Preparation for State of the Map 2020, Cape Town is underway and the organizing team is calling upon you to join the scholarships review and selection team. We would like to set up a diverse team with a wide geographic scope, ethnic and gender diversity, and different kinds of experiences in the OpenStreetMap community.
State of the Map 2019 scholars. Photo by Thomas Skowron, CC BY 2.0
What does being part of the review team mean? Being on the scholar selection team means that you will read and rate most or all of the SotM 2020 scholarship applications. You will learn about interesting projects and about the contributions of other OSMers first hand. We will help you by providing the criteria to judge the applications. We expect the scoring to take a half day to a full day all together, spread out over several days. We will send you a spreadsheet or a link to an online spreadsheet and you will be asked to i) provide a single rating for each application and ii) add a note why you gave that rating. We will use those comments during the final selection.
After scoring the applications you can participate in the team’s discussions about the final selection – but this is not an absolute requirement. So, if you do not feel comfortable or have technical difficulties, do not worry. Please note that we expect any personal information provided by the applicants, or by other team members, to be kept confidential.
What is the timeline? Submissions for scholarship applications will open on January 15, 2020 and close on February 15, 2020 so you will have to read and rate the applications up to March 1, 2020. During the last week of February, you will be asked if you want to participate in the discussions about the final selection.
Are you interested?
If you are interested in being considered as a member of the selection team, please fill this form by January 7, 2020.
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project and you can support it by becoming a member. The State of the Map Organising Committee is one of our volunteer Working Groups.
OpenStreetMap was founded in 2004 and is a international project to create a free map of the world. To do so, we, thousands of volunteers, collect data about roads, railways, rivers, forests, buildings and a lot more worldwide. Our map data can be downloaded for free by everyone and used for any purpose – including commercial usage. It is possible to produce your own maps which highlight certain features, to calculate routes etc. OpenStreetMap is increasingly used when one needs maps which can be very quickly, or easily, updated.
As of now we are accepting your talks and presentations in the following State of the Map 2020 tracks:
OSM Basics: Information dedicated to newcomers
Community & Foundation: Bringing people together, working group experiences, strategies & vision
Mapping: All about making the mapping easier and better
Cartography: Your ideas on how to create good-looking manifestations of the OSM dataset
Software Development: Software for processing and editing data
Data Analysis & Data Model: Reflections about the OSM data, its model and analysis of quality and completeness
User Experiences: Tell your surprising story of using OSM as an end-user
Art & Creativity: Creative projects with OSM
Academic Track: There will be a proper academic track, it will be announced separately
Art & Creativity is a completely new track at SotM. It provides a space to present your artistic and creative projects that use OpenStreetMap data or the OpenStreetMap theme to e.g. create clothing, jewellery, 3D printed objects, engravings, visualizations, computer or mobile games, virtual worlds, augmented reality, flyers, postcards, etc.
You will also find an additional submission type called Panel. Panels are for hot, controversial discussions around the OSM community, mapping and data. Topics may cover for example diversity, legal questions or the future of the database.
You will find the Call for Participation and the link to the submission form at:
We are looking forward to your fresh ideas and beautiful maps!
SotM 2020 Program Committee
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project and you can support it by becoming a member. The State of the Map Organising Committee is one of our volunteer Working Groups.
Organising the international State of the Map conference is a huge effort! But it can be broken down to small and straightforward tasks. We are looking for you! Are you interested in taking over one of our tasks? This post shows you what we’re doing – maybe there’s something here that you can help with. Or ask us for more details of tasks you are interested in!
What we’re doing
Next year’s SotM is usually announced at the end of the previous one. That means that work on next year’s SotM already starts before the current SotM even begins! We have to publish a call for bids and sort out the options with the local teams. And to make a well-founded and often difficult decision.
Preparing phase – shortly after SotM
Once a SotM is done, the SotM working group starts working with the local team for next year. The first steps are creating the logo and the prospectus for sponsors. Also, the website is launched around this time, and we sort out the possibilities for the social event.
The program committee start their work by setting up the call for papers. The scholarship committee also have to do a lot of preparation before they can publish their offer.
In the middle of the year – growing phase
Finding sponsors, the call for papers, and scholarships or travel grants are the activities that dominate this phase. Then the review phase for both talk submissions and scholarship applications starts. Finishing the schedule and adjusting with the speakers can be a challenge. The website team has to include the sponsor logos and provide content about the venue, and later the schedule.
