What you need for a geocaching event

A geocaching event needs more than GPS devices and hidden containers. Plan supplies for registration, team assignments, route finding, temporary caches, refreshments and changing weather. Give each team its own waterproof materials, writing tools and navigation backup, then keep spare power banks and charging cables at the registration desk. Drinks, snacks, waste bins and lighting are easy to forget when the focus is on the route, so buy and pack them before setup day.

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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
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Coffee milk - 6 packs
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemonade syrup - 2 bottles
- Ice cubes - 8 bags
- Sandwiches - 80 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 8 tubs
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lettuce - 8 heads
- Tomatoes - 3 kilos
- Cucumbers - 3 kilos
- Bell peppers - 2 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salsa dip - 4 jars
- Salted peanuts - 3 bags
- Crackers - 6 packs
- Cookies - 6 packs
- Muesli bars - 80 pieces
- Vegetarian meal salad - 12 pieces
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Pack one assignment card, route map, score sheet, cache log, clipboard and several pencils per team, plus at least 10% extra copies for lost or damaged paperwork.
Plan roughly 2–3 drinks per person for the first hour and 1–2 more for each additional hour. Chill them in coolers before participants arrive, and keep pitchers available at the drinks point.
Give every team a waterproof bag and check each cache container before loading it. Temporary caches should include a dry log and spare pencils so one wet container does not stop the route.
Charge GPS devices, walkie-talkies and headlamps the day before. Bring at least one power bank and the correct charging cable for every device type, with a spare cable for the registration desk.
Buy safety and site-control supplies before the final route check: reflective vests for marshals, traffic cones for parking or crossings, and LED lanterns or headlamps if participants may finish after dark.

Frequently asked questions

What food and drinks do I need for a geocaching event?: Allow about 2–3 drinks per person in the first hour, then 1–2 drinks per person for every additional hour. Provide portable snacks that can be handed out at registration or carried in a team bag, and keep a few extra portions for late arrivals.
How many GPS devices do I need for a geocaching event?: Plan for at least one working GPS device per team, plus one spare for every 4–5 teams. Charge all devices the day before and pack power banks and charging cables as backup.
What should each geocaching team carry?: Prepare one waterproof bag per team containing the route map, assignment cards, score sheet, cache logs, clipboard, pencils and navigation equipment. Add roughly 10% extra paper copies and pencils for replacements.
What do I need for a geocaching event in bad weather?: Use waterproof bags for team materials and check every cache container before the event. Pack shelter such as party tents, spare dry logs, LED lanterns, reflective vests and waste bins at least one day before the event.

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