How to organise a geocaching event from start to finish

A geocaching event works best when the route, permissions and team materials are settled before you invite people. Start by fixing the date and venue, then check access, cache locations, parking and waypoints on site. Once registrations come in, group participants and prepare one clearly labelled set of maps, assignments, logs and equipment per team. In the final week, confirm the forecast, inspect the route again and prepare the registration and refreshments areas so the event can start on time.

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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

1
Set the event date and venue
2 people
2
Arrange access permission for the grounds
3
Publish event page
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create the registration list and teams
2 people
8
Check the route and waypoints
2 people
9
Check cache locations
2 people
10
Prepare temporary caches
2 people
11
Print logs and assignments
2 people
12
Prepare safety instructions
13
Reserve venue and equipment
14
Check the shopping list
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Distribute materials per team
2 people
19
Check the weather forecast
20
Inspect the site and parking route
2 people
21
Set up tables and chairs
4 people
22
Build party tents
4 people
23
Set up registration desk
2 people
24
Hang decorations
2 people
25
Set up catering and drinks point
3 people
26
Place caches on site
3 people
27
Place route signs and arrows
2 people
28
Test the sound and lighting
2 people

Event

29
Receive participants
3 people
30
Register attendance
2 people
31
Hand out starter pack
3 people
32
Give the safety briefing
33
Get the teams started
3 people
34
Staff route checkpoint
2 people
35
Refill drinks
2 people
36
Serve snacks
3 people
37
Register incoming teams
2 people
38
Serve the buffet and dinner
4 people
39
Handle prize ceremony
2 people
40
Handle trackables and lost items
2 people
41
See off the last visitors
2 people

Aftercare

42
Remove caches and route signs
3 people
43
Leave the site clean and empty
4 people
44
Clean tableware and supplies
3 people
45
Sort and remove waste
2 people
46
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

Get permission before publishing the event page. Confirm access to the grounds, parking route and any restrictions at least two to three weeks before the event.
Walk the complete route before assigning teams. Check every waypoint and cache location, and use temporary cache containers or waterproof bags where conditions require them.
Prepare team packs by name rather than piling materials at the registration desk. Include the route map, assignment cards, cache logs, pencils and any required GPS devices or power banks.
Set a registration cut-off five to seven days before the event. Use the final list to create teams, record dietary requirements and label name badges before setup begins.
Check the forecast and site on the day before. Leave enough time to build party tents, place tables and chairs, set out traffic cones and prepare drinks, snacks and waste bins.

Frequently asked questions

How far in advance should I organise a geocaching event?: Set the date, venue and access permission at least four to six weeks ahead. Publish the event page once the route and permission are confirmed, and close registrations about one week before the event.
How do I prepare teams for a geocaching event?: Create the team list after registrations close, usually five to seven days before the event. Give each team a labelled pack with its route map, assignments, cache logs, pencils and any shared equipment.
What should I check on a geocaching route before the event?: Walk the full route one to two weeks before the event and check it again the day before. Verify waypoints, cache locations, parking, access, hazards and whether temporary caches are still secure and easy to find.
How much food and drink should I prepare for a geocaching event?: Plan drinks for the entire scheduled event plus setup time, and offer water at registration and on the route where possible. Buy snacks after the registration numbers are known, and keep dietary requirements visible at the catering point.

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.