The hot phase before the conference
Ticket sales is opened. We have to ensure that all speakers have tickets. This year we were sold out and we had to answer a lot of questions.
Catering has to be ordered. The social event has to be fixed.
Scholars have to be managed. In the past we arranged travel for them and helped apply for a visa if necessary. Also accommodation has to be sorted out for them.
Sponsors have to be taken care of. They get vouchers for conference tickets, and they can provide input for the booklet. Some sponsors may have special requirements.
A lot of design work comes our way in this phase too: signs, banners, but also the T-shirts.
Also, the the program booklet is considerable work until it is perfect.
The video recording (and, if possible, streaming) has to be arranged, and we need to check the local internet access situation.
Shortly before the conference we set up a Telegram group. We have to coordinate a lot of volunteers who help during the conference at the welcome desk, at catering, in the sessions, or with the video cameras.
How you can help
Design work
Logo
Website layout
Sponsor prospectus layout
Booklet layout
Banners, signs
T-Shirt design
Certificate of attendance
Sponsorship
Preparing the sponsor packages
Finding sponsors
Communication with sponsors
Collecting the logos and booklet ads
Issue ticket vouchers to sponsors
Sponsor logo on slides and banners
Preparing sponsor booths at the conference
Administrative work
Budget planning
Financial coordination with OSMF
Planning the timeline
Preparing group meetings
Setting up the registration system
Administration of group mailing lists
Conference insurance
Legal and permission issues
Safety considerations
Program
Call for presentations
Looking for interesting speakers
Setting up the talk submission system
Review of the submissions
Working out a proper schedule
Communication with speakers
Coordination with scholarship team
Canceling, changing, rearranging talks
Poster competition
Keynote speakers
OSM Awards
Travel Grant
Call for scholarship
Review of the submissions
Travel management, accommodation
Invitation letters
Preparing a travel guide for scholars
Local work
Social event (space, catering, music)
Conference catering
Organizing a pre-event
Hotel reservations
Name badges, lanyards
Ordering of T-Shirts
Ordering of banners
Printing out of Posters and Signs
Preparing the venue (video, wifi)
Communication
Website content: sponsors, venue, accommodation, attendees, call for presentations, etc.
Creating texts for Twitter, blog posts, mailing lists, newsletter etc.
Translation into other languages
Answering mails of attendees
Telegram groups (during the conference)
Conference work
Managing the volunteers
Preparing tables, poster walls
Setting up banner, signs etc.
Welcome desk
Video & streaming
Video cutting, upload
Collecting slides of speakers
Catering
Session moderation
Technical assistance in sessions
Code of Conduct team
Looking for the next venue
Call for bids
Communication on mailing lists etc.
Communication with applying teams
Review and decision process
Communication
We mainly collaborate via email and on Github in English. The core SotM team has voice meetings on Mumble.
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project and you can support it by becoming a member. The State of the Map Organising Committee is one of our volunteer Working Groups.
The community voting for the OpenStreetMap Awards 2019 is open! We had a call for nominees, during which you have submitted the names of almost a hundred mappers, bloggers, developers and teams. Then OSMF working groups, the Board and past winners helped to prepare a shorter list. And now it is again your turn: choose who gets an award during the ceremony at the State of the Map in Heidelberg.
We have 28 nominees to choose from: six categories of notable mappers, developers, writers and community builders, and a new category for teams: commercial companies and groups of people working together to make OpenStreetMap better. Every one of these worked hard, and deserves every bit of our love.
You don’t have to choose only one nominee per category: that would be an impossible choice, given we have so many great people on the list. Click as many checkboxes as you like, even all of them. What matters is not winning, but knowing that hundreds of people support you and your project. The main point of a community is to support its members, and this is your chance to do that. Don’t forget to press the “Vote” button afterwards.
The voting ends soon, on 18th of September, so please do not postpone visiting the website — spend a minute right now. Please vote now and show your appreciation!
The last couple of months have been busy with organising the State of the Map 2019 conference. In particular, the program committees have done the difficult job of selecting which talks will be presented at the conference. We had many submissions and unfortunately we could not accept them all, but we aimed at selecting talks that we believe you will all find really interesting.
