Volume: 12 Issue: 02 | Feb 2025 www.irjet.net
Event Management System
-ISSN: 2395-0072
Shaheen Thaned1 , Shilpa S. Chittaragi2 , Rashmi S. Rudagi3 , P. K. Deshpande4
1,2,3Student, Department of Information Science and Engineering, Basaveshwar Engineering College, Bagalkote, India. 4AssistantProfessor, Department of Information Science and Engineering, Basaveshwar Engineering College, Bagalkote, India ***
Abstract-The Event Management System is designed to organize and manage details of college activities like cultural and technical fests, college day celebrations, workshops,projectsandmore.Itprovidesinformationabout events, tracks student participation, and keeps records of different departments, sports activities, and college achievements and on this platform, students can create profileandlookthroughtheeventlistandregisterforevents and the event organizers can maintain the event registrations.
Keywords-College Event Management, PHP, MySQL, Admin Dashboard, Event Registration, Student Coordinator, Staff Coordinator, event Creation, Event Deletion,ContactPageanditiseasilyaccessible.
1.INTRODUCTION
An Event Management System (EMS) is a software tool designed to help organize and manage events for colleges and it simplifies the planning process by handling tasks likeregistration,schedulingandcommunication,makingit easier for organizers to keep everything on track. With features for tracking attendees, managing resources, and sending updates, the Event Management System ensures that each event runs smoothly from start to finish. It also helps reduce the manual work involved, saves time, and createsabetterexperienceforeveryoneattending.
2. RELATED WORK
[1]The document discusses an "Event Management System," a web-based platform designed to simplify event planning and management. This system allows registered users to select event types, dates, times, locations, and equipment,loggingalldetailsinadatabase.Usersreceivea receipt upon booking, and admins can access, update, and manage event and vendor details. Key modules include user and vendor registration, event booking, and availability checking .Admins oversee customer and vendor recordsandcan remove vendorswithlow ratings. Vendorscanconfirmbookings,manageeventlogistics,and receive feedback from customers. The system is noted for its user-friendly interface, efficiency in communication,
andabilitytomanagemultipleevents,makingitusefulfor schools, colleges, and large-scale gatherings like festivals and conferences. Overall, it provides a streamlined approach to organizing events, reducing manual effort, time,andcosts.
[2] The project is about developing an Event Management System using Spring Boot, Angular, and MySQL. It aims to streamline the process of organizing events by integrating essential features like event creation, participant registration, booking, and communication into a single platform. The system addresses common challenges in traditional event management, such as fragmented tools, scalabilityissues,andlackofreal-timeupdates.Itincludes a user-friendly interface, scalable architecture, and secure authentication methods, such as multi-factor authentication. Additionally, it supports real-time notifications,paymentprocessingthroughmajorgateways, and advanced analytics to provide insights into event performance and user engagement. This integrated approach is designed to enhance efficiency, security, and overalluserexperiencefororganizersandparticipants.
[3] This project highlights a review on an event managementsystemproposedbyagroupofITstudents.It details an application designed for organizing and managing various events, such as birthday parties, fundraisers, college festivals, and weddings, using Salesforce as the main technology. The system will use Salesforce’s Lightning Web Components for the frontend and Apex programming for the backend. The application aims to simplify event planning by providing features like eventsregistration,profilesetup,andacomprehensive list of events with descriptions, dates, and times. It also incorporates an approval system where administrators verifyeventsforsecuritypurposes.Thissystemintendsto streamline event management by reducing reliance on traditional tools like spreadsheets and offering remote accessforconvenience.
[4] The document discusses a project on an "Online Event Management System" specifically designed for college students. The system addresses the complexities of organizing and managing events in a college setting,
International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 12 Issue: 02 | Feb 2025 www.irjet.net p-ISSN: 2395-0072
aiming to simplify tasks for both organizers and participants. The website allows users to create, manage, and join events conveniently, providing essential features like registration, updates, and notifications. Using technologies like Node.js, Express, MongoDB, and Materialize CSS, the platform streamlines event management by allowing organizers to update event details, while participants can easily view and register for events.
