Background:
Here is some background on the WestCan event series that, until COVID, was a regular mega event series in the western provinces.
In 2011 Kevin Edwards, the then-Mayor of Three Hills Alberta, with the assistance of a group of geocachers, created Best of the Bad - WestCan-I, the first in a series of WestCan Events. We (Landsharkz) hosted the second one on Vancouver Island, and from that point forward, Kevin asked us to continue the WestCan Legacy by coordinating the use of the name and helping the approved management committees meet the expectations of a WestCan event. The original WestCan was funded with aid from the federal and Alberta governments on the understanding that it would be the first in a series of legacy events in western Canada, with a goal of supporting rural economic development. The WestCan name is a common-law trademark, meaning, along with Kevin, we claim legal right to the name for use with geocaching events in order to ensure there is coordination and appropriate management of expectations going forward.
The reason for this is the following:
It ensures coordination so that there are not two WestCan events held in the same year,
It ensures that the event's legacy goals of supporting rural economies are specifically addressed,
It ensures that when people plan their travels to go to a WestCan event, they can do so knowing that they can confidently expect a quality event,
In order to ensure number 2 above, we have a “formula” we use to help the management committee plan a successful event, especially given that most committees have never hosted mega events… without taking over their planning, we want them to draw from our experience, and
Given the above, we do not benefit financially from WestCanevents, with the exception of products we might make and if we go to the event and set up a booth.
To Host a WestCan Event
If you would like to host a WestCan event, then you must obtain permission to use the name. You do so by submitting a bid to Landsharkz who's approval you must obtain in order to use the WestCan name. Bids will be reviewed by Helen and Chris Edley (Landsharkz) and a selection of past WestCan leaders.
Bids must include the following information:
The location and date of the proposed event including the ability to secure the venue in the case of approval,
Why this community was selected,
How the team will implement the look and feel of the WestCan experience.
Who is on the organizing committee, with a brief bio demonstrating the skills and abilities of the team to manage a mega event. This includes the management of resources and the ability to manage what could well be a six-figure budget.
The bid must describe how they have the support of the community in which they are planning the proposed event, and describe how they will maximize the benefit for the community, and who within the community they are liaising with,
The bid must describe how the team will manage accommodations for an influx of people into a rural community including camping, hotels and other accommodations,
The bid must demonstrate a sense of confidence that they can stay together as a team and effectively manage the project from beginning to end. This means demonstrating leadership skills and division of tasks.
Demonstrate how the organizing team will work with Geocaching vendors, including sponsorship, managing a vendor area, and maximizing value for vendors that travel to the event,
Outline the budget including registration package levels, and major expenses including insurance, security, camping, the venue and products.
Provide an overview of satellite events and how they will be managed.