Hosting a Geocaching Event in the UK

Event stacking

This phrase refers to holding multiple events that are close to each other or at similar times. Events are social gatherings of geocachers and having too many too close to each other diminishes their value to the community. Events are not just an excuse to get a 'smiley'. In the future, if an event is submitted and another event is either already published or also waiting review and they are too close to each other then the following guidance will apply:

Events will be published within a similar time period only if they are more than 10 miles apart (as the crow flies). Events closer to each other than 10 miles will only be published if the end time of the first is more 5 hours before the start time of the next. In London which is a popular tourist destination and where many events get submitted it was decided the distance would be a 3 mile circle around Trafalgar Square rather than 10 miles. The time restrictions of 5 hours will still apply. Anywhere else in London the 10 mile / 5 hour guidance will apply.

Please note CITO’s are not subject to the Event Stacking Guidelines

Camping events

Camping is a very popular activity among geocachers and long weekend camping trips particularly so. It’s becoming common to have a lot of geocaching events during these 2 or 3 days. This does diminish the value of events as social gatherings as it's usually the same people attending each time. The event guidelines say this:

An event is a gathering of geocachers, facilitating the social aspect of geocaching. It is organized by geocachers and is open to other geocachers and those interested in learning about the game. It takes place at the posted coordinates, includes start and end times, and lasts at least 30 minutes. Events with several elements, a sequence of events, or events that are near the same time or location and intended for the same audience should be submitted as a single event..

Therefore in the future only one event will be allowed during a camping "long weekend". This event must be on a specific day. If the camp site is closed to visitors; that is you can only get on the camp site if you are camping then this event must be open to all geocachers so needs to be held off the camp site.

Accredited Mega side Events

For Mega side events published from the Mega Account we will publish at 6 months and allow 3 hours or 10 miles between events. This Mega policy is in place for events published 5 days before the Mega and one day after. All other events that are not submitted by the Mega Account have to be published at 3 months and be 10 miles or 5 hours apart.

Holding an Event - Royal Parks - London

Different parks have different maximum group sizes:

If you are holding an organised event (for gatherings larger than the maximum number), please contact the relevant park office to discuss locations, signage and fees.  Contact details, along with the facilities provided in each park can be found at www.royalparks.org.uk on each park’s homepage under About the Park. The full document can be found here