Ontario

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General Guidance

This page serves as a regional supplement to Geocaching HQ’s Guidelines (link) and Help Centre (link).

Geocaching HQ recommends that geocachers (“cachers”) find at least 20 geocaches (“caches”) before hiding their first geocache (“cache”).

Experiencing a wide variety of caches helps new hiders understand how to create enjoyable experiences for others.

Before submitting any cache for review, a cache owner (“CO”) should include a Reviewer Note that clearly describes:

• The container

• The hiding method

• The specific placement of cache elements

If the cache is not yet in place and ready to be found, do not click Submit for Review without explaining the situation to your Reviewer, so that the cache is not published prematurely.

If aspects of the cache page appear unclear, your Reviewer may request clarification.

Geocaching HQ provides information to assist COs with Size, Difficulty (link), and Terrain (link) ratings.

There are no placement precedents in geocaching.

The publication of a similar cache in the past does not guarantee that a new or similar cache will be published.

Communicating With Your Community Volunteer Reviewer

Cache pages are reviewed by a Community Volunteer Reviewer (“Reviewer”) to assess Guidelines compliance.

Reviewers generally begin the review process within seven days of a cache page being submitted.

Review times may be longer during periods of high activity.

When working on an unpublished cache page, communicate with your Reviewer directly through the cache page using Reviewer Notes. Clicking Submit for Review (or Resubmit for Review) will open a prompt where you can provide the information to your Reviewer. This will ensure the cache page is in the Reviewer Queue where your Reviewer Note will be seen. If a cache page is already being Reviewed you can also click Log Cache and choose Reviewer Note to create a Reviewer Note log.

For questions about a cache after it has been published, contact your Reviewer directly through the Send Email link on their profile page (not Message Centre). Be sure to include the GC code of the cache page you are asking about and check the “I want to send my email address along with this message” option to include your Email address with your message, if you expect a reply.

Coordinate Availability

All proposed placements must follow the current Guidelines including the 161 metre minimum distance rule (link).

Players may choose to create a placeholder cache page with their intended coordinates along with a Reviewer Note such as “Cache not in place, coordinate check only please”.

If any Guidelines-related concerns are raised during review the Reviewer will inform the CO with a Disable Log or Reviewer Note.

If a known land management policy applies to a proposed cache location, the Reviewer will provide information (if known) regarding the applicable land manager permission process.

Works In Progress (“WIP”)

When a newly submitted cache page conflicts with the proximity of an unpublished “Work In Progress” (WIP) cache, the Reviewer will consider several factors before deciding how to proceed.

• A WIP cache page may be disregarded if it appears to have been non‑compliant with the Geocaching Guidelines at the time of its most recent owner update or visible log.

• If a WIP cache page has had no visible owner activity for 6 months or more, it will be ignored during Review or Archived.

• If a WIP cache page has had no visible owner activity for 3 months or more, the Reviewer will request that the owner post a Reviewer Note within 7–14 days confirming that the their cache will be submitted soon.

• If the CO does not respond to a Reviewer request for an update, the WIP cache page may be ignored or archived by a Reviewer.

• A WIP cache page with owner activity within the past 3 months is considered active.

If a CO is informed that their intended hide location is unavailable due to a nearby active WIP cache page, they must choose a new location and update their cache page accordingly.

Cache Types - Tips For An Efficient Review

Traditional Cache - When the physical cache container is located at the posted coordinates. In some cases, the Field Puzzle attribute may be appropriate if something is to be solved at posted coordinates.

Multi‑cache - When a Player must visit the posted coordinates to gather information (e.g., clues, numbers, or offsets) needed to reach additional stages or the final container.

Mystery / Puzzle Cache - When the posted coordinates are not intended to be visited (i.e. they are fake) or when online access is required to obtain the final coordinates (e.g., a webpage, checker, or external data source). For caches that include a puzzle, the Reviewer Note must contain the solution/explanation of how the puzzle is solved.

Bonus Cache - A Bonus cache is always a Mystery cache. Final coordinates are obtained by collecting clues from other caches or from an Adventure Lab.

Letterbox Hybrid - When the cache container includes a stamp, it may be listed as a Letterbox Hybrid. The description should include wording such as “This cache contains a stamp that is not a trade item”. This cache must meet GPS Usage requirements (link).

