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Publishing maps for hui and engagement

Maps used in hui and engagement are part of the kōrero. They help people see patterns, remember places, and talk through options. They also carry risk if they are too detailed, out of date, or shared wider than intended.

This page is about publishing maps that are easy to read, safe to share, and useful for mana whenua discussion.

He kupu iti

If your map includes mātauranga, taonga species, wāhi tapu, or anything that could cause harm if copied, treat it as sensitive by default and simplify what you show.

What makes an engagement map different​

Engagement maps are not operational maps. They should:

  • invite kōrero, not shut it down
  • show enough to support the kaupapa, not everything you have
  • be readable from a distance (screen or wall)
  • make uncertainty visible (indicative, draft, incomplete)
  • avoid false precision, especially around boundaries and sites

Decide the sharing level first​

Pick one level and publish to that level only.

  • In the room only: shown on screen or printed, not distributed
  • Internal: shared with staff and trustees, not public
  • Partner sharing: shared with specific agencies or consultants
  • Public: safe for wider use and re-use

If you are unsure, choose the more restricted level.

Photos happen

Assume people will take photos of maps on walls and screens. If a map would be unsafe as a photo, do not display it in that form.

A simple structure that works​

Use three maps, not one crowded map.

  1. Where are we
    A simple overview map of the rohe and the main places people will recognise.

  2. What we are talking about
    One topic map only (for example, proposed work areas, constraints, current state, or options).

  3. What we need from people
    A map designed for feedback (blank areas to mark up, clear labels, space for notes).

Make the map readable in a hui​

Design for distance and print.

  • Use larger labels than you think you need
  • Avoid thin lines and pale colours
  • Keep the legend short
  • Use plain language and familiar place names
  • Show key reference features (roads, rivers, marae, landmarks) so people can orient quickly
  • Use one scale per map where possible, and show a scale bar

If you print, test print one page before you print a set.

Feedback maps and mark-up​

If you want people to add kōrero:

  • provide a clean base map with light background detail
  • add a clear title and date
  • leave space for writing
  • provide a simple mark-up key (circle, line, note, question)
  • capture mark-ups properly after the hui (photo each sheet, then log what changed)

If you are collecting feedback digitally, keep the form simple and explain how it will be used.

Say, in plain words:

  • what the map is for
  • what it is not for
  • who will see the outputs
  • whether feedback will be attributed or anonymous
  • how sensitive information will be handled

If people share sensitive kōrero, do not publish it back out without clear agreement.

Checks before you publish for hui​

Use this every time.

Clarity:

  • One message per map
  • Title describes the purpose
  • Legend is short and obvious
  • Labels are readable at A4 and on screen

Trust:

  • Date is on the map
  • Data sources are listed (even if short)
  • Draft or indicative status is shown where relevant
  • Uncertainty is stated (gaps, assumptions, incomplete coverage)

Safety:

  • Sensitive locations are removed or generalised
  • No exact coordinates for taonga or vulnerable sites
  • No private access routes, gates, or weaknesses shown
  • Sharing level is written on the map (for example, Internal only)

Practical:

  • File naming includes date and version
  • A PDF copy is saved for records
  • Print test has been done if printing

Useful ways to generalise sensitive information​

Choose one method and be consistent.

  • show areas, not points
  • show buffers, not exact locations
  • use grids or zones
  • show counts or density, not sites
  • use category labels rather than names
  • move details to a restricted appendix or keep it verbal

After the hui​

Do not lose the kōrero.

  • record what changed and why
  • write a short summary of decisions and open questions
  • store the published map, the marked-up versions, and the update notes together
  • publish an updated version with a clear version number if needed