CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

The System “Event Management System” is an automated system for event management. It is
capable of managing multiple events happening in different locations. The System enables even
the remote client to make online registrations. It is powerful, user!friendly, and flexible and it
offers great degree of customization with ease of management. It manages the whole logistics of
the company with maximum optimization. It provides analytical status of event processing and
follows efficient approach towards the execution of the show. The system projects the status of the
events based on the authorization provided for the different entities. with its powerful functionality
it can maintain the records of various events simultaneously, and can print various reports. Event
management is the organization of all t tasks and activities necessary for the execution of an event
regarding its strategy, planning, implementation, and control, based on the principles of event
marketing and the methods of project management (Loos et al,2008). The context of event flows
includes multiple states and participation from different people such as event registration,attendees
and event managers. The manual process of managing an event is time consuming as man is prone
to error.
As the world goes through internet revolution, the demand for system that ease human from
their daily work is increasing and there are lots of internet applications that provide support for
organisations so as to help them achieve their goals. One of these applications is a web based
application for proper event management.

1.2 STATEMENT OF PROBLEM

Event involves bringing people together within a time frame in a particular place. The major
problem is that it does not provide up-to-date status and accurate data regarding each event and
how information about the event is been communicated. The manual way of conveying messages
bring about certain restrictions such as non-availability of the proposed receiver, omission of vital
details from the dispatcher, etc. Another problem is people forgetting about the event date or time,
because there is no proper documentation about the event. Sometimes the purpose of the event is
not well sent out, so lack of preparation for such meeting occurs.
In addition, we have different unit in an institution, each with different work and functions.
Sometimes different unit fix the same event venue, the same day and time, without knowing that
the venue has been schedule for another meeting. This leads to congestion of event and most
events has been terminated or conducted lately because of lack of venue. It is in this light that this
project seeks to develop a system that will provide solution to these problems stated above.

1.3 Aim and Objectives

The aim of this project is to design and implement a web based event management system. To
achieve this, some specific objectives includes the following.

i. To extensively carry out an analysis on how event is been managed in the institution.
ii. To improve on the existing method by automating the manual ways of managing an event.
iii. To develop and implement event management system for the institution.
v. To provide up-to-date status and accurate data regarding each event to all the departments which
may be situated apart.

1.4 Significance of the Study

In academic environment, proper coordination of venues for anevent and those that are to
participate in such event is of high importance towards preventing clashes of venues and also
uninvited personnel to a particular event. In this modern age where computing is becoming
ubiquitous, organizations are being encouraged to have an information system that will assist them
in the management of events.
The Event Management System developed in this research work will be beneficial to the staff
of a particular institution ( Federal Polytechnic Oko). The institution will benefit immensely from
implementing this system as it will make the assigning of event venues and sending of
notifications to attendee a seamless effort.
The employee of the organization will also be able to get notification when a new event is
created in which they are to be part of, also the System will send a reminder in form of SMS and
Email to the attendee in some days or hours as it is being setup by the organization.
Finally, the organization can generate frequent reports on event venues, date, time and those
that are to attend a scheduled event.

1. 5 Scope of study
This research work is limited to online event management system.

1.6 Limitations of the study

In carrying out the research work, some challenges were faced that limited the study such as;
Limited Materials: Few materials were found pertaining to the research area and this limited the
bulk of the literature review.
Finance: The high cost of textbooks, internet browsing and transportation to different libraries to
gather materials stood as a constraint to the research work.

1.7 Operational Definition Of Terms

Information: Knowledge communicated or received concerning a particular fact or circumstance;
news
Event: An occurrence, especially one that is particularly significant,interesting exciting or unusual
Organization: A group of people identified by a shared purpose or interest.
Management: The act of controlling or handling something successfully.
System: An assembly of computer hardware and software peripheral working together.
 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.1 Introduction
In this chapter, a review of related literature was carried out ,the views of various researchers
on “DESIGN AND IMPLEMENTATION OF EVENT MANAGEMENT SYSTEM”. The review
focused onthe following areas:

