UNIVERSITY OF SCIENCE AND TECHNOLOGY

OF SOUTHERN PHILIPPINES
C.M. Recto Ave., Lapasan, Cagayan de Oro City
Tel. No.: (088) 856-1739 Loc. 154; Fax 856-4696

EVENTory: Event Services Portal

AGUILAR, MICHELL M.
HAOS, NINO JAMES G.
JUNG, SEYOUNG

Submitted in Partial Fulfillment

of the Requirement for the Degree
Bachelor of Science in Information Technology (BSIT)

Department of
College of Information Technology and Computing
University of Science and Technology of Southern Philippines

Cagayan de Oro City, 9000 Philippinees

July 2020
 APPROVAL SHEET

The thesis attached hereto, entitled “Eventory: Event Service portal”, prepared and
submitted by Haos,Nino James G. , Aguilar,Michell M. , and Jung,SeYoung, in
partial fulfillment of the requirements for the degree BACHELOR OF SCIENCE IN
INFORMATION TECHNOLOGY, is hereby recommended for approval.

Haos, Nino James G. Aguilar, Michell M.

Member Member
__________ __________
Date Date

Jung, SeYoung
Member
__________
Date

Llevado, Jomar C.
Adviser

Date

This thesis is approved in partial fulfillment of the requirements for the degree
BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY.

Engr. Maricel Esclamado

Chairman, Department of Information Technology

Date

Dr. Jocelyn Joy B. Barbosa, MIT

Dean, College of Industrial and Information Technology
__________
Date
 iii

ABSTRACT

Finding an Event Service Provider is a challenge for DIY Event Planners. In this

study, EVENTory, an Event Service Portal mobile application, aims to assist DIY

Event Planners in discovering Event Service Providers. The Client / DIY Event

Planner will browse or filter search by name or by service category; the system then

displays all registered Event Service Providers with that name or under that Event

Category. This study can also serve as another avenue for Event Service Providers to

market themselves to DIY Event Planners and Professional Event Planners alike.

The system usability testing of the mobile application was not effectively

conducted due to the crisis on COVID-19 but system functionality testing was

substantially used to test the full functionality of the mobile application.

 iv

ACKNOWLEDGEMENT

This study would not have been possible without the support of many people.

Foremost, the researchers would like to give thanks and glory to the Almighty God,

who guided, blessed, and gave us knowledge, wisdom, and understanding of doing

this research. For with whom, nothing is impossible.

Many thanks to our advisor, Mr. Jomar Llevado, for his continuous guidance,

advice, effort, and invertible suggestion throughout the research. His motivation and

enthusiasm inspired us to pursue this venture.

Our utmost gratitude to our thesis panel members: Ms. Jocelyn L. Garrido, Ms.

Petal May M. Dal and Mr. Vince M. Calo for their time, effort and guidance on

improving the research paper and their valuable suggestion to carry out our research

successfully, for without their support this study would not have been possible.

To Sir March Llabe, an Event Service Provider for 10 years, and to our survey

respondents for sharing their experiential knowledge on event planning.

Lastly, we would like to express our sincere appreciation to our family, friends,

and classmates for their never-ending support, love, and care.

 v

DEDICATION

This study is dedicated wholeheartedly to our beloved parents, who were our

source of inspiration and gave us strength when we seemed to give up, who

continuously provide their social, spiritual, emotional, and financial support.

To our brothers, sisters, parents, friends, and classmates who expressed their

words of guidance and motivation to accomplish this study.

And lastly, we dedicated this book to the Almighty God for giving us His

compassion, guidance, knowledge, talents, and skills. He is the source of our strength;

we are giving You all the glory and honor.