Wherigo Cache - If a Wherigo cartridge is required to find the cache, it must be listed as a Wherigo cache. The cache page must include a link to a unique cartridge hosted on www.wherigo.com .

Virtual Reward Cache - Virtual Reward logging tasks are meant to confirm that a Player visited the required location. The posted coordinates must correspond to a spot where the logging task will be completed.

As most Players now use smartphones rather than handheld GPS units, requests such as “Take a photo holding your GPS device” are no longer practical. Instead, consider fun, location‑specific tasks such as:

• “Take a photo at the posted coordinates showing your Player name written on a piece of paper, with the <nearby object> visible in the background,” or

• “Take a photo giving a thumbs‑up—or showing something geocaching‑related—with the <nearby object> in the background.”

Logging tasks must not require Players to reveal their identity or show their face.

Adequate GPS Usage

GPS use is a fundamental requirement for geocaching - it is essential to the game - clues may support the search, but they cannot replace navigation to a precise set of coordinates.

In some circumstances within physical but non-Traditional type caches, waypoint projections (specifying both distance and bearing) are an effective way to reinforce proper GPS use.

Cache Containers and Hiding Places

Select a durable, weatherproof container so the logbook stays dry (if it’s in a wet location) and intact (if it’s hot!) and can be replaced easily. Avoid containers - or hiding methods - that could appear suspicious or be perceived as dangerous to someone unfamiliar with geocaching.

Never place caches near restricted, prohibited, or otherwise inappropriate locations, such as schools, daycare centres, playgrounds, government buildings, highway bridges, major roadways, dams, military installations, hospitals, public infrastructure and/or transportation centres.

Energy infrastructure, transformers and substations, transmission towers, telecommunications infrastructure and equipment marked with warning signage should be considered off-limits for cache placement.

Caches that require access to and/or are situated near railway lines or other transportation infrastructure may be subject to additional scrutiny during the Review process.

Published Caches Should Be Ready To Be Found

Cache pages should not include or impose restrictions on when a cache may be found (for example, “Do not find this cache until after date/time”). If a CO does not want their cache found before a specific date, they can make a Future Publish Request.

Raising Awareness, Promotions, Tributes, Memorials and Commercial Content

Geocaching HQ prohibits content that promotes causes, advertises products or services, raises awareness, or attempts to influence how someone should think or feel -- the game is meant to remain neutral, welcoming, and focused on the joy of discovery.

Cache pages must not include content that encourages Players to subscribe to or follow social media channels, as this constitutes promoting an agenda or highlighting a cause. Any linked media on a cache page should be directly relevant to that specific cache.

Please refer to Geocaching HQ’s Guidelines (link) and Help Centre (link), as well as the Commercial sections of the Guidelines (link) and Help Centre (link).

Cache pages that reference tributes, memorials, or tragic events can be particularly challenging—both to create and to review. It can be difficult to balance geocaching’s positive, light‑hearted nature with topics that may be emotionally heavy or potentially triggering for some players. While real‑world events often involve serious or painful truths, the game itself is intended to remain uplifting. Geocaching is meant to be an enjoyable hobby, and cache pages are not the appropriate place to evoke strong emotions or convey weighty messages, even when the information is factual.

The Guidelines do not make exceptions for agendas based on perceived merit or worthiness. Reviewers are not—and cannot be—arbiters of which causes are important or deserving. What one person considers a worthy cause may not be viewed the same way by others. As a result, cache pages that appear to raise awareness for any cause are considered non‑compliant with the Guidelines. Cache pages should not be used as platforms for commentary on social issues, politics, or content that could be interpreted as promoting a cause or viewpoint.

Future Publish Requests

If you would like your cache to be published on a specific date, Submit for Review at least 14 days in advance - ideally 21 days - and include the details of your request in a Reviewer Note.

For a series of multiple caches intended to be published together, it is advised to list the GC codes of all related caches in your Reviewer Note for each cache.

You may request a morning, afternoon or evening Publish window however exact timing cannot be guaranteed.

Do not Submit for Review more than three months ahead of the intended Publish date.

Challenge Caches

The guidance below relates to Geocaching HQ’s Help Centre articles Challenge Caches, Challenge Checkers and Challenge Cache Subjectivity .

Reviews are conducted with a broad, region‑wide perspective. A challenge cache should be appealing and attainable for a reasonable number of geocachers. COs must meet the challenge requirements themselves before submitting the cache. Owners must provide a list of at least 10 regional geocachers who have already qualified for the challenge.

