WEB BASED EVENT MANAGEMENT

Event production is all about communication. Information about schedules, plans, and lists must be constantly updated and sent out to vendors, clients, civic entities…the list goes on and on.

Another way to organize and disseminate information is by creating a real-time, web-based portal that can be easily accessed by production personnel. And by using Geographical Information Services (“GIS”), plans can be created that have many advantages over typical paper-based planning tools.

GIS is all around us everyday. We can easily take it for granted but it is one of the most powerful web applications available for the illustration and dissemination of all kinds of information. Googe Maps is one example. GIS is recognized as one of the fastest growing professions today. There are many advantages to using web-based applications for event planning, production, operations, and safety management.

Event Design Services, in association with Geo-Centric Consulting, can now convert static site plans created in CAD, .pdf files or even sketches on the back of envelopes, and turn them into active georeferenced web maps. These maps can be seen on dedicated URL sites and can be constantly updated, communicated, and be used for real-time event management.

Vendors can access revised plans without downloading a succession of .PDF plans. Data fields can be linked to Excel spreadsheets and easily changed. By using GPS devices, such as Garmin or event smartphones, set up teams can build without triangulated measuring tapes. The plans can be directly integrated into local emergency GIS mapping applications for rapid communication in the event of major incidents . During the event the control center, even if it is just a single laptop, can monitor staff, crowd control, and medical emergencies as they happen. And direct resources as required.

These are just a few of the advantages of using web-based tools to manage events.

Some examples sharing information can be seen below. Click on highlighted areas to see information.

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ESRI

ESRI is the world leader in mapping software.  Through an online application, custom event maps can be shared and, with permissions, edited by users. By using a simple URL, maps can be distributed to clients, vendors or parties.  There is virtually an endless amount of information that can be included in these maps; active weather forecasting, locations of transportation systems, even locations of fire hydrants. To avoid confusion, features are organized by layers.  Database information can be attached to features as pop-ups. And the user interfaces can be customized to suit a variety of situations.

An example of such a map can be seen HERE. This is an active map.  You can explore the icons to see selectable layers or base maps.

For additional information on how live maps can work with events, see: LIVE Maps for Special Events and Custom Maps for Event Safety

For more information on how live event maps can improve planning, execution, and safety response please contact Tom@eventdesignservices.com