[5] This overview describes "Evento" an event management web application that serves as both a marketplace for renting event spaces and a tool for organizing events. Users can list or rent venues (like conferenceroomsorhalls)andmanageevent-relatedtasks such as registration, payment, notifications, and reports. Key features include real-time communication, user authentication, and secure payment through a built-in gateway. The system is designed with scalability and security in mind, using technologies like React.js, Node.js, MongoDB,andWeb-Socketsforefficientdatahandlingand userinteraction.
[6] The analysis introduces a literature review on online event management systems, analyzing various platforms, features, and research on event planning technology. It highlights the advantages of web-based event management, such as centralization, attendee coordination, scheduling, and interactive capabilities. Key components include user-friendly interfaces, automated tasks, and enhanced attendee engagement. The paper compares multiple event management applications (like Eventbrite, Cvent, and Whova), each offering unique features for managing registration, ticketing, marketing, and real-time engagement. Future research directions suggestintegratingemergingtechnologies,improving user experience, and implementing social media for event promotion.
[7] The project focuses on creating a College Event Management System that modernizesandsimplifies event organization within an academic environment. It aims to replace traditional manual processes with a web-based platform that streamlines tasks like event creation, participant registration, and automated communication. The system features a user-friendly front-endinterface for studentsand eventmanagers,andasecure,efficient backendfordatamanagement.Keyfunctionalitiesincluderealtimeupdates,intuitiveeventregistration,andacentralized system for managing college events, improving communication and engagement. Future enhancements might include mobile accessibility, AI-driven recommendations,andsupportforhybridevents.
[8] The report presents "College Event Management System"isadigitalplatformdesignedtostreamlinecollege event organization by allowing students, administrators, and the principal to manage events through a centralized system. Users log in with specific roles: students can submit event requests and register for approved events; the principal reviews these requests, approving or rejecting them; and the admin oversees event data and communicatesupdates.Theprocessbeginswhenstudents submit event details via a form, which the principal then reviews. Approved events are added to an "Upcoming Events" list where students can register, and all users receivenotificationsaboutapprovals,rejections,andevent schedules. Built with PHP, MySQL, HTML, CSS, and JavaScript, the system automates tasks, reduces administrative workload, and centralizes event information.Byenhancingcommunication,providingrealtime updates, and creating role-based access, it makes college event management more efficient, with potential for future upgrades like RSVP options and feedback featurestofurtherimproveuserengagement.
[9] The assessment introduces "Web-Based College Event Management Platform" (WEMP) discussed in the documentisasystemdesignedtostreamlinecollegeevent organization and communication. Using modern technologieslikeNode.js,MongoDB,andExpress.js,WEMP provides a centralized platform for managing events, makingiteasierforstudentsandadministratorstohandle event details. It includes features like real-time notifications, secure user authentication, and separate dashboards for students and admins. The system allows students to register for events, view details, and receive timely reminders. Admins can post events, update information, and manage feedback. The platform also supports features such as feedback collection and interactive engagement tools. Future plans suggest expanding WEMP with a mobile app, personalized event recommendations, and improved database performance, enhancing accessibility and user experience. Overall, WEMP aims to create a more cohesive and organized campuscommunity.
[10] This synopsis provides an overview of "Event Management System for Educational Institutions" described in the document is a web-based platform designed to simplify event management processes for colleges and universities. It allows event organizers to remotely create, edit, and manage events, as well as view participant lists and feedback. The system has separate modules for admins and users: admins can add or update event details, manage bookings, and oversee user registrations, while users can view events, register, and
International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 12 Issue: 02 | Feb 2025 www.irjet.net p-ISSN: 2395-0072
give feedback. Built on a three-tier architecture (presentation, application, and data layers), the platform provides a secure and efficient way to handle event information. Key features include centralized data access, real-time updates, feedback collection, and event history tracking. This digital approach reduces paperwork and manual effort, making event coordination more streamlinedandaccessibleforeducationalinstitutions.