As well as the regular talks in the program, this year also sees a full track on Sunday dedicated to academic talks which anyone is welcome to attend, not just the academically inclined among you!
For more information on the talks that were selected and when they will be presented, take a look at the program. Most talks will be recorded, so if you cannot attend, you can watch them online after the conference!
Call for Posters
Getting the selection of talks ready was not the only thing happening the past few weeks – we have also been preparing for the annual poster competition. This year we have a dedicated poster session at the conference where selected posters will be exhibited and you will have a chance to meet the creators and talk with them.
Your poster could show how well your home region is mapped, it could be a beautiful new style or map. It might focus on a community project or statistics, it might be a poster explaining and inviting people to OpenStreetMap. What’s important, is we want it to be about OSM. We’re also welcoming academic posters about research around OpenStreetMap data.
You don’t have to attend SotM 2019 to submit a poster.
Early Bird Tickets
Early bird tickets are still available at the ticket sales web page. These prices are only available until the 21st of July, so get your ticket now!
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project and you can support it by becoming a member. The State of the Map Organising Committee is one of our volunteer Working Groups.
Post by Gregory Marler on LivingWithDragons. Re-posted with permission.
The OpenStreetMap event of the year is “State of the Map” (SotM), an international conference run by the OpenStreetMap Foundation and I love being part of the organising committee that brings so many people to one place. We’re volunteers and it takes a lot of work and a lot of local knowledge throughout the year to organise a 400+ conference, so we ask for communities to bid to host it in their city/area. There’s support in overseeing what needs to be done, budgeting, and links with previous sponsors, but it relies on a full local team to join in the help. This led me to ask, why should your community host State of the Map?
The photographer takes a group photo of delegates and team at SotM 2018 (Italy)
It will use the skills of your community. The organisation work requires researching suppliers of booklet printing, catering, etc. It needs people to communicate with the venue and with our sponsors, even speakers and scholarship applications. There’s usually help needed with graphics and there’s space for people to suggest new ideas for the conference. During the event we need welcoming people, and people to keep the schedule running on time. There’s so many different things to do and they vary in how visible from them. I firmly believe the best way to appreciate individuals is to know they’ve dealt with an essential task or to encourage them to take on a task you think they’ll be good at.
Along with the conference, of course comes lots of knowledgeable people. In the talks and in the coffee break discussions you get to hear updates about OpenStreetMap, learn new things or get more detail from the experts and different communities. This is both for your local SotM team, as it’s encouraged to listen to the talks if you’re helping out, and it’s for your wider community of OSMers and newbies in the city/country/region. This can be a great chance for locals to attend SotM when they might not usually due to travel distance and barriers such as costs or visas.
Stickers at a SotM Scotland event in 2012
Don’t think about one weekend, as often the conference is a catalyst to have more local events. In the build up to SotM you’ll want to meet more often and you’ll get to know people who live near by. Hosting SotM has also led to more events following it as people want to continue the in-person sharing of knowledge and community. You might host extra events in collaboration with other organisations, in the past countries have even ended up having scenarios like “The month of maps”. I would encourage you to have had some community meetups before bidding for SotM, it gives you practice setting dates, communication, and venues.
Remember that OpenStreetMap is not about a conference. However, the conference helps us build new understanding. This can lead to new contributors joining OpenStreetMap (maybe getting more involved) and new uses of OpenStreetMap by being inspired and encouraged what others can do. You might want to invite local government or companies that are on the fence with deciding to use or release open data.
My last reason is that, it’s fun. We’re all a nice bunch of people really. There’s usually an organised social evening at SotM (we’ve had private tram tours, picnics in the park, a performance by Japanese drummers, all sorts). On the other nights the visiting mappers will look to your community team for advice on where to eat/drink and what are really the best nearby tourist sights. If you love your town, then you should love sharing the best bits and the secrets with the new friends you make.
What to do now? First of all, read the Call for Venues page, because that contains a lot better detail on what is needed to be ready and what is needed in your bid. I would suggest getting together a community that is interested in hosting, even if they have different levels of interest and different amounts of availability. Find a date to give about 2 weeks notice, find a place to meet like a coffee shop or a friendly office, and use various social media to invite local mappers to come and chat about State of the Map in your town. You might start writing the bid there (copy the example bid format), you might assign people to go away and research the different sections required.
