How to Plan a Successful GIS Day Event
With only 48 days remaining until GIS Day, our Esri team met with some of our GIS Day Advocates to learn more about their experiences planning events and how their expertise can benefit both each other and the wider Community. During the meeting, we exchanged experiences, celebrated accomplishments, and discussed the exciting plans the GIS Day team has in store for this year’s event. Below is a compiled list of what was discussed and ideas that were brought to the table. We’re hoping this sparks creativity and inspires a sense of motivation as you plan your GIS Day event!
What exactly is a GIS Day Advocate?
These are esteemed contributors in Esri Community who have successfully organized past GIS Day events and are looking to continue this tradition by planning an event this year. These Community members are looked to for advice when planning a GIS Day event and are willing to assist others by providing their insights, suggestions, and guidance. As you can see in this forum, a few of them have already posted their past events so please feel free to add a comment!
Successful Event Ideas and Learnings
- Beginner Intro Course to GIS – Your event does not need to be complicated. Often, the most successful events are the ones that are practical and easy to execute! Look to create or search for a free online course for your attendees to complete. This can be anything from a tips and tricks session to an educational YouTube video.
- Scenario based GIS games – Have attendees fill out a Survey123 form based on a GIS-themed scenario. Answers will be based on the attendees’ perspective and will be shared with the rest of the group. This is a fun way to get to know your colleagues a little bit more and including prizes adds an extra element of excitement to engage the crowd.
- Demo a map – Present on what you know best! Create or research a map based on the attendee’s interest. Take it to the next level by filtering it in different views, setting a theme and opening it to the audience to present a map as well.
- Organize Monthly GIS Contests – GIS Day is every day! Continue to plan monthly contests within your organization, serving as incentives to ignite interest and foster curiosity in map creation.
- Plan a GIS roadshow event – If you have the resources and support, plan a “mobile” GIS Day event by visiting different establishments around your city. Bring educational materials, swag, food, and marketing signage to spread awareness of GIS Day. Make sure to plan lightening talks and leave some time for an open Q&A to increase engagement and participation.
- Create a GIS Ambassador program – Look to your peers to help promote GIS Day. Create a plan with your group to encourage others to take the time to learn something new about the GIS world. Incorporate some of the free activities that are provided on the GIS Day site such as printable origami, comic books, coloring sheets, and more.
- Lunch & Learns – Finding a time that works with everyone’s schedule can be difficult so planning an event during lunch and providing food can increase participation. To spice up your presentation, include a fun trivia towards the end with prizes.
- Scavenger Hunts – Get everyone moving by planning an in-person scavenger hunt. Place clues around your event space and have attendees solve different riddles about GIS. If you’re planning to only do a virtual event, find a fun StoryMaps scavenger hunt or get creative and build your own StoryMap scavenger hunt.
- Sponsored Events – Use your connections! Reach out to local organizations and speakers and ask if they’d be interested in speaking at your event. Bonus points if you’re able to record the event so those who were unable to attend can watch the recording later.
- Write a Newsletter – A great way to educate others is providing a list of resources in a descriptive article. You can include the latest GIS news, resources, fun facts, tools and tips, local events, and so much more. It’s a simple yet effective way to celebrate GIS Day.
Dos and Don’ts When Planning an Event
- Change the theme every year – Ensure that your event remains exciting and unique each year by organizing a diverse range of activities centered around a new theme.
- Keep it simple and easy – Try not to make your event too technical. Either use resources that are already provided or replicate something that has been done in the past that seems to be a hit with your crowd.
- Incorporate GIS tools – Whether you’re planning an event for beginners or advanced GIS users, look to use GIS tools such as StoryMaps, Field Maps, or ArcGIS Online to familiarize others with Esri products and beyond.
- Provide food and drinks – Let’s be honest… everyone loves free food! If you have the funds and support, include food and drinks at your event. This is a great way to have a steady headcount and increase engagement throughout the event.
- Utilize free resources – Include interactive handouts both printable and digital at your event. You can find a handful of GIS Day activities here or research other interactive handouts online. This is a great activity to include if you’re looking to keep students or small children focused during an event.
- Reduce waste – Try to use recycled materials, limited plastic, and digital activities to avoid waste. Keep in mind the good ol’ saying: reduce, reuse, and recycle!
- Find support – Create a GIS Day committee team. Ask colleagues, friends, and family to help you plan your GIS Day event. Plan monthly meetings to ensure your event runs smoothly and everyone has the opportunity to contribute. Gaining support from management or leadership is also a plus which can help with sponsorship, participation and creating more buzz for the event.
- Time management – Make sure you’re careful with the timing of your event. Try not to plan it during hours when people are busy or unavailable. During lunch or after work hours may be a time that works best for your audience.
- Ask for feedback – Prior to your event, send out a survey and ask attendees what GIS Day events they’d be interested in and their availability. Once your event is complete, send out an additional survey asking for feedback on the event.
With an impressive count of over 1,100 registered events spanning across 104 countries, we’re looking forward to seeing the innovative ideas and celebrations from fellow GIS professionals, as we celebrate GIS Day!
We hope that this list of advice and feedback will serve as a valuable resource as you embark on planning your GIS Day event. We encourage you to engage with the GIS Day forum by leaving comments or creating a post of your own, sharing any questions, advice, or exciting plans you have for this year's event.
Special thanks to all our GIS Day Advocates
@DavidMcClennen, @jfiacco, @JohnNergeBrooklynPark, @MargaretM, @PatriciaCarbajales-Dale, @PaulGiroux1, @AdamMiller4, @Jeremy_Zand @SRanseen
