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2020-01-23_mapathon_checklist.md

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The Basics

  • organize location
  • set date and time
  • define a theme (e.g. OpenStreetMap, remote sensing, spatial statistics, ... )
  • Wifi password

Announce the event

  • write blog post and push in this repository - if you do not have the permissions make a pull request and contact admin
  • go to lecture and invite students in person
  • Publish event on meetup.com
  • send invitations via all available channels - add short report about last event
    • Trafficon
    • Austrian OpenStreetMap mailing list
    • Twitter Post
    • Maptime Salzburg mailing list
    • Z_GIS staff
    • Z_GIS students
    • Geography students + Studienvertretung (STV)
    • FH students
    • individual persons from private network
    • add event in OSM calender:

Responsible Persons

For each task one (or two) person(s) should be responsible

  • moderator
  • technical person for computer, projector and slides
  • photographer - takes pictures during event

Prepare location

  • display a sign that says that we take photos and publish them in the internet
  • additionally provide prominent badges or "chains" that people can wear if their photos shall not be published
  • maptime logo signs with arrows to get to room and WCs
  • main laptop for presentation (maybe deactivate password)
  • check projector and connection to laptop
  • enough chairs
  • drinks and snacks
  • plastic cups
  • napkins
  • table (for drinks, snacks, flyer ...)
  • donation box
  • decoration
  • music
  • white board for ideas
  • flyer and sticker
  • presenter device a.k.a. clicker (wireless, for switching to new slide)
  • name-tag sticker ("Hello, my name is ... ") and pen
  • extra electricity cable (multiple socket - "Mehrfachsteckdose")
  • bring USB-stick for simple file transfer
  • garbage bag
  • print checklist and pin it in the location room: the helpers can see what needs to be done and can note down if tasks have been done
  • bring tape for sticking papers at the wall and cables on the floor
  • wardrobe for jackets, etc. ("Garderobe")
  • extra loudspeaker - if the build-in one does not work
  • publish WiFi password

iDEAS:lab - Special

  • bring transportation cart ("Wagerl" / "Wägelchen")
  • bring piece of cloth if some drink gets spilled ("Lappen" / "Fetzen")

Mapathon - Special

  • Give intro into OSM Editor
  • Register Mapathon
  • print cheat sheet with shortcuts for JOSM and iD
  • Tape extension cords to the floor for safety
  • bring extra mice ("mouses"), because many people will forget theirs
  • define region/task to map
  • check if firewall blocks OSM or Hot Tasking Manager
  • ask for helpers from humanitarian research group at Z_GIS

During event

  • ask everyone if it is okay to take photos of him or her
  • take photos of event

After event

  • clean up
  • remove all maptime logo signs
  • Reflect the event - remember what was good and what could be improved the next time
  • adapt this checklist in order to make the organization of the next event easier
  • thanks to the host
  • write blog post
  • publish blog post
    • on Maptime Salzburg mailing list
    • on twitter
    • include it to the announce email of the next event