Dinner and a drum performance at State of the Map 2017 (Japan)
You are very welcome to contact the SotM team early on, this might be once you’ve suggested it to your community it might be before that initial meeting I suggested. We want to help you out, and to help you with your bid. This could be linking you up with others nearby that have got in touch with us, or answering questions you have.
After the bids come in we get the challenge of choosing which bid will host SotM next year. It’s a difficult decision, and we’ve come to learn what will make the conference run smoothly. Don’t be disheartened if your bid is not selected. All that research and team building can be usefully adapted to running a smaller conference for your country or region (there’s a whole list of them). These won’t be an OSMF-run conference but the global team is still keen to assist in small ways. Often local/regional conferences contact us with their proposed dates before they announce, and find it helpful to know if they might clash with others (potentially causing less people to attend). Running a country-level conference can also show how well you can run an event, it could set you up well to bid for SotM in future years. I’d love to see some of the previous ones run on an international level, and it’s great to see more of these pop up.
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project. The State of the Map Organising Committee is one of our volunteer Working Groups.
Tickets are now on sale for the State of the Map conference 2019 in Heidelberg, Germany. The conference runs from the 21st-23rd September. As always, if you are eager to start, we offer an Early Bird discount, but hurry, as these special prices are only available for a limited time. We have had a large number of talks submitted to both the regular and academic tracks, so this year promises to have some really interesting topics. Come and be a part of what should be the biggest SotM to date!
Early bird ticket prices
There are many different tickets on offer, so make sure you select the correct one when ordering.
Regular – €180 (early bird) Regular tickets for €180 are available for individuals.
Community – €75 (early bird) If you are a member of the volunteer OSM community, you can get your SotM ticket for a special discounted price of €75.
Supporter – €700 (early bird) For those businesses who want to help support the SotM but cannot sponsor, we offer the supporter ticket costing €700.
Included in your ticket
entrance for one person to the social dinner and
use of local public transport in Heidelberg (VRN), so you don’t have to worry about paying for public transport each time you use it.
Additional offers
Alongside the regular tickets, we have some extras to offer.
Additional persons to social dinner – €50 per person If you are bringing more people with you to Heidelberg who are not attending the conference, you can still buy extra tickets for the social dinner. Each one is €50.
Heidelberg Altstadt guided tour – €15 Heidelberg has a very historic city center, and we are pleased to offer a guided tour which will take place in the afternoon of 20th September, costs €15 per person and will last approximately 3 hours.
Do you want to translate this and other blogposts in your language..? Please send an email to communication@osmfoundation.org with subject: Helping with translations in [your language]
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project. The State of the Map Organising Committee is one of our volunteer Working Groups.
What is OpenStreetMap OpenStreetMap was founded in 2004 and is a international project to create a free map of the world. To do so, we, thousands of volunteers, collect data about roads, railways, rivers, forests, buildings and a lot more worldwide. Our map data can be downloaded for free by everyone and used for any purpose – including commercial usage. It is possible to produce your own maps which highlight certain features, to calculate routes etc. OpenStreetMap is increasingly used when one needs maps which can be very quickly, or easily, updated.
Assemble your team and propose your city as host for the next OpenStreetMap conference. The State of the Map organising committee helps you. We encourage you to contact us on sotm@openstreetmap.org as early as possible so that we can provide guidance, if required.
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project. The State of the Map Organising Committee is one of our volunteer Working Groups.
As of now we are accepting your talks and presentations in the following State of the Map 2019 tracks:
OSM Basics: Information dedicated to newcomers
Community & Foundation: Bringing people together, working group experiences, strategies & vision
Mapping: All about making the mapping easier and better
Cartography: Your ideas on how to create good-looking manifestations of the OSM dataset
Software Development: Software for processing and editing data
Data Analysis & Data Model: Reflections about the OSM data, its model and analysis of quality and completeness
User Experiences: Tell your surprising story of using OSM as an end-user
Academic Track: There will be a proper academic track, it will be announced separately!
Two novelties deserve a special mention:
The “OSM Basics” track: We would like to welcome newcomers with contributions that get them started in the fascinating world of OpenStreetMap. These talks should specifically address the needs of people not overly familiar with the OSM ecosystem.