 vi

TABLE OF CONTENTS
Page

TITLE PAGE …………………………………………………………… ⅰ

APPROVAL SHEET ………………………………………………….. ⅱ
ABSTRACT …………………………………………………………… ⅲ
ACKNOWLEDGEMENT .……………………………………………. ⅳ
DEDICATION …………….………………………….…………………. ⅴ
TABLE OF CONTENT .………………………………………………... ⅵ
LIST OF FIGURES .………………………………………………... ⅶ
1. INTRODUCTION .………………………………………………... 1
1.1 Background of the Study / Rationale ……………………… 1
1.2 Statement of the Problem .…………………………………... 2
1.3 Objectives of the Study .…………………………………... 2
1.4 Significance of the Study .…………………………………... 3
1.5 Scope and Limitations .…………………………………......... 3
1.6 Definition of Terms .…………………………………......... 3
2. REVIEW OF RELATED LITERATURE .………………………… 5
3. METHODOLOGY .………………………………………………... 8
3.1 System Planning and Analysis ……………………….………. 8
3.2 System Design and Development …………………………... 14
3.3 System Testing ………………………………………….…. 17
4. RESULTS AND DISCUSSION .…………………………………… 19
4.1 Planning and Analysis Results ……….……………….……… 19
4.2 Design and Development Results .……………………….…. 19
4.3 Evaluation Results .………………………………………….….
5. CONCLUSION AND RECOMMENDATIONS .………………… 33
5.1 Conclusion .………………………………….……………… 33
5.2 Recommendations .…………………………………................. 33
BIBLIOGRAPHY .…………………………………................................. 35
APPENDICES ……………………………………………………………. 37
 vii

LIST OF FIGURES

Figure Description Page

3.1.2 System Architecture ………………………………………… 8
3.1.3 Context Diagram………………………………………………... 10
3.1.3 Entity Relationship Diagram …………………………………... 11
3.1.3 Data Flow Diagram …………………………………………... 12
3.1.3 Use Case Diagram …………………………………………... 13
3.2.1.1 Storyboard for Clients ……………………………………... 14
3.2.1.2 Storyboard for Event Service Providers …………………... 15
3.2.2.1 Storyboard for Administrator ………………..………………... 16
4.2.1.1 Client and Event Service Provider Interface ..............................
19
4.2.2.1 Administrator Interface ..............................................................
29
viii
ix
 Chapter I

INTRODUCTION

1.1 Background of the Study / Rationale

The industry outlook for event planning is extremely positive. According to

ArticleAlley.com (2010), this is a $500 billion business around the world these days.

Its profit margin has gone up to 40%, that is why it is one of the fastest-growing jobs

in the world and is expected to maintain this upward trend well through 2026.

In the Philippines, events are notoriously big and loud—attendance almost

complete, all are finding ways to make it. Filipinos love holding events especially

those that happen only once a year or once in a lifetime such as birthdays, weddings,

reunions, holiday parties, and church anniversaries (“CNN Philippines,” 2018).

While many hire event planners because they don’t have the time to arrange an

event themselves, others prefer to do the planning themselves or Do-It-Yourself (DIY)

event planners. But compared to event planners who have been in the event industry

for quite long, DIY event planners have fewer connections.

In event planning, having an excellent idea is not enough. You need to know and

be able to get in touch with many Event Service Providers (also known as Suppliers)

like hosts, photographers, videographers, musicians, etc. for you to bring an event to

life. They are needed to make events special and memorable (Mishra, 2019).

A Service Portal is a search engine for discovering talents, offering professional

services. It is a platform that enables a client to connect and ask a talent they see fit to

help them accomplish their projects with their service.

 2

Based on our initial data gathering, 96.3% of DIY Event Planners responded that

they will use a mobile application if it will help them find and contact Event Service

Provider/s, and 91.7% of Event Service Providers responded that they will use a

mobile application if it will help promote their services to DIY Event Planners. With

this, the researchers propose EVENTory: An Event Services Portal.

1.2 Statement of the Problem

Finding an Event Service Provider is difficult for Do-It-Yourself (DIY) Event

Planners, especially when the few ones they know are booked or unavailable. This

lack of network or connections in the industry keeps them from having other options

and finding potential alternatives.

1.3 Objectives of the Study

1.3.1 General Objective

The study generally aims to develop a mobile application that can be used by the

DIY Event Planners as a portal to discover Event Service Provider/s.

1.3.2 Specific Objectives

1. Gather vital information from DIY Event Planners and Event Service

Providers.

2. Design a mobile application that allows the User to see a list of Event

Service Providers with their service, availability, and contact information.