2.2 Event Management

Event management is the application of project management to the creation and development
of large-scale events such as festivals, conferences, ceremonies, weddings, formal parties,
concerts, or conventions. It involves studying the brand, identifying its target audience, devising
the event concept, and coordinating the technical aspects before actually launching the event,
(Miller, 2008).
The process of planning and coordinating the event is usually referred to as event planning
and which can include budgeting, scheduling, site selection, acquiring necessary permits,
coordinating transportation and parking, arranging for speakers or entertainers, arranging decor,
event security, catering, coordinating with thirdparty vendors  and emergency plans. Each event
is different in itsnature so process of planning : e"ecution of each event differs onbasis of type of
event.The events industry now includes events of all si#es from the-lympics down to business
breakfast meetings. Many industriescharitable organi#ations  and interest groups hold events
in order tomarket themselves build business relationships  raise money  or celebrate
achievement

6.6E%"n$ S#7"d+2in(
Event scheduling is the activity of finding a suitable time for anevent such as meeting
conference trip etc. It is an important partof event planning that is usually carried out at its
beginning stage.In general event scheduling must take into account whatimpact particular dates
of the event could have on the success of theevent. %hen organi#ing a scientific conference  for
e"ampleorgani#ers might take into account the knowledge in which periodsclasses are held at
universities since it is e"pected that manypotential participants are university professors. They
should also tryto check that no other similar conferences are held at the same time because
overlapping would make a problem for those participantswho are interested in attending all
conferences.%hen it is well known who is e"pected to attend the event&e.g. in the case of a
pro$ect meeting+ organi#ers usually try tosynchroni#e the time of the event with planned
schedules of allparticipants. This is a difficult task when there are many participantsor when the
participants are located at distant places. In such cases
the organi#ers should first define a set of suggested dates andaddress a uery about suitable dates
to potential participants. ,fterresponse is obtained from all participants  the event time suitable
formost of participants is selected. This procedure can be alleviated byinternet tools  &Monica
&());+.
6.3S+&$aina2" E%"n$ Mana("m"n$
Sustainable event management &also known as event greening+is the process used to produce an
event with particular concern forenvironmental economic and social issues. Sustainability in
eventmanagement incorporates socially and environmentally responsibledecision making into the
planning organisation and implementationof and participation in  an event. It involves
including sustainabledevelopment principles and practices in all levels of eventorganisation  and
aims to ensure that an event is hosted responsibly.It represents the total package of interventions at
an event andneeds to be done in an integrated manner. Event greening shouldstart at the
inception of the pro$ect and should involve all the key
role players such as clients organisers venues sub!contractors andsuppliers 
&www.iso.com+.
6.'57, i&"%"n$ mana("m"n$ im*$an$
/rom a business perspective event management is of greatimportance. <reating events
occasionally provide an incredibleopportunity to promote one=s business. The more popular a
brand isthe lesser hesitant people will be for trying out new productslaunched by that
brand.Event management skills are therefore necessary for thecompany to get the re uired
e"posure and build a positive image of the overall company as well as any brand in particular.
They not onlyserve as a chance for a well!established company to regain itsimportance by
attracting an increasing number of prospectivecustomers but also enable a budding company to
cultivate a sense of interest in the common people about the products and services they offer.