The physical container must be placed at the coordinates listed on the cache page—either as the posted coordinates or as a visible additional waypoint. Challenge caches must not include puzzle elements or hidden waypoints. The Difficulty rating should reflect the challenge itself, while the Terrain rating should reflect the physical location of the cache, as if it were a Traditional cache. A challenge cache may need to be relocated if a similar challenge is known to exist by the Reviewer within 35km (as the crow flies).

Owners must be able to demonstrate that a sufficient number of qualifying caches are available. Challenges with limited or overly restrictive qualifying criteria may not meet guideline requirements. Challenges based on one‑time events or awards (e.g., retired souvenirs) are generally not guidelines compliant. If a challenge includes multiple layers of qualifying criteria, reviewers may request that separate caches be submitted for each distinct requirement. For challenges related to completing specific Difficulty/Terrain combinations (“Grid Art”), full grids, single lines, “X” and “+” patterns are typically acceptable.

All challenge caches published after April 21, 2015 must include a link to a unique Project‑GC challenge checker, even if other verification methods exist. COs should not request proof of qualification in logs (e.g., GC codes or bookmark lists). It is the CO’s responsibility to verify that Players meet the challenge requirements using the Project‑GC checker linked on the cache page.

Events and CITOs

Cache pages must avoid promotional or commercial language. Descriptions should not recommend a venue or highlight specific features, products, or menu items, as this may be interpreted as commercial content. A neutral statement such as “Food and drink are available” is acceptable to inform attendees of optional purchase choices.

If attendees have questions about the event or venue offerings, they may contact the Event Host through their profile page. The CO or Event Host (“Host”) must attend for the full duration of the event and is responsible for maintaining the cache page and managing logs.

As the Guidelines do not allow content intended to raise awareness, cache pages should not include health‑related messaging, even if well‑intentioned. If a venue has specific requirements, a neutral phrasing such as “Attendees should make themselves aware of any conditions or requirements necessary to be physically present at the event location” is appropriate.

Hosts should assign an accurate Terrain rating based on the effort required to reach the posted coordinates.

Event organizers should be mindful that hosting an Event or CITO at a particular time and place may prevent others from hosting nearby events due to Event Stacking guidelines.

Event/CITO cache pages should:

• Use a Terrain rating of 1 if the location is wheelchair accessible.

• Include a fixed start and end time, with descriptive text matching the displayed date and times.

• Meet the minimum duration: 30 minutes for Events and 60 minutes for CITOs

• Be submitted so they can be published at least 14 days before the event date (21 days lead time is strongly recommended!).

• Include a social component coordinated by the host.

• Be open to all who can attend - if space is limited, anyone who arrives at the posted coordinates—even briefly—must be allowed to log attendance.

• Be stationary, with coordinates fixed to a land‑based or ice surface location.

Event/CITO cache pages may:

• Mention the name of the event location in the description, but not in the cache title.

• Use generic venue references in the title (e.g., wings, coffee, ice cream), but not branded items, product names, or menu‑style descriptions.

• Include general statements such as “Food and beverages are available” to indicate optional purchases without being promotional.

• Link to an ad‑free webpage or geocaching profile that provides additional event details.

• Mention trackables for sale if they were created specifically for the event and are trackable on Geocaching.com .

• Highlight educational opportunities related to Geocaching API partners (e.g., GSAK, Project‑GC).

Event/CITO cache pages should not:

• Contain commercial, promotional, or agenda‑driven content, whether explicit or implied.

• Endorse or express opinions about a venue or its offerings.

• Intentionally limit attendance.

• Promote the finding or placement of geocaches as part of the event.

• Be created solely to draw geocachers to an existing gathering that would occur regardless of the listing.

• Imply that additional activities are required to log attendance beyond being present at the posted coordinates during the listed times.

• Be scheduled on the same day in proximity to local or regional Mega/GIGA event.

• Be held near transportation hubs such as airports, cruise terminals, or train stations.

• Include recommendations, menu items, or links that could be interpreted as promotional or commercial.

A CITO must focus on improving parks or other cache friendly locations.

Appropriate activities include:

• Litter removal

• Tree planting

• Trail building

• Removal of invasive species

Event Stacking

When two Events or two CITOs occur within a two‑hour window, they must be separated by at least 32 km (measured as the crow flies).

