designing an application for event management …ijrpublisher.com › gallery ›...

Designing an Application for Event Management System

Ms.Pooja Bidye

Assistant Professor

Dnyanprassarak Mandal’s College And Research Centre, Assagao-Goa.

Email:[email protected]

Abstract

An event like a ‘Meeting’ or a ‘Conference’ , a ‘Birthday’ or a ‘Wedding’ requires rigorous planning. Every tiny

detail has to be catered to. Event Management-One of the fastest and the most glamorous upcoming professions today,

it means rubbing shoulders with who's who of the crème-de-la crème layer of the city. Event management, the most

profound form of advertising and marketing, is a glamorous and thrilling profession. It provides an opportunity for

unleashing one's creative potential to a very high degree. This projects endeavors to provide a common platform for

Event Management Companies to store and retrieve the data in an effective manner. Right from storing customer

details to handling different types of vendors, the application will serve as a store house for information for future

references and mining .The proposed system is an application designed using tools like HTML , server-side scripting

language like PHP and RDBMS like MySql.

Keywords: Event Management, Application, PHP, HTML, MySql, Use Case diagram, Class Diagram

1. Introduction

More than anything, 2018 will be remembered as the year when some of the most talked-about weddings in the

world took place. In India especially the wedding season was a particularly opulent one with three major weddings

taking place in close succession. Bollywood actor Deepika Padukone and Ranveer Singh tied the knot in mid-

November, followed by Priyanka Chopra and Nick Jonas in first week of December and Isha Ambani and Anand

Piramal in mid-December. Heard of IIFA? IIFA is an avant-garde initiative to endorse Indian Cinema globally. Music

festivals like Sunburn, Magnetic Fields draw huge crowds. Events of this scale requires massive planning and minute

detailing. Event Management industry has grown potentially well over the last decade. We have seen a whopping

participation in events on specific topics. Be it a concert, conference, corporate event or marathons, people have

started to take interest in all kinds of events equally and actively.

• Most (41%) marketers believe that events are the single-most effective marketing channel over digital

advertising, email marketing and content marketing. This reflects a 32% increase since 2017. [1]

• Between 2017 and 2018 the number of companies organizing 20 or more events per year increased by

17%.[1]

The best software includes robust, innovative features and comes with support that’s available whenever an

event manager needs it. Event management involves studying the brand, identifying the target audience, devising the

event concept, planning the logistics and coordinating the technical aspects before actually launching the event. The

process of planning and coordinating the event is usually referred to as event planning and can include budgeting,

scheduling, site selection, food facilities, arranging for photographers, arranging decorators, catering and stationary.

As the number of events increase, there is a growing realization about the continuing need to develop event

management professionals who are able to create, organize and manage events.

International Journal of Research

Volume VIII, Issue III, March/2019

ISSN NO:2236-6124

Page No:266

2. Review of Literature

M.Krunal & N.Pooja [9]:This paper gives an overview of Event Management System and some of the features that

can be included in the system.

P.Khalil & N.Khan[10]: This paper gave an insight into a Smart Event Management System with various modules

dealing with managing customer and employee information, managing events information, managing services, e-card

creation and Event management website for status check.

J. Duckett, HTML & CSS[5]: Essential for understanding the client side technology.

S. Holzner[6]: The in-depth understanding of server side technology was obtained using this literature.

3. Methodology

“Event Management System” is the application for managing events of a small scale event such as Weddings,

Birthdays, Conferences or Meetings. As there is a rapid growth in the event management industry, the current time has

a huge demand of having an application for booking the events. In this project we present an application to make it

easier for a layman to book an event in a hassle-free manner. This application will assist him/her in planning a

successful and fun event. This application is also going to assist vendors to add their services that are booked by the

customers.

The application “Event Management System” is designed keeping in mind the difficulties faced in planning a

successful event. This is an all-in-one application wherein there are many categories for planning an event as

mentioned above. These categories help the users to plan an event on a single console and avoids the need of going

elsewhere, making it convenient for the users. This application makes event planning and managing easy.

There are 2 primary components : one used by administrator and second used by sub-admin (further also referred to

as user) which interact with the system.

Administrator: After logging in with valid id and password, the administrator may

Add new customer information

Modify listing customer information

Delete a customer information

Navigate among the different customer information

Once the customer is registered, Event can be booked / added for that customer.For this you select the event button

on screen.

The administrator may

Add new event for that customer

Modify existing events information

Delete an event

Navigate among events of various customer

But for adding, modifying the event the administrator also needs to select the vendors i.e. caterers, venues,

decorators, stationary and photographer in a step-by-step method like for example after filling in the event details

he/she will click on save button which will save his record in the database and will further lead to display all the

registered caterers the administrator may navigate through all the caterers and select the one which the customer wants

and can proceed to next vendor and perform same actions.

