Unlock the Power of GIS in Event Design and Management for Seamless and Safe Events
- Jul 31, 2024
- 6 min read
In today's fast-paced world of event planning and management, technology plays an increasingly vital role. One of the most transformative technologies making waves in this industry is Geographic Information Systems (GIS). From drones and CAD to digital twins, GIS technology underpins every step of our design process, providing precise positioning and comprehensive mapping capabilities. This article explores the profound impact of GIS on event design and management, detailing its benefits for both the crew and end users, while also highlighting its role in enhancing safety at events.
WHAT IS GIS?
GIS is a system designed to capture, store, manipulate, analyse, manage, and present spatial or geographic data. It combines hardware, software, and data for capturing, managing, analysing, and displaying all forms of geographically referenced information. GIS allows us to visualise, question, analyse, and interpret data to understand relationships, patterns, and trends.
GIS FOR SEAMLESS AND SAFE EVENT DESIGN
FROM DRONES TO DIGITAL TWINS
Our design process leverages GIS at every stage, from initial site surveys using drones to detailed CAD drawings and realistic renders, culminating in the creation of digital twins.
Drones: Equipped with LiDAR, high-resolution cameras and GPS technology, drones can quickly and accurately survey large event spaces, capturing detailed aerial imagery and spatial data. This data forms the basis of our CAD drawings.
CAD (Computer-Aided Design): Using CAD software, we translate the drone-captured data into detailed drawings and models. GIS enhances these drawings by providing precise geospatial data, ensuring every element of the design is accurately placed.
Renders and Digital Twins: The final step in our design process involves creating digital twins—virtual replicas of the event spaces. These digital twins are built using GIS data, providing an exact digital representation of the physical space. This allows clients to visualise their event in a virtual environment, making it easier to plan layouts and identify potential issues before the actual event setup begins.
BENEFITS FOR THE CREW
EFFICIENT MARK UPS
One of the significant advantages of using GIS in event design is the efficiency it brings to the site marking process. Traditional mark-ups, which involve manually measuring and mapping out event spaces, can take one to two days. This process is not only time-consuming but also prone to errors.
By integrating GIS with Vectorworks and using tools such as Emlid, we can drastically reduce the time required for mark-ups to just a few hours. The precise geospatial data provided by GIS eliminates the need for tape measures and guesswork. This efficiency is particularly beneficial for large venues where accuracy and speed are paramount.
ENHANCED COLLABORATION
GIS technology facilitates better collaboration among the event crew. With accurate, up-to-date maps and data, all team members can work from the same information, reducing misunderstandings and ensuring everyone is on the same page. This unified approach streamlines the planning and setup processes, leading to smoother operations and fewer delays.
ENHANCING THE END USER EXPERIENCE
NAVIGATIONAL EASE
For end users, the integration of GIS into event planning brings a host of benefits, starting with navigational ease. By incorporating geographical markers into our plans, we enable clients to implement Google Maps-style navigation into their event apps. This feature allows visitors to search for food vendors, rides, activations, and amenities, and follow directions on their phones, providing an augmented reality (AR) experience.
An excellent example of this is the Sydney Royal Easter Show app. Using our GIS-enhanced plans, visitors could navigate the showgrounds with ease, finding attractions and services without hassle. This improved navigational experience enhances visitor satisfaction, making the event more enjoyable and accessible.
PERSONALISED EXPERIENCE
GIS technology also allows for more personalised experiences at events. By analysing spatial data, event organisers can identify popular areas, track crowd movements, and understand visitor behaviour. This information can be used to tailor experiences to individual preferences, such as suggesting attractions or services based on a visitor's location or previous activities.
IMPROVING EVENT SAFETY
INCIDENT REPORTING AND RESPONSE
Safety is a critical concern at any event, and GIS technology plays a crucial role in enhancing it. The geographical capabilities of GIS enable users and staff to report incidents accurately and efficiently. By pinpointing the exact location of an incident, whether it's a medical emergency or a security concern, response teams can be dispatched quickly and precisely.
This capability is particularly valuable in large or crowded events where finding the exact location of an incident can be challenging. GIS ensures that response teams have the information they need to reach the scene promptly, potentially saving lives and preventing further issues.
CROWD MANAGEMENT
GIS can also aid in crowd management by providing real-time data on crowd density and movement. This information allows event organisers to identify potential bottlenecks or overcrowded areas and take proactive measures to alleviate congestion. By ensuring that crowds move smoothly and safely, GIS helps prevent accidents and enhances the overall experience for visitors.
CASE STUDY: SYDNEY ROYAL EASTER SHOW
The Sydney Royal Easter Show serves as a prime example of the power of GIS in event management. Held annually at the Sydney Showground, this event attracts hundreds of thousands of visitors, featuring a wide range of attractions, from agricultural displays to amusement rides.
Navigational Ease: By integrating GIS data into the event app, we enabled visitors to navigate the vast showgrounds with ease. Users could search for specific attractions, vendors, or amenities and receive step-by-step directions on their phones, enhancing their overall experience.
THE FUTURE OF GIS IN EVENT MANAGEMENT
The integration of GIS in event management is still in its early stages, but the potential for future developments is vast. As technology continues to advance, we can expect even more innovative applications of GIS in this field.
Crowd Management: GIS data can be used to monitor crowd movements and densities in real-time. This allows event organisers to identify and address potential issues before they became problematic, ensuring a safe and enjoyable environment for all attendees.
Incident Reporting and Response: The geographical capabilities of GIS can facilitate efficient incident reporting and response. Whether it is a medical emergency, a lost child, or a break in the gates, staff can quickly pinpoint the location and dispatch the appropriate response teams, improving overall safety at the event.
Augmented Reality and Virtual Reality: The combination of GIS with augmented reality (AR) and virtual reality (VR) technologies will open new possibilities for event planning and visitor experiences. Imagine visitors being able to take virtual tours of event spaces before attending or experiencing interactive AR elements during the event itself.
IoT Integration: The Internet of Things (IoT) will further enhance the capabilities of GIS in event management. By connecting various devices and sensors throughout the event space, organisers can gather real-time data on everything from crowd movements to environmental conditions, allowing for more dynamic and responsive event management.
Predictive Analytics: GIS, combined with predictive analytics, can provide valuable insights for future events. By analysing historical data and identifying patterns, organisers can make informed decisions on everything from layout and design to staffing and security, improving the overall efficiency and effectiveness of event planning and execution.
CONCLUSION
GIS technology is transforming the event management industry, offering a range of benefits from improved efficiency for site crews to enhanced experiences for end users and increased safety for all. By integrating GIS into every step of our design process, we are not just creating spaces; we are revolutionising how they are experienced and managed.
As we look to the future, the potential for GIS in event management is immense. With continued advancements in technology, we can expect even more innovative applications and benefits, making events safer, more efficient, and more enjoyable for everyone involved.
The power of GIS is undeniable, and its impact on event management is only just beginning to be realised. By embracing this technology, we are setting new standards in the industry and paving the way for a more connected, efficient, and immersive event experience.
REFERENCES
By understanding and utilising the capabilities of GIS, we can create more efficient, safer, and enjoy able events. Whether you're a site crew member or an end user, the benefits of this technology are profound and far-reaching. So next time you're at an event, remember that GIS might just be working behind the scenes to enhance your experience.
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