3. Develop a mobile application that allows the User to search Event

Service Providers by Name or by Service Category.

 3

1.4 Significance of the Study

The significance of the research can be explained in two aspects. First, this study

can help the Users / DIY Event Planners find and contact Event Service Providers

needed for their event. Second, this can help the Event Service Providers get

discovered as they market and offer their professional services in the mobile app.

1.5 Scope and Limitation

The study aims to create an Event Services Portal for DIY Event Planners to

browse or search Event Service Providers by Name or under a specific Service

Category. The system then displays all registered Event Service Providers with that

name or under that category.

Moreover, all data are consolidated on the mobile application. The study limits

only on Events Service Providers in Cagayan de Oro City.

1.6 Definition of Terms

Event – a planned public or private occasion, especially one of importance

Do-It-Yourself (DIY) Event Planners – refers to people who love holding events

and prefers to do the event planning instead of hiring an Event Planner

Event Service Providers (also known as “Suppliers” in the event industry) – refers

to people who offer their services such as photography and hosting for events

Favorites – refers to Event Service Providers that were liked or bookmarked by the

User to easily find and contact them in EVENTory app.

Filter Search – a search tool that lets the User restrict his/her search to Event Service

Providers who qualifies to a specific category or name. For example, the User may
 4

want to restrict their search for "photographer" to display list of photographers or

“Neo” to display list of Event Service Providers whose name has “neo” as a result.

Service Category – refers to group of services needed in an event such as

photographer, host, florist, hair & make-up artist, etc.

Availability – refers to the dates where the Event Service Provider is booked and not.

Verified – refers to Event Service Provider profiles that have submitted a photo of

their government-issued ID to the system administrator of Eventory. Upon approval,

the admin will grant them a verification badge, adding identity trust for their clients.
 Chapter II

REVIEW OF RELATED LITERATURE

2.1 Method and System for Internet Based Event Planning

A process or method of organizing and handling an event based on the Internet.

A variety of modules include tools for organizing and handling an activity. An event

planning system provides a method for all aspects of an event being planned and

managed. An event information center provides a URL where event attendees at one

central location can access information. A task manager helps event participants to

build and delegate a multitude of tasks to Users and event planners. The tasks

generated can be delegated to different Users, dynamically changed and removed.

Any changes made by the organizer to event data can be automatically updated on

the website of the event. An expense tracker offers an easier way to manage expenses

related to activities. A tailored management system allows Users to create a

personalized activity home page where Users can view information about their

activities, plan, and events (Jameson & Newmark, 2002).

2.2 Bsmart: An Event Budget Customization Mobile Application

BSmart is an event budget customization mobile application that targets to

minimize expenditure on canvassing for venues and helps customers save time. Since

preparing a budget is a key element in the scheduling of events. BSmart is built in a

two-way budget planner: first, the User selects the event type and inputs the budget

on each item, then the system generates a suggestive budget plan to acquire the items

needed for the event; second, the User may select the event type and select the

objects, then the system generates the actual total price.

 6

2.3 Star of Service Online Marketplace

Star of service is a website tool that will get quotes from local professionals that

are interested in doing the job. They analyze their prices, reviews and business

profiles then sends the client the service price estimate. The company was established

in August 2013 and based in Paris, France. Their mission is to hire services and at the

same time empower independent professionals to grow their businesses

2.4 OnlineJobs.ph

OnlineJobs.ph is a Filipino job board that caters exclusively to remote online

work opportunities. It was founded in 2009 as a way to connect the affordable

Filipino workforce with business owners in North America and around the world by

Utah-based businessman John Jonas. OnlineJobs' beauty is in its efficient filtering

system. It is essentially a resume database, and by the date the listing was made,

skills required, skill level and desired salary can be filtered (Loper, 2019).

2.5 Upwork

It is a global platform where businesses and independent professionals connect

and collaborate remotely. Upwork allows clients to interview, hire and work with

freelancers and agencies through the company’s platform. The platform includes a

real-time chat aimed at reducing the time it takes to find, vet and hire freelancers

(Lunden, 2015). The platform also offers a time sheet application that allows

freelancers to track their actual time spent working on projects with verified

screenshots (Hardy, Quentin).