[11] This appraisal details a study and implementation of an "Event Management System" as an Android app designed to streamline planning and organizing events, particularly educational, medical, and social events. This app allows users to register for events, select dates, and book locations and equipment. Built using Android Studio with a SQL backend, it offers a user-friendly interface for effortless event setup and tracking. Key features include automateddatastorage,areceiptsystemforbookings,and admin-client interaction for event customization. The system reduces paperwork and simplifies event managementbyprovidingreal-timeupdates,notifications, and an efficient way to handle multiple events. The study highlights theadvantagesof usinga mobileplatform,such as saving time, ease of communication, and better accessibility for users managing events on the go. Future improvements could add more interactive features to enhanceuserexperiencefurther.
[12] This exploration highlight "Smart Event Management System" is a computerized platform developed to streamline event planning and management through a series of integrated modules. It includes customer and employee data management, event details, service arrangements, e-card creation, and a website for status checks. Built with Microsoft SQL Server and Visual Studio, the system provides a user-friendly interface that simplifies tasks like adding, updating, or viewing information related to events, services, and participants. Administrators can handle logistics such as location, transportation, and catering through this centralized system,whichalsoallowscustomerstocheck eventstatus using a unique ID. The system aims to replace inefficient manual processes, offering enhanced data security, reduced time consumption, and minimal human effort, although it’s not optimized for mobile use. Overall, this system improves the efficiency and organization of event management by automating data handling and providing quickaccesstoeventinformation.
[13] This analysis sheds light on "Event Management Applications" and focused on improving the quality and customization of event management services through an Android application. The app addresses challenges in choosing event management options, securing flexible
payment methods, and finding reliable vendors. Key features include categorized services for both individual and corporate event planners, a rating and review system for vendor transparency, and in-app messaging for direct client-vendor communication. Users can make bookings viaPayPal’sAPI,withaflexiblepaymentstructureallowing partial advance payments. The app design prioritizes an interactive and user-friendly interface, enabling users to search, sort, and book. services efficiently. The goal is to create a seamless and customized event planning experience, making event management simpler and more accessible.
[14] This report presents an Android-based event managementapplicationdesignedtoenhancetheplanning and organization of events. This app addresses challenges in traditional event management by offering a customizable, user-friendly platform that connects users with vendors. Key features include a search module for findingandsortingvendors,areviewsystemtobuildtrust through ratings, in-app messaging for real-time communication, and a flexible payment module using PayPal’s API. By enabling users to personalize event planning, the application ensures a seamless experience from booking to payment. It leverages Android’s accessibility to reach a broad audience, filling gaps in existing event management tools by prioritizing quality, flexibility,andconvenience.
[15] This feature explores "Event Management System Using Salesforce" explores the use of Salesforce as a platform to streamline and automate the management of various events, such as birthdays, fundraisers, weddings, and college festivals. This system uses Salesforce's LightningWebComponentsforthefront-endandApexfor backend processes. It emphasizes a user-friendly GUI that guides users through event registration, profile setup, and event listing management, with each listing verified by an administrator to ensure security. The methodology includes planning, design, development, deployment, and maintenance stages. The architecture is crafted to meet businessanduserneeds,focusingonreliability,scalability, andefficiency.Notablefeaturesincludesecureregistration, data management, and accessibility, supporting event organizers in strategic planning and remote management capabilities. The study concludes that using Salesforce for event management can optimize planning processes, incorporate enhanced security, and streamline operations throughacomprehensiveandcentralizedplatform.
3. PROPOSED WORK
The proposed Event Management System aims to simplify and automate the process of organizing and managing
Volume: 12 Issue: 02 | Feb 2025 www.irjet.net
events, addressing the inefficiencies of traditional manual systems.Thesystemincludesthreetypes ofusers: Admin, Event Organizers, and Participants. The Admin, as the superuser, holds the highest level of authority and is responsible for approving or rejecting event proposals, managing user roles, and generating detailed reports on eventperformanceandparticipation.EventOrganizerscan createandmanageeventdetailssuchasschedules,venues, anddescriptions,aswellastrackparticipantregistrations, monitor attendance, and download participant lists for better coordination. Participants can register for events, view event details, receive notifications or reminders, and providefeedbackafterattendingevents.Thesystemoffers several advantages, including reduced time consumption, enhancedflexibility,improvedaccuracy,robustsecurityfor sensitivedata,andauser-friendlyinterface.Additionally,it provides comprehensive reporting features for analyzing event performance, making it a cost-effective and efficient solution for managing events. Some Advantages of the proposedsystem:
Lesstime-consuming.
