how would you make it happen

WGA Member Joined: 2008-03-13 Posts: 77

The WGA board has given their blessing per members request Your the project chair how would you proceed for this event to be a success the event will be held in 4 weeks. it will be a meet and greet for a weekend with awards and door prices.

Posted: Sun Feb 05, 2012 5:40 pm

Several things come to mind when working to hold an event.

1. Location - how many people are expected. This will factor greatly in looking for a venue that will be able to manage those attending.

2. Reason for the event - is there a theme/special focus for the event?

3. Budget - How much money will be required to secure the location (rental fees), door prizes (dontated or purchased), Food (is location serving, will they offer discount for event attendees?)

4. Awards - Unsure what you intend with this part. if it is a recognition for some achievement (ie.LCG top 5) these would also fall in the budget considerations.

Question indicates that the WGA has offered support or is a WGA sponsored event as the WGA board would not have any need to give the okay to hold an event held by any member except for those scenarios. This being the case, the BOD would notify the event chair/planner of the funds granted toward the event.

With that said, there is a fair amount of groundwork that needs to be done in planning and holding any event. If there are any plans to have new caches placed in the event region, someone has to get out and scout and place the caches.
Calling on other cachers in the area of the event location is one way, or planning a day well ahead of the date to get committee members together and have a cache placing date.
If there are door prizes, these either need to be shopped for or if time allows, there are vendors that can be contacted that may or may not be willing to send some items. This is a good way for them to advertise so many are receptive depending on how large the audience is.
There is also a need to submit the cache event page.

Lots to do, little time? Many hands make light work. Recruiting committee members will assist in this aspect of planning also.

Posted: Sun Feb 05, 2012 8:40 pm

Lab Rat covered it pretty good. If it's your first Event, look at past Event cache pages and get ideas from that. See what works!
Make sure to list the time/date twice in the text, for those that skim the page. We've done an Event by ourselves, placing 35 permanent caches. That took 8 weeks, so your 4 week scenario would require help, so I would co-host the Event. We also planned the LCG Event last year, and previewed the facilities so we could put them to their greatest use.
And I wouldn't be afraid to cancel an Event for lack of response. To put days and hours into an Event for a small group would be frustrating! I've noticed very little response on 101 classes, but that is to be expected. Most members don't need the class. Hopefully these classes are advertised elsewhere so John Q. Public can get educated on the fun.

WGA Member Joined: 2008-03-13 Posts: 77

as far as the awards what awards would you have for a meet and greet conference that would last for a week end

Posted: Mon Feb 06, 2012 12:05 pm

A Meet 'n' Greet is probably designed as a meeting for a few hours, not a weekend. But a geocaching 'conference' or 'convention' would provide workshops and vendors, for education and expansion of knowledge. I rolled that idea around in my head, as other Associations I belong to have a State Convention each year. They have dwindled in attendance with internet access and the price of fuel!

You must have something in mind, John. Why don't you tell us your idea, and we can reflect on it...then comment.

Finding a tough cache is a great award in itself! Very Happy

Posted: Mon Feb 06, 2012 12:16 pm

perhaps if it were a campout weekend, and there was a planned site decorating contest, that may qualify for an award to the winner. West Bend Cache Ba$h recognizes the cacher that traveled the farthest. that may be another possible.
any special recognition of a WGA member could also occur at this event (that would be one that the BOD would likely initiate)

Posted: Mon Feb 06, 2012 12:23 pm

As far as planning the event, I'm afraid I'll have to "ditto" Labrat.

For the awards: What are they for? Are we having some sort of theme? Are we soliciting donations? How big is the event? Are we the only sponsors?

WGA Member Joined: 2008-03-13 Posts: 77

what I am looking for in my question would make a event a success being it a conference with a change to expand apron the knowledge base or a meet and greet. what would you do to make it a success. Very Happy

Posted: Mon Feb 06, 2012 6:14 pm

I really don't understand the premise of the question. Is this an event that is going to be hosted by the WGA, or will it be sponsored by the WGA? If this is a regional sponsord event, the WGA will provide any support and resources requested within reason, but the majority of the planning will fall on the host of the event.