6.-H*8 $* im*%""%"n$ mana("m"n$ &9i22&

/ollowing are some helpful tips that can help you improve yourevent management skills1i.4o not
lose your composure under stress. %ith a pressurecooker environment  event management can
be e"tremely stressful.Some people may be blessed with the nerves of steel but others haveto try a
lot harder for having the composure to see a solution in caseof a ma$or disaster.ii.7ay attention to
details. ,s the event gets closer the burden of work gets greater. Many people tend to begin to
take short cuts inorder to reach the destination timely. <lients  however  prefer theevent
management skills that involve lesser focus on cutting corners.Therefore  you should always try
to pay attention to details and avoidshort cuts wherever you can.iii.>e a good listener. -ne of the
most overlooked eventmanagement skills is the ability of an individual to listen as well
asunderstand the needs of others. Many people tend to adopt adictatorial approach which can most
of the times prove to be very
detrimental to the event management skills and the ability to createan event satisfactory enough
for the client. If you are a good listeneryou can ensure a better customer service and uicker
resolution of conflicts making your event a definite success.
CHAPTER THREESYSTEM ANALYSIS AND DESIGN3.0In$*d+#$i*n
This section deals with the concept of system analysis  which isthe primary phase of the
software development. The purpose is toidentify the new system and establish what the new
system is toaccomplish. Moreover a brief review of re uirement determination software
environment a report on feasibility analysis 4/4 is alsopresented. The proposed system was
sub$ected to thorough analysisand the findings are recorded here. System analysis is an
importantactivity that takes place when new system is being build. It is thecentral whole of system
development and it includes gatheringnecessary data and developing a plan to the new system. It
is not an
easy task because many people need to be satisfied and manyconflicts resolved. System analysis
should be creative and imaginativein producing new solutions to meet the user re uirements.
3.1 E:i&$in( S,&$"m
The E"isting system for Event management is a manualprocess. %ith respect to the e"isting
system the marketing e"ecutivehas to interact with the client in person  brief on the services
theyprovide and so on. ,ll this reuires more time and labor work. Thisalso gives root to lack of
coordination follow!ups and manual errors.Moreover the data collected may be
inconsistent redundant andservicing a remote client will become impossible.Events to be
organi#ed at multiple locations become a tedioustask. The burden over both the client and the
employee increasesand gives form to confusions and erroneous data.
3.2 Drawbacks or problems of existing system

The e"isting system is1


Involves more manual work

Time consuming

E"pensive

5ives redundant and inconsistent data

Inefficient communication and process
3.3Ana2,&i& *) $7" P**&"d S,&$"m
The main ob$ective of the system is to provide up!to!datestatus and accurate data regarding each
event to all the departmentswhich may be situated apart.

Improved customer satisfaction at low cost

Easy updating of information

>etter coordination of various departmental activities

7rovides online registration facility

Status of processing can be verified and identified at any stage of process.

Efficient allocation of resources

Ensures timeline managementEvent Management System provides a full fledged
Enterprisepackage for an event management company. This also provides a user friendly web
outlet for the system to communicate with the
remote end!users. The main issues that faced by the firm is inmanaging the logistics that are
distributed country wide. Theproposed system bridges this gap between the end!users and
thecompany by providing a centrali#ed control over the entire system.The different departments
utili#e the system for seuencing thedifferent processes that are isolated apart. The department
utili#esthe system to derive ma"imum profit by optimi#ing resources.
3.'Ana2,&i& *) M*d+2"&
There are si" modules in the systemi.
Ma9"$in( m*d+2"
Marketing people in the e"isting systemfinds difficulty in canvassing different clients  and to
provide uick and complete information about the events. The proposed systemprovides many
alternatives to solve the problem by providingdifferent modes of registration for the clients in their
finger tips.The system provides a three level security mechanism for thedepartment with respect to
their designations of the users. Theclients can also engage themselves to register their
reuirements.The filtering of the reuirements with respect to schedules is done ind vendors.
The productiondepartment also utili#es the process of verification by recording theresult of each
selected services. It helps to select the vendors of eachitem by selecting the needed items for each
service. Thus it provideda profit directed process structure for the whole system.
iii. P*m*$i*n m*d+2"
The promotion department has the wholeauthority to provide various facilities to promote the
event in thepublic. The proposed system enables to find out the more suitable
promotional activities for the event. It helps to engage the sponsorsto the event . The Event
Management System provides a much easierenvironment to inform the clients and the vendors of
the company.The final cost sheet of the event will be provided to the financedepartments.
i%.Finan#" m*d+2"
The finance department utili#es the wholesystem many ways. It finds out a tool to merge different
cost sheetsto prepare a proposal for the whole event. It also uses the system todetermine the
performance of the employees to calculate the salariesprovided and incentives given. The finance
gets the main aid whilesettling the bills and getting the payment from the client. It alsorecords
every payment information from the company point of view./inance has also the work to receive
the approved uotations andprocess it and forward the selected details to various
departments.Event Management System manages to generate various internal ande"ternal reports
for the future use. These reports include annualmonthly fortnight bills and receipts