Moreflexibilityforusers.
Easytomanageeventworkflows.
Increasedaccuracyindatahandling.
Enhancedsecurityforsensitiveinformation.
User-friendlyinterfaceforallroles.
Abilitytogeneratecomprehensiveevents.
3.1.System Architecture
An architectural diagram is a visual representation that maps out the physical implementation for components of a software system.
Based on the Event Management System we have comeacrossthefollowingarchitecture
-ISSN: 2395-0072
The architecture diagram of the Event Management System illustrates the flow and interaction between key components. The front end consists of user interfaces for both admins and users, where users can log in, register for events, and view notifications, while admins can manage events and view feedback. The back end is responsible for core functionality like creating, updating, and deleting events, managing feedback, and sending notifications to users. The server facilitates communication between the front end and back end, ensuring smooth data processing and secure access control.The database storesalltheinformationrelatedto users, events, and feedback, enabling efficient data retrieval and updates. This architecture ensures a smooth and organized flow of information, improving system performanceanduserexperience.
3.2.Class diagram
A class diagram is an illustration of the relationships and source code dependencies among classes in the Unified Modeling Language (UML). The class diagram represents thestructureoftheEventManagementSystem,illustrating the relationships between key classes. The User class allows users to register for events and provide feedback, while the Admin class manages event creation, updates, and deletion. The Event class contains event details and methods for event registration and management. The Feedback class stores user feedback related to events. Relationships between the classes include users attending events, submitting feedback, and admins creating and managing events, providing a clear structure for the system’soperations. International Research Journal of Engineering and Technology (IRJET)
Fig1.Architecturediagram
International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 12 Issue: 02 | Feb 2025 www.irjet.net p-ISSN: 2395-0072
Fig2.classdiagram
3.3.Use Case Diagram
A use case diagram at its simplest is a simplest of a user’s interaction with the system and depicting the specifications of a user case. A user case diagram can portraythedifferenttypesofusersofasystemandvarious waysthattheyinteractwiththesystem.
ThisisaUseCase(fig3)DiagramforanEventManagement System, depicting the interaction between two actors Admin and User and the system functionalities. The admin has access to perform event-related operations like Create Event, Update Event, Edit Event, and Delete Event. The admin can also Send Notifications and Generate Reports.BoththeadminandusercanLoginEventwiththe inclusion of Username and Password. Users can interact withthesystemtoViewEventDetails,RegisterforEvents, and provide Feedback. This diagram illustrates the system's core functionalities and their accessibility based onuserroles
Fig3.Usecasediagram
3.4.Sequence Diagram
A Sequence diagram visualizes interactions between objects or components in a system over time, showing message flow and object lifelines. It helps understand the dynamicbehaviorofasystem,facilitatingdesignvalidation andidentifyingdependencies.
International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 12 Issue: 02 | Feb 2025 www.irjet.net p-ISSN: 2395-0072
Fig4.Sequencediagram
In the event management project, a sequence diagram illustrates the flow of interactions between users and the system. The process begins with user registration/login, where the system validates credentials. Admins submit event details, which the system stores in the database. Users browse upcoming events, register for their chosen event, and the system updates the database with registration information. If there are any event updates or cancellations, the admin makes changes, and the system notifiesusersaccordingly.Thisdiagramhelpsvisualizethe step-by-step flow ofactions withinthe event management system.