 7

2.6 Switch

Switch is a matching application that directly connects applicants to hiring

managers. Candidates upload their curricula and connect their social and professional

media profiles while searching, but remain anonymous. Users receive a daily set of

recommendations for jobs that fit their backgrounds and wage criteria, and swipe

right to apply. Employers directly post many jobs on Switch, eliminating the need for

job boards and recruiters from third parties, and connecting job seekers to hiring

managers. Switch discloses the identity of a candidate to one employer at a time, only

after matching with that employer. They can chat within the app when candidates and

employers match (Alterman, 2015).

2.7 JobStreet.com

JobStreet.com is founded in Malaysia and was established in 1997. It is a job

portal where you can find job vacancies and career opportunities. According to

Forbes, it is now the largest online work agency in Southeast Asia. About 80,000

corporate clients and 11 million job seekers are currently served. A website that links

employers through the matching process to applicants and vice versa. Applicants

profile will go straight to you once a candidate clicks apply on your job ad (Forbes,

2008).
 Chapter III

METHODOLOGY

This chapter discusses the methodology of this study. This part plays a

significant role on its implementation. Further details are clarified in this chapter.

3.1 System Planning and Analysis

3.1.1 Information Gathering

Information gathering is the first step in developing the plans of the study.

The researchers have gathered vital information through survey such as which

Suppliers / Event Service Providers are most likely needed in events, what are

the qualities that Clients / DIY Event Planners look for in a potential Event

Service Provider, and how do they prefer to contact them. All information of the

survey can be found in appendix A.

3.1.2 System Architecture

The researchers will develop a mobile application for DIY Event Planners /

Clients to find Event Service Providers, and for Event Service Providers to

market themselves to DIY Event Planners who might be needing their service.

Figure 1 shows that the system allows DIY Event Planners to perform search;

the system then shows a list of Event Service Providers as search result.
 9

Figure 1. System Architecture

 10

3.1.3 Context Diagram

Figure 2 shows the flow of information between the system and external

entities. As can be seen in the figure, the Client / DIY Event Planner can input

his login info, can search by service category then the system will generate a list

of Event Service Providers. The DIY Event Planner can also update his/her

profile info, and update his likes / favorite DIY Event Planners. DIY Event

Planners can do the same. They can also update their service information. The

Administrator manages all the accounts in the system.

Figure 2. Context Diagram

 11

3.1.4 Entity Relationship Diagram

Figure 5 shows graphically the mobile application information system and

entities. This shows the relationship between entities.

Figure 3. Entity Relationship Diagram

3.1.5 Data Flow Diagram

Figure 3 maps out the flow of data of the system. It contains three entities

namely: Client, Event Service Provider, and Administrator. It also contains

processes and data stores.

 12

Figure 4. Data Flow Diagram

3.1.6 Use Case Diagram

Figure 4 shows the system scope and functionalities of the Client, Event

Service Provider, and Administrator. The functionalities of the Client include

inputting service category or name then the system generates a list of Event

Service Providers. The Client can also update his/her profile info, update his

favorite DIY Event Planners. The Administrator can manage all accounts, both

Client and Event Service Providers, in the system.

 13

Figure 5. Use Case Diagram

 14

3.2 System Design

3.2.1 Designing the Mobile Application for the Client and Event Service

Provider Interface

3.2.1.1 Client Interface

Figure 6 shows the Client’s interface. The Client can register, login, see

list of Event Service Providers (ESP), view ESP profiles, add ESP to their

favorites, search for ESP, update their profile info, and logout.

Figure 6. Storyboard for Clients

 15

3.2.1.2 Event Service Provider Interface

Figure 7 shows the Event Service Provider’s interface. The Event Service

Provider can register, login, can also see list of Event Service Providers (ESP), view

ESP profiles, add ESP to their favorites, search for ESP, update their profile info,

update their service info, and logout.

Figure 7. Storyboard for Event Service Provider

 16

3.2.2 Designing the Web Application

3.2.2.1 Administrator Interface

Figure 8 shows the Administrator’s interface. The Administrator can

login, see list of registered accounts, manage the accounts, and logout.

