Event Checklist

Checklist to help in the preperation, on the day, and follow up to your event:

Task

  • Pick the mapathon-specific tasks
  • Check the overall imagery quality
  • Check for special concerns regarding task
  • Prepare a tracing/tagging guide for the task
  • Take retraceable “before shots” of the area
    • OpenStreetMap (OSM)
    • ID editor or JOSM
  • Before metrics
    • Extract OSM data (e.g. www.geofabrik.de)

Venue

  • Book in advance, consider:
    • Time
    • Place
    • Scheduling conflicts
    • Anticipated audience
    • Internet access
  • Visit the venue in advance, consider
    • Do people need to register to enter?
    • Power outlets (how many/where?)
    • Are there projectors/screens?
  • Does the venue have computers? If not, encourage everyone to bring laptops and mice
  • Know who to contact in advance in case of IT issues

Logistics

  • Power strips
  • Chairs
  • Tables
  • Speakers
  • Microphones
  • Posters
  • Sign-in sheet (Name, Email, Affiliation, How’d You Hear about This Event?, Would you like to sign-up for updates?)
  • Event posters (guide people to the room)
  • Print any necessary handouts
  • Name tags
  • Music
  • Extra mice if possible
  • Extra laptops if possible
  • Food/Drink
    • Cups, Plates, Utensils, Napkins

Pre-event Outreach

  • Coordinate with potential partners
  • MeetUp, EventBrite, or similiar platform to for outreach and to manage RSVPs
  • Reach out to similar MeetUps or existing groups
  • Reach out to local universities, libraries, and other institutions
  • Media
  • Encourage people to join remotely
  • Teleconference
  • Twitter (Pick a hashtag)
  • Facebook Posts
  • Consider sending partners social media toolkit
  • Send a friendly event reminder

During the event

  • Show the MapGive ”Why Map?” video
  • Gauge the room’s experience with mapping
  • Everyone mapping has an OSM account
  • Live editing tutorial (ID editor)
  • Check in with mappers throughout the event
  • Motivate mappers by displaying live edits and the Missing Maps leaderboard
  • Take pictures! Engage in social media

Post-event

  • Thank everyone for attending!
  • (Are there related events in the area? Point them out!)
  • Send a progress report to all attendees
  • Consider sending personalized emails thanking people for their individual contributions
  • After shots
    • OSM
    • ID editor or JOSM
    • ITO areas
  • Metrics (how many people, how many edits?)
    • osm-analytics.org
  • Create graphics
  • Start planning the next one!