7.5. Mega-Event Classification
A Mega-Event is similar to an Event Cache, only it is much larger. In order to qualify as a Mega-Event, it must have been attended by 500+ people.
Typically these are annual events and attract geocachers from around the world. Because of the international nature of these gatherings, Mega-Events are included in each Weekly Mailer regardless of the distance of the event location from your home coordinates.
Most events that qualify for Mega status do so after the event, and only after meeting strict criteria. Many event caches only achieve Mega status after two or more subsequent iterations. Once an event has achieved Mega status, organizers may find it easier to attain Mega-Event status for subsequent iterations of that event.
How do you submit an event for Mega status? (For First-timers)
It is very rare for an event to be classified as a Mega-Event if the event is being held for the first time. Most organizing groups only get this at the second year of their event. There are strict criteria that must be met before Mega status can be achieved.
- First, please read the Guidelines for Mega-Events.
- Next, create a cache page and submit it for review. Choose "Event" as your cache type, complete the standard Event Cache submission procedures, and adhere to all geocaching.com Guidelines for Event Caches.
- Standard Event Caches can be published up to three months in advance. However, if your event is designed to attract a large number of regional, national or international geocachers and you can support these claims, you can request that the local Reviewer publishes the event cache page up to six months in advance. This process may require additional correspondence or discussion with the Reviewer. You should be prepared with supporting information such as the venue booking, details of sponsorship, responses to a forum thread, and any other documentation that will support your claim that the event will attract a large number of people.
- Since you aim to achieve Mega status for your event, you will include www.Geocaching.com as a sponsor on the separate webpage you have created for this event. If you have tiers of sponsorship, Geocaching.com must be at the highest level of sponsorship.
- Will you have a separate event website? If so, add a link at the top level of your site navigation pointing back to the geocaching.com cache page. This is to facilitate moving back and forth between the two sites. Since site navigation styles vary greatly, we will leave design details up to you. Generally, text that has the words "Mega-Event" plus the GC Code on it will work. Example: "Mega-Event GC2FYVM"
- You can freely download the appropriate logo at our Logo Usage page, where you will also find detailed Guidelines about the use of the geocaching.com logo.
We do not award Mega status ahead of time to an event as a means of attracting attendees. The designation of Mega status will only be granted on the merits of the actual event. This is why many events attain Mega status after one or more annual iterations, and not at the first year.
Once you have successfully hosted your event, and it was attended by more than 500 people, you can submit a request to email@example.com for the event to be designated a Mega-Event.
You will need to present a legible copy of the signed event attendance log. You can either mail an annotated physical copy to Groundspeak or email an annotated electronic copy, but Groundspeak must be able to verify that 500+ people attended the event. Geocaching teams will be counted according to the number of people in the team. No person may be counted twice.
What do we mean by annotated? At the top of page 1, place the number of names from this page in a prominent way. Let's say you have 25 names on Page 1 so you should put 25 in red at the top. If page 2 has 20 names on it, put 45 in red at the top. Page 3 which has only 2 names on it will have 47 in red at the top. At some point, this prominent number will exceed 500. That is the general idea. Your logbook may not be a book at all so you will have to figure out how best to annotate this for Groundspeak verification. Why should you annotate? The faster we can get through verification, the faster you can get your Mega-Event status.
If Mega-Event status is awarded to the event, Groundspeak will change the cache type on the cache page, and all geocachers who logged their attendance on Geocaching.com will be credited with a Mega-Event icon.
How do you submit an event for Mega status? (For Repeat Organizers)
- Submit your Event Cache page as per usual procedures. Then, send an email to firstname.lastname@example.org with all supporting documentation, and your request for the upgrade to Mega status will be considered.
- For those planning subsequent Mega-Events, these can be published up to one year in advance.
- Most likely, you have a separate event website. Add a link at the top level of your site navigation pointing back to the geocaching.com cache page. This is to facilitate moving back and forth between the two sites. Since site navigation styles vary greatly, we will leave design details up to you. Generally, text that has the words "Mega-Event" plus the GC Code on it will work. Example: "Mega-Event GC2FYVM"
Hint: It helps greatly with our administration when an organization or group submits subsequent events with the same Cache Owner they have used previously. This clearly shows via the Profile Page that this username has owned at least one Mega-Event already.
Discussing Mega-Events in the Forums
We have a section in our Forums just for Mega-Events. If you are an organizer for an already-published Mega-Event and you want to have a forum section for your event, just send us a message that your team wishes to have a forum section created for your event. There is no fee for this service.
We then invite you to link to the relevant forum from your own Mega-Event website. You can also announce the news to those who will attend your event. (Hint: If you are the Cache Owner, you can use the Announcement log type.)
It is a place to have conversations about whatever you might need to organize your own attendance at one of these large events. Looking to go geocaching with a group? Looking to find carpool partners? Want to deliver a special Trackable item to someone who lives in a special city? Need to ask details about the Mega-Event coin? Looking for tourism recommendations from locals?
Organizing can be made much easier by posting relevant messages in this discussion forum.
Souvenirs, SWAG and Tracking Codes For a Mega-Event
Mega-Events qualify for souvenirs. (See the related page below.) The event must have mega status before the event occurs in order to be eligible. The Cache Owner can submit the event logo or any original art. The Cache Owner must have the rights to use the imagery submitted; do not use art or photos merely found online. We recommended that the event name and date appear clearly. Event planners must submit a 100x100 pixel JPG or PNG, and an optional 320x480 pixel JPG or PNG (this can display either horizontally or vertically). If we do not hear back from you and it is within 2 weeks of the event, Groundspeak will create a souvenir for the event.
Mega-Events qualify for a donation package from Groundspeak, including 5 Lackey coins. These items can be used for raffles, give-aways or awards.
In addition, Mega-Events that are published as Megas (the event is in its second or higher iteration), will likely qualify for free tracking codes to be used for the official Trackables, Geocoins and trackable T-shirts. These tracking codes will be accompanied by a free Trackable icon specific to the event. Please note that some restrictions apply regarding the number of tracking codes for which each event will be eligible. Organizers should contact Groundspeak for additional information.
Please note that organizers will need to ensure the Mega-Event meets all guidelines outlined here to qualify for these benefits, particularly with regards to exclusivity.