4. RESULT AND INFERENCE
The architecture proposed for the Event Management Systemleveragesmodern technologiestoprovidearobust andefficientplatform.UsingHTML,CSS,andJavaScriptfor the frontend ensures a responsive and user-friendly interface,whilePHPisutilizedforbackendlogictohandle user interactions and event data processing. MySQL is employed for database management, securely storing eventdetails,userregistrations,andadminconfigurations.
This architecture enhances the overall user experience by automatingseveralkeyprocesses,reducingtherelianceon manual systems. Users can easily register, browse, and book events, with their information securely stored and readily accessible. Admins can efficiently create, update, and manage events without manual data handling, improving workflow and accuracy. The system also supports automated notifications, ensuring users stay
informedabouteventupdates,cancellations,orchangesin schedules.
The seamless integration of the platform also extends to event report generation and data analysis, streamlining administrative tasks. Automated communication features help improve attendee engagement and interaction with the system, making it easier for users to stay connected. The architecture not only modernizes event management but also increases operational efficiency, enhances data accuracy, and significantly improves user satisfaction throughthestrategicimplementationofautomation.
5. FUTURE SCOPE
TheEventManagementSystemhassignificantpotentialfor further development and expansion, offering multiple opportunities to enhance its features and usability. This system can be implemented across a wide range of institutions, venues, and organizations, supporting both smallandlarge-scaleevents.Futureversionsofthesystem can incorporate additional functionalities to enhance user experienceandstreamlineeventmanagementprocesses.
Several areas for future development and improvement include:
1.Enhanced User Experience: Continuously refining the user interface to ensure it is intuitive, responsive, and accessible across various devices, including mobile platforms. Improved navigation, better event search features, and personalized user dashboards will further enhancethesystem'susability.
2.IntegrationwithEmergingTechnologies:Thesystemcan beintegratedwithemergingtechnologiessuchasArtificial Intelligence and Machine Learning. AI can be used to provide personalized event recommendations to users based on their preferences and past behavior. Machine Learning could help predict event attendance patterns, enabling better planning and resource management for eventorganizers.
3.MobileAppEnhancements:Expandingthefunctionalities of the mobile application to include features such as push notifications, real-time updates, and in-app messaging. Thiswillimprovecommunicationbetweenusersandevent admins, making it easier for users to stay informed about eventdetailsandupdates.
4.AdvancedAnalyticsandReporting:Futureversionsofthe system can include advanced analytics tools to track user engagement, event attendance, and overall system performance. These insights can help event organizers
International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 12 Issue: 02 | Feb 2025 www.irjet.net p-ISSN: 2395-0072
optimize their events, make data-driven decisions, and improvefutureeventplanning.
5.SMS and Email Integration: The system currently lacks SMS integration, but this can be added to send instant notificationstousersregardingeventupdates,registration confirmations,orcancellations,improvingcommunication.
6.Social Media Integration: Adding the ability to share event details on social media platforms can help boost event visibility and encourage user engagement. This feature will also enable users to share their event experiences,fosteringacommunityaroundtheevents.
7.Continuous Improvement: The system will benefit from regularupdatesandimprovementsbasedonuserfeedback and evolving requirements. By embracing agile developmentandusabilitytesting,thesystemcanadaptto changinguserneedsandtechnologicaladvancements.
By exploring these potential avenues for future development, the Event Management System will be able to stay ahead of the competition, adapt to evolving user needs, and continue providing value to both users and administrators.
6.CONCLUSION
The College Event Management System effectively streamlines the organization and management of events within educational institutions. By automating core tasks like event registration, scheduling, and notifications, it simplifies processes for administrators, student organizers, and attendees alike. This system enhances engagement by making events more accessible and organized, contributing to a vibrant campus life. Additionally, the system’s role-based access and efficient tracking ensure that each user can perform their specific taskswitheaseandaccuracy.Surveyfindingsindicatethat the system improves operational efficiency and user satisfaction, meeting the growing demand for digital solutions in event management. Looking forward, further enhancements such as mobile accessibility, advanced analytics, and personalized notifications could make the systemevenmorerobustandadaptabletofutureneedsin campusenvironments."
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International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
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