and route signs
3 people
Leave the site clean and empty
4 people
Clean tableware and supplies
3 people
Sort and remove waste
2 people
Return borrowed items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Tableclothsqty 6
Waste binsqty 4

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Pitchersqty 8

Equipment

Coolersqty 6
GPS devicesqty 10
Power banksqty 10
Charging cablesqty 10
Walkie-talkiesqty 6

Lighting

Headlampsqty 12
LED lanternsqty 6

Outdoor

Cache containersqty 15
Waterproof bagsqty 20
Compassqty 10
Measuring tapesqty 6
Reflective vestsqty 8
Traffic conesqty 12

Paper goods

Route mapsqty 60
Assignment cardsqty 60
Score sheetsqty 60
Cache logsqty 15
Pencilsqty 70
Clipboardsqty 12
Name badgesqty 70
Markersqty 12

Decorations

Buntingqty 6
Balloonsqty 50

Safety

First aid kit
Flashlightsqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 8

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3

Catering

Groceries

Tips

Secure access permission before publishing the event page. Confirm where participants may park, which areas are usable, and whether party tents, tables, or other equipment are allowed on the grounds.
Check the route and every waypoint at least 7 days before the event. Test cache locations, confirm that temporary caches are permitted, and prepare waterproof cache logs and assignment cards for each team.
Create teams only after registrations and dietary requirements are processed. Pack each team’s route maps, GPS devices, power banks, pencils, clipboards, score sheets, and waterproof bags together rather than distributing them at the last minute.
Charge GPS devices, walkie-talkies, headlamps, and power banks the day before. Bring charging cables and spare batteries or a backup charging plan so a device failure does not stop a team.
Inspect the site and parking route on the morning of the event, then set up registration before participants arrive. Put reflective vests and traffic cones where vehicles and pedestrians cross, and keep drinks, snacks, waste bins, and reusable cups at one clearly marked point.

Frequently asked questions

How far in advance should I plan a geocaching event?: Start at least 6 to 8 weeks ahead if you need permission for the grounds, a venue, or equipment. Publish the event page once the date, access arrangements, route concept, and registration deadline are confirmed.
How many caches should a geocaching event have?: For a half-day event, plan around 5 to 10 cache locations or waypoints per team, depending on walking distance and difficulty. Check the complete route at least 7 days beforehand and prepare one assignment set for every team.
What equipment does each geocaching team need?: Give each team a route map, GPS device, assignment cards, score sheet, pencils, clipboard, and waterproof bag. Add a power bank and walkie-talkie when the route lasts several hours or includes areas with unreliable phone coverage.
When should I set up a geocaching event on the day?: Arrive at least 2 hours before registration to inspect parking, set up tables and chairs, build party tents, and prepare the registration desk. Finish team materials and the catering and drinks point before participants begin checking in.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.