On the day of a major Event (Mega, Giga, or Block Party)- unofficial Events, CITOs, or Community Celebration Events (CCEs) must take place at least 80 km from the official major event location (measured as the crow flies).

An Event may be scheduled by a host/CO before *or* after their CITO, only if it is clear that the CITO is the primary activity.

Event Promotion and Caches Placed For Events

According to Geocaching HQ guidance, only Event Caches—not CITOs—may promote other geocaching events. Non-Event cache pages must not encourage or remind others to log a “Will Attend” on an Event. The guidelines specify that any mention of an event on a non‑Event cache page must be limited to a single sentence similar to: “This cache has been placed for the [event name],” placed at the bottom of the long description.

An exception is likely to be made allowing one sentence on a non‑Event cache page that includes the event name or GC code, along with the event date and start time, for an upcoming event occurring within the next three months. This sentence may follow a format such as: “This cache was placed with the intention of being found for [event name/GC code] on [date/time].” - it must not include any web links or URLs. Non‑Event cache pages may also reference event organizing teams or player names with wording such as: “This cache was placed by the organizers of [event name/GC code].” - again without any links.

There should be no implication that finders are discouraged from seeking or logging a cache immediately upon publication; “Published” means the cache is ready to be found. COs may request a Future Publish so that a cache is released on a specific date. A cache should not be submitted for review more than three months before the intended publication date.

Cache Maintenance and Health Score

To support a better overall geocaching experience, Geocaching HQ uses an internal algorithm to calculate an undisclosed Health Score for each cache page. A low Health Score suggests that a cache may require attention from its owner, and the system helps identify caches that could be missing, damaged, or otherwise causing frustration for Players. The algorithm is not perfect! It also cannot interpret the text on cache pages. It may consider factors such as Did Not Find (DNF) logs, Owner Attention Requested (OA) logs, Reviewer Attention Requests (RA) logs, Time Since Last Find, and Difficulty and Terrain ratings on a cache page. If the Health Score of a cache falls below a dynamic threshold, Geocaching HQ sends an alert email to the CO, and a Reviewer may also follow up if further action is needed.

Neither Geocaching HQ nor Reviewers can determine the physical status of a cache; that responsibility rests with the CO as part of their maintenance obligations. When multiple DNF logs accumulate, the community cannot always tell whether the cache is missing or simply challenging to find. If DNF logs appear and the CO knows the cache is still in place, they should reassure the community with a Write Note log, for example: “There have been a few DNFs but it’s a tricky hide. I checked on it this morning. Be sure to read the hint.”

If a Reviewer sees multiple DNF or Owner Attention logs without any response from the CO, the cache may be Disabled. If a CO is certain that a cache is still present and ready to be found, they may Enable the cache page again with an explanatory note. If the status of a cache cannot be confirmed, the cache page should remain Disabled until a maintenance visit occurs. Owner Maintenance logs should only be posted after an actual maintenance visit, and a cache should only be Enabled once it is confirmed to be in place and ready to be found.

The number of false positives generated by this process is very small compared to the number of abandoned caches it helps to retire from the game.

Land/Property Management Permission Process

If a Reviewer indicates that your cache is in a known Land/Property Manager permission zone, you will be asked to confirm permission for your placement. Coordinates should be provided to Land/Property Managers in DD MM.MMM or "GPS notation".

Permission confirmations from Land/Property Managers should be sent via email to cachedrone@gmail.com.  The permission e-mail must originate from the authority or agency responsible for the site/property.

Permission emails must contain the GC code of the relevant cache page and coordinates of ALL physical placements (e.g. permission is needed for each physical element of a multi element cache).

Once permission confirmation has been received, text from the permission e-mail will be posted in a Reviewer Note log on the cache page. At this point a CO should make sure their cache is in place/ready to be found and the details on the cache page are accurate before clicking Submit for Review.

Even if you know that your cache will be in a permission zone - be sure to check coordinate availability (link) with your Reviewer before seeking permission.

If permission for a previously Published cache is revoked by a Land/Property Manager and a cache is Archived continued logging activity may be viewed unfavourably.

When permission is denied/revoked for a cache placement, the CO is responsible for retrieving all physical components of the cache.

Known Land/Property Management Geocaching Policies

If a Land/Property Manager has provided specific guidance on how to request permission for caches to be listed with coordinates on their properties, it will be listed below.