Geocache Submitter Workflow: From Idea to Approved CacheCreating and submitting a geocache can be satisfying, educational, and a little challenging. This article walks you through a complete workflow for the geocache submitter — from the initial idea to an approved cache live on the map. Whether you’re a first-time cache owner or an experienced cacher refining your process, this guide covers planning, placement, container selection, listing preparation, submission, reviewer interaction, and maintenance.
1. Concept and Planning
Start by defining the purpose and experience you want your cache to offer. Common goals include:
- Providing a family-friendly quick stop (micro or small cache).
- Creating a multi-stage puzzle or adventure cache.
- Highlighting a local landmark, historical site, or natural feature.
- Designing a challenging hike, puzzle, or urban stealth cache.
Key planning steps:
- Research local caching density and terrain. Check nearby caches to avoid clustering and to provide a unique experience.
- Verify landowner permissions and local regulations. Public parks, private property, and nature preserves may have different rules.
- Consider target audience: families, beginners, puzzle enthusiasts, or advanced hikers. This affects size, difficulty, and placement.
2. Selecting Location and Coordinates
Choosing the right spot is crucial for enjoyment and approval.
- Aim for clear access and legal placement. Avoid sensitive ecological areas, private yards, and places requiring permissions you don’t have.
- Confirm GPS coordinates on-site using a handheld GPS unit or a reliable mapping app. Record both the intended publish coordinates and any alternative staging coordinates if you plan a multi-stage cache.
- Assess factors like foot traffic, visibility, and potential interference (maintenance, mowing schedules, seasonal closures).
Practical tip: When picking coordinates, stand where you want the cache to be placed and mark that precise location rather than estimating from a distance.
3. Container, Logbook, and Trade Items
Select durable materials and an appropriate size.
- For urban or high-traffic areas, choose waterproof and tamper-resistant containers.
- For natural settings, pick containers that blend in without being deceptive or harmful to the environment.
- Include a logbook and a reliable pen or pencil. Replace small logbooks with a micro log when necessary.
- If offering swap items, follow the “take something, leave something of equal or greater value” principle and avoid food, hazardous items, or anything illegal.
Container options and considerations:
- Micro (film canisters, small magnetic nano containers) — great for urban stealth, but limit trading.
- Small/regular (Tupperware, ammo cans) — good for family caches and trade items.
- Large (ammo can, bucket) — suitable for community caches or high-traffic tourist spots.
4. Crafting the Cache Page (Listing)
A well-written cache listing helps reviewers and finders.
- Title: Keep it clear and descriptive. Use the theme or location concisely.
- Description: Provide an engaging narrative, historical context, or directions to the starting point for multi-stage caches. Include approximate time and distance.
- Hints: Offer optional, subtle hints that don’t reveal the cache location outright.
- Difficulty and Terrain ratings: Be realistic and consistent with community standards. Over- or under-rating affects finder expectations and reviewer scrutiny.
- Attributes: Use attributes to indicate features like parking availability, accessibility, seasonal considerations, or required equipment.
- Photos: Add clear photos of the surrounding area or puzzle clues, but not of the cache container or exact spot.
Formatting tips:
- Use bullet points for approach instructions, safety notes, and parking info.
- Provide coordinates in standard format (e.g., N 37° 46.123 W 122° 25.456) and double-check accuracy.
5. Special Cache Types (Puzzles, Letterboxes, Multi-stage)
If your cache is a puzzle or multi-stage, include additional materials.
- Puzzle caches: Provide the puzzle, rules for solving, and any copyright considerations. Don’t include answers in the listing.
- Multi-stage caches: Give coordinates for stage 1 and clear instructions for each stage. Keep the final stage coordinates as the publish coordinates only if your platform allows it and if they’re accurate.
- Event caches and virtuals: Follow platform policies for required approvals, permissions, and verification steps.
6. Safety, Land Use, and Environmental Considerations
Responsible caching reduces conflicts and environmental impact.
- Follow Leave No Trace principles. Avoid placing caches that encourage off-trail trampling or disturb wildlife.
- Respect protected areas; many parks and preserves prohibit caches entirely.
- Avoid placements near emergency equipment (fire extinguishers, AEDs) or signage where removal could cause safety issues or confusion.
7. Submitting Your Cache
When you submit:
- Fill every required field: title, coordinates, container size, difficulty/terrain, description, and attributes.
- Attach photos and any required permission documents (if requested by the reviewer).
- If your platform supports draft/sandbox submissions, use it to preview formatting and coordinate placement.
- Provide contact info or a note about special considerations for the reviewer if relevant (e.g., seasonal access).
Expectations after submission:
- Review times vary by region and reviewer workload. Some platforms show estimated wait times.
- Be responsive: reviewers may request clarification or modification. Reply promptly and professionally.
8. Working with Reviewers
Reviewers ensure caches meet guidelines and are safe for the community.
- Common reviewer requests include clarifying coordinates, changing container size, adjusting difficulty/terrain ratings, or removing sensitive details.
- If a reviewer declines the cache, read their feedback carefully, make the requested changes, and resubmit. Ask politely for clarification if you don’t understand the reason.
- Keep communications concise and focused on resolving the issue.
9. After Approval: Publishing and Monitoring
Once approved:
- Double-check the published coordinates and listing text. Minor edits are usually allowed post-approval.
- Announce the cache if you wish—some owners advertise on local forums or social media, but avoid spoiling the location.
- Monitor logs and maintain the cache proactively. Replace damp logbooks, secure damaged containers, and remove spoiled trade items.
Maintenance routine:
- Inspect the cache periodically (every few months or after heavy seasons).
- Respond to finder logs reporting issues within a reasonable timeframe.
- If you plan to archive a cache, leave a note explaining why and consider relocating instead of permanent removal when possible.
10. Common Pitfalls and How to Avoid Them
- Overly clever hiding that requires moving sensitive objects or causes damage — avoid.
- Incorrect coordinates — verify on-site and with multiple devices.
- Poorly rated difficulty/terrain — be honest to set correct expectations.
- Ignoring permissions — always secure landowner or park permission when needed.
- Neglecting maintenance — a well-maintained cache keeps the community happy.
11. Example Checklist (Quick Reference)
- [ ] Concept and audience defined
- [ ] Permissions checked
- [ ] Coordinates verified on-site
- [ ] Container, logbook, and items prepared
- [ ] Listing written with title, description, attributes, and photos
- [ ] Puzzle/stage instructions prepared (if applicable)
- [ ] Submission completed with required fields and attachments
- [ ] Reviewer feedback addressed promptly
- [ ] Cache published and maintenance plan set
12. Final Thoughts
A successful geocache balances creativity, safety, and respect for place and people. Thoughtful planning, clear communication with reviewers, and ongoing maintenance create enjoyable experiences for finders and a positive legacy for the caching community.
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