Figure 8. Storyboard for Administrator

 17

3.3 System Development

3.3.1 Developing the Mobile Application for the Client and Event Service

Provider Interface

3.3.3.1 Software Requirements

Visual Studio Code

VSC is used as a powerful source code editor for mobile development.

It is feature-centered and has capabilities to integrate extensions.

Google Flutter

Flutter is used for faster development of the mobile framework and

building the mobile application with dart programming language.

XAMPP

It used as tool to create a local web server for the testing of the mobile

application.

phpMyAdmin

It is used as a GUI for working with the MySQL database management

system of the mobile application.

Genymotion Android Emulator

It is used as an Android emulator to test the mobile application within a

safe, virtual environment.

Github

It is used as host for mobile development version control.

 18

3.3.2 Developing the Web Application for Administrator Interface

3.3.2.1 Software Requirements

Code Igniter

It is used for rapid development of the web framework and building the

web application with PHP.

XAMPP

It is used as tool to create a local web server for the testing of the web

application.

phpMyAdmin

It is used as a GUI for working with the MySQL database management

system of the web application.

 Chapter IV

RESULTS AND DISCUSSION

In this chapter, the researchers gathered the results of this study and discussed

the system and output of the mobile application,

4.1 Planning and Analysis Results

4.1.1 Data Gathering Results

Based on the data gathering conducted by the researchers, 66.7% of DIY Event

Planners in Cagayan de Oro had issues of unavailability of their first-choice

photographer (83.3%), videographer (83.3%), make-up artist (83.3%), host (66.7%),

and musician (66.7%) as they were booked by another Event Organizer/s already,

making them the top 5 Event Service Providers needed in most events. This

occurrence happens during peak season for events in Cagayan de Oro, which is from

August to January according to 63% of DIY Event Planners.

Results also show that the Top 2 criteria for DIY Event Planners in choosing an

Event Service Provider are: service rate (81.5%) and years of experience (66.7%).

These data provided idea to the proponents on what to consider during the design

phase of the mobile application system.

4.2. Design and Development Results

4.2.1 Mobile Application

4.2.1.1 Client and Event Service Provider Interface

Figure 9 shows the login and registration page. The User can indicate if he/she is

a Client / DIY Event Planner or a Supplier / Event Service Provider upon registration.
 20

Figure 9. Registration and Login Page

 21

Figure 10 shows the interface after logging in. The User sees all Event Service

Providers / Suppliers and can navigate through other pages in the bottom menu.

Figure 10. Home Page

 22

Figure 11 displays the service information of the Event Service Provider that the

User tapped. The User can add/remove the ESP / Supplier to his/her favorites, view

availability, and can contact the ESP / Supplier via mobile text or call.

Figure 11. Event Service Provider’s Info Page

 23

Figure 12 displays the list of Event Service Provider the User has added to

his/her Favorites.

Figure 12. Favorites Page

 24

Figure 13 shows the Search page. The User can type the Event Service Provider

that he/she is looking for, “Photographer” for example, then the list of ESP /

Suppliers will be filtered and will only display those who are Photographers. The

User can also search by name.

Figure 13. Search Page

 25

Figure 14 shows User Info page. The interface shown will vary depending on the

Account Type (Client / Event Service Provider) the User has chosen when he/she

registered. On the left side of the figure is the interface for Clients. On the right is the

interface for Event Service Providers. Both Client and ESP can update their Account

info. ESP can update their Service Info and Availability.

Figure 14. User Info Page

 26

Figure 15 shows Settings page. The User can switch the theme to dark, share the

app, and logout. Event Service Providers may opt to verify their accounts to request a

verification badge from the Admin to increase client’s trust on their profile.

Figure 15. Settings Page

 27

Figure 16 shows the interface for Event Service Providers where they can upload

a photo of their government-issued ID as proof of identity. This will be checked by

the Administrator and will grant verification badge if the submission was approved.

Figure 16. Verify Request Page

 28

Figure 17 shows the Walkthrough page. This interface shows a simple info about

how to use the mobile app. The User can tap skip or done to return to Home page.