%.Admin m*d+2"
The admin has the role to control entireactivities of the system. The Event Management System
helps adminby providing an interactive environment to track the whole activitiesof the employees
and monitor whole processes that take place insidethe system. ,nother aspect of the work done by
admin is to provideproper security settings to the whole system. This is done throughEvent
Management System by providing different levels securities tothe system. These security levels
can be changed but only by the ,dmin.
%i.H R
?@ of the e"isting system deals with the human resourceof the company. The optimi#ed allocation
of $obs is a very tidyprocess in the manual way. Event Management System helps the ?@
manager to record the allotted $obs and corresponding dates andthen helps to allocate the new
$obs to employees and workers. So theworkload of the ?@ managers will be reduced.
3.' F"a$+"& *) P**&"d S,&$"m

The proposed system “Event Management System”  is a fullyautomated system for event
Management. The system automates allthe activities of an event management company  from the
clientregistration to the bill settlement. In the proposed system the clientonline can view the
company details and services provided by them.-nline registration is also possible with this the
proposed system. ,sthe proposed system is a centrali#ed one  redundancy can beavoided3
moreover the coordination of different departmentsbecomes much easier. This system constitutes a
scheduler whichhelps it to manage events happening in multiple locations. ,bove allthe system
provides high security for all its data.
3.-.1Ad%an$a("& *) $7" **&"d &,&$"m
A-nline registrationA>etter securityAManaging multiple events efficientlyA@edundancy can be
reducedAEvent processing status can be checked anytimeAErroneous data can be avoided
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A'atest Technological implementation

3.-.6Di&ad%an$a(" O) T7" P**&" S,&$"m
The disadvantages of the proposed system include1.There might be the possible corruption and
damages of files if the system is attacked by virus..The system cannot be put to use when there is
no power outage..The system will thus cost a fortune to maintain regularly..The system cannot be
use where there is no internet service.
CHAPTER FOUR SYSTEM DESIGN AND IMPLEMENTATION'.1In$*d+#$i*n
4esign begins when management approves the feasibility studyproduced during detailed analysis
and authori#es the necessary fundsand personnel to continue. It concludes when
managementapproves the design and authori#es development of the actualsystem.

'.1 In+$ D"&i(n

The input design is the process of converting the user!orientedinputs in to the computer!based
format. The goal of designing inputdata is to make the automation as easy and free from errors
aspossible. /or providing a good input design for the application easydata input and selection
features are adopted.The input design reuirements such as user friendliness consistent format
and Interactive 4ialogue for giving the rightmessage and help for the user at right time are also
considered forthe development of the pro$ect.The main forms used here are1
L*(in F*m
This is the form through which different users can enter intothe system. 4ifferent levels of
validation at server and client sidehave been given.
C2i"n$ R";+i"m"n$ )*m
This form allows the remote clients to register in the system.
R";+i"m"n$ F*m
This form allows the marketing e"ecutives to register the clientsfrom remote locations.
V"nd* &"2"#$i*n )*m
This form helps promotion and production managers to selectthe e"act vendors for different items.
'.6O+$+$ D"&i(n
, uality output is one which meets the reuirements of theend user and presents the
information clearly. In any system resultsof processing are communicated to the users and to other
systemsthrough outputs. In the output design it is determined how theinformation is to be
displayed for immediate need and also the hardcopy output. It is the most important and direct
source information tothe user. Efficient and intelligent output design improves the
system=srelationship the user and helps in decision!making. -utputs from computers are re uired
primarily to communicatethe results of processing to the users. They are also used to providea
permanent copy of these results for later consultation.The output types are1

AE"ternal outputsAInternal outputsA-perational outputsAInteractive -utputsATurnaround timeThe

outputs may be defined in terms of type of outputcontent  format  location  fre uency 
response volume seuenceand action reuired.
'.3Da$aa&" D"&i(n

C2i"n$ "(i&$a$i*n
/ield name4ata typelenghtconstraintsdescription2ey<lientBid varcharCnotnull<lient
identification7k <lintBpwdvarcharD)notnull<lient password<lient namevarchar()notnull6ame of
client4ate of birth4ate*notnull4ate of birth<ityvarchar()notnull<ity of client
6ationalityvarchar()notnull6ationality of client5endervarcharD)6otnull5ender of client7hone
nonumberDC6otnull7hone of the clientMobile nonumber()notnullMobile of the client

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