The “Extended talk” submission type: Big ideas need time to grow. For talks in this category we will allow double the time (40 min) compared to the usual talks. Make sure to mention why your talk needs this extended space.
You will find the Call for Participations and the link to the submission form at:
The State of the Map conference is the annual, international conference of OpenStreetMap, organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project. The State of the Map Organising Committee is one of our volunteer Working Groups.
State of the Map is the annual event for all mappers and OpenStreetMap users. In line with our motto “Bridge the Map”, we invite all OSM enthusiasts – whether you are a hobby mapper, a scientific researcher, a humanitarian, with an NGO or a government agency, a small business or a global company — to join us in Heidelberg, September 21-23, 2019 and strengthen existing and build new bridges. The HOT Summit, the annual gathering of the Humanitarian OpenStreetMap Team community, will also be directly preceding SotM – to enable all SotM participants to easier attend HOT Summit and vice versa – and facilitate further exchange.
We want to enable as many of you as possible to be part of State of the Map 2019. We are happy to announce that we can provide financial support, thanks to the generosity of our sponsors
Each year we receive more scholarship applications than we are able to support. To help us best allocate the funds, we have different levels of scholarship to pick from:
Support scholarship (admission and accommodation)
Full scholarship (admission, accommodation and full travel costs)
Enhanced scholarship (admission, accommodation, full travel costs and extra support to cover evening meals and supplementary costs)
Here are some tips to help you complete your application. You can also check out Gregory’s post on how we selected scholars from previous year’s applicants.
Select the minimum level of scholarship you need. This will help us to make the best use of limited funds and enable more scholars to join.
Make sure you clearly state your visa and travel requirements, as well as potential other funding sources.
Answer the question “Please describe your involvement in OSM and how will attending State of the Map benefit you, your local mapping community and the wider OpenStreetMap project” in 1500 characters maximum. Keep sentences short. Focus on the benefits to you and to OpenStreetMap.
We want to hear about your contributions to OpenStreetMap, your project or your group. We do not want an account of a group’s work but your individual part in it. Try to use “I” not “we“.
You may include links to your OpenStreetMap profile, a local group you run, or software you created. If your written answer is satisfactory to get in our shortlist – we might take a look at these additional details.
What topics or views will you bring to SotM that are otherwise missing?
What do you plan to achieve through coming to the SotM?
What do you plan to do when you return home after SotM?
To enable our scholars to have the chance to extend their stay for the HOT Summit, this option will also be supported through generosity of HOT Summit sponsors. Please make sure to indicate if the HOT Summit is of interest for you on the form as well.
Review team For SotM 2019 we decided to contact past scholars who might want to be involved in the review process.
Twelve persons will review the applications (Thanks!). All people who replied or self-volunteered were included.
Eleven are past scholars.
Four are women.
Four volunteered prior to being contacted.
Geographic distribution of review team’s nationalities:
4 Africa West, East, Central and Southern
4 Asia-Pacific
4 Europe
Criteria for reviewing the applications:
Here’s a list of factors that we will consider when reviewing the applications:
Is the applicant part of an under-represented minority group?
Are they from an under-represented location?
Are they contributing to OSM in a substantial way? (Not only OpenStreetMap edits, but contributed to wiki and documentation, trainers, developers).
Have they applied previously and not gotten a scholarship?
Do they have a unique story or experience to share?
Are they in a position to share their SotM experience with a larger group?
Will their attendance benefit their local community in some way?
How difficult will their visa application be?
How will attending State of the Map benefit them and OpenStreetMap?
You can update your application before the 30th of March.
Can you support the scholarship program?
Is your company or organisation interested in sponsoring State of the Map 2019 and our scholarship program? Take a look at our sponsorship packages and email us at sponsor-sotm@openstreetmap.org for more information.
2019-03-12: This post was updated to add information about the review team and the criteria that will be used.
The international State of the Map conference is organised by the OpenStreetMap Foundation. The OpenStreetMap Foundation is a not-for-profit organisation, formed in the UK to support the OpenStreetMap Project. It is dedicated to encouraging the growth, development and distribution of free geospatial data for anyone to use and share. The OpenStreetMap Foundation owns and maintains the infrastructure of the OpenStreetMap project. The State of the Map Organising Committee is one of our volunteer Working Groups.