Figure 17. Walkthrough Page

 29

4.2.2 Web Application

4.2.2.1 Administrator Interface

Figure 18 presents the login page interface for the admin using a Username

and a password

Figure 18. Administrator Login

 30

Figure 19 shows the list of registered accounts in Eventory. This allows the

administrator to update or delete an account.

Figure 19. Administrator Dashboard

 31

Figure 20 illustrates the Account Update Page. The administrator can update

an existing account’s basic information such as their full name, email, password, and

account type.

Figure 20. Account Update

 32

Figure 21 shows the interface which Event Service Suppliers have asked for

verification request by submitting a photo of their government-issued ID. The Admin

can view the submission and can approve or deny the said request.

Figure 21. Verification Request

 Chapter V

CONCLUSION AND RECOMMENDATIONS

This chapter discusses the conclusion that has been drawn based on the results of

the study. It also states the objectives that have been accomplished. With the

recommended cited below, possible researchers can improve and enhance the system.

5.1 Conclusion

Eventory is an event service portal mobile application that helps the User / DIY

Event Planner save time and effort on finding Event Service Providers for their

events. This study aspires to create and develop a mobile application and eventually

establish an avenue Event Service Providers to market themselves and the services

they offer. Based on the finished mobile development, the application successfully

performs the objectives of the study. The application has two platforms which are for

the Client / DIY Event Planner interface and the Event Services Provider interface.

As evident in the conducted test survey, it is well acknowledged that the mobile

application is really helpful in terms of discovering Event Service Providers and

answering the specific problems of the study.

 34

5.2 Recommendations

The present mobile application had its scope and limitation. For its further

development, the following details are highly recommended.

1. Add a feature where User can create an event tab with name, date, and add

Event Service Providers needed in it.

2. Create chatbot on the mobile application that lets the User interact with Event

Service Providers.

3. Create a feature where Users can leave feedback (rating and review) to Event

Service Providers.

4. Create a web application that is the same with the mobile application.

5. All Event Service Providers must be verified by the Admin upon register.

Unverified Event Service Providers will not be visible to Clients.

6. The system must be able to track if the Client booked an Event Service

Provider. Only Clients who booked can leave a feedback or rating on the

particular Event Service Provider.

 BIBLIOGRAPHY

Fitz, "How To Start an Event Planning Business" (2019)

https://fitzvillafuerte.com/start-event-planning-business.html

Andrew Littlefield, "12 Eye-Opening Statistics About the Meeting and Events

Industry" (2016) https://convene.com/catalyst/meeting-event-statistics/

Mishra "7 Event Management Tools Essential to Organizing Any Event" (2015)

https://www.lifehack.org/422370/7-event-management-tools-essential-to-organizing-

any-event

Olsen, "How To Start Your Own Event Planning Business" (2010)

http://alvidolsen.articlealley.com/how-to-start-your-own-event-planning-business-15

70752.html

Gabrielle, “Why Do We Celebrate Special Occasions?” (2018)

https://www.aglassofice.com/2018/02/why-do-we-celebrate-special-occasions.html

Vijay, “Why Corporate Events Are Very Important For Your Organization”

(2019)

https://yourstory.com/mystory/why-corporate-events-are-very-important-for-you

r-o-4624i1afn3

ACCR, “Create Your Own Event” (2016)

https://www.aacrfoundation.org/Pages/create-your-own-event.aspx

Prystay, “Turning Classifieds Into Cash” (2008)

https://www.forbes.com/global/2008/0128/014.html#4a69624d7459
 36

Alterman,“Tinder For Jobs: Check Out New App Switch” (2015)

https://www.themuse.com/advice/tinder-for-jobs-check-out-new-app-switch

Asia Pacific, “How To Start An Event Planning Service” (2017)

https://www.entrepreneur.com/article/37892

Loper, “OnlineJobs.ph” (2019)

https://www.virtualassistantassistant.com/onlinejobs-ph
 APPENDIX A:

SURVEY RESULTS

Taken from DIY Event Planners

 38

Taken from Event Service Providers