The administrator may also have information on vendors like caterers, venues, decorators, stationary and

photographer. For this click on vendors on the main menu.


Add a vendor

Modify vendor information



ISSN NO:2236-6124

Page No:267

Delete a vendor

Navigate among vendors

After clicking on add, modify, delete or view. The administrator is given the option of selecting the vendors

(caterer, venue, decorator, stationary and photographer) after clicking on the required vendor further operations can be

performed.

The administrator may also have information on event-type like marriage, birthday-party, conference etc. For this

click on event- type on the main menu.


Add a event-type

Modify event-type information

Delete a event-type

Navigate among event-type

The administrator may also need a helping hand who can also book the events in his absence like sub-admin. For this

click on sub-admin on the main menu.


Add a sub-admin

Modify sub-admin information

Delete a sub-admin

Navigate among sub-admin

This sub-admin is the second part that interact with the system, the sub-admin does the job like administrator for

booking ,modifying event but not all the operations of the administrator it can be said that the user is the substitute

user of the administrator.

The user can maintain customer details as well as book the event just like the administrator.

The application will be developed using front end tools like HTML, scripting language like PHP and back end as

MySql.



ISSN NO:2236-6124

Page No:268

3.1 Use Case Diagram

System

Process User/Admin Registration

Process Login

Change Password

Maintain Customer

Maintain Event Booking

Maintain Event type

Maintain Vendor

Maintain Decorator

Maintain Photographer

Maintain Stationary

Maintain Caterer

Maintain Venue

Handle Invalid Login

Handle Empty Fields

Handle Invalid Data

Handle Username alreadyexists

Admin

<<include>>

<<include>>

<<include>>

<<include>><<include>>

<<include>>

<<include>>

<<include>>

<<include>><<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

<<include>>

user

Figure 1. Use Case Diagram



ISSN NO:2236-6124

Page No:269

3.2 Class Diagram

Customer

-cid: int+fname: string+lname: string+address: string+email_id: string-password: string+phone_no: string

+add(): void+update(): void+view(): void+remove(): void

Event

-eid: int+ename: string+date: date+stime: time+etime: time

+add(): void+update(): void+remove(): void+view(): void

Event-Type

-etid: int+etname: string

+add(): void+view(): void+update(): void+remove(): void

vendor

-vid: int+vname: string+vaddress: string+vphone: int

+add(): void+modify(): void+view(): void+remove(): void

caterer

+category: {veg,nonveg,both}+rate_per_plate: int+specialty: string

+add(): void+modify(): void+view(): void+remove(): void

venue

+type: {garden,hall,conference hall}+rate_per_hour: int+capacity: int

+add(): void+modify(): void+remove(): void+view(): void

decorator

+theme: string+cost: int

+add(): void+view(): void+modify(): void+remove(): void

stationary

+rate_per_paper: int

+add(): void+view(): void+modify(): void+remove(): void

photographer

+rate_per_video: int+rate_per_photo: int

+add(): void+view(): void+remove(): void+modify(): void

is of* 1book *1

has

*

*

Figure 2. Class Diagram



ISSN NO:2236-6124

Page No:270

4. Results and Discussion The resulting application has the following screens. A few relevant screenshots have been presented below.

Figure 3. Welcome Page

This is the opening page of “Event Management System”. It consists of welcome note to the visitor and the login button

wherein the visitor can enter the login details and go to the home page of the system.

Figure 4. Log-in Page

This is the Log-in page of “Event Management System”. It consists of input fields of username and password

wherein the visitor will enter his username and password and click on the admin login button if he is admin or on the

user login button if he is a sub-admin.



ISSN NO:2236-6124

Page No:271

Figure 5. Main Page-Admin

This is the main page of “Event Management System” for the admin. Here admin can choose to add, view, update,

remove information of customers, vendors, sub-admin, event-type etc. Admin can also see information like number of

customers, caterers, decorators, venues etc.

Figure 6. Main Page-User

This is the main page of “Event Management System” for the user. Here user is not privileged like admin but he

can choose to add, view, update, remove information of customers, event, bookings etc.



ISSN NO:2236-6124

Page No:272

Figure 7. New User Page

When the admin selects the add customer from the dropdown option of customer then this page is opened. This

page allows admin to enter the information of the new customer. The information like name of the customer, address

of the customer, contacts details and so on are entered and then click on add button saves the entered

information.Similarly there will be a new Event Page and Pages for each type of vendor.

:

Figure 8. Booking Page

When at the time of registration of the event if the customer hadn’t selected the services of the vendor and after

some days he comes with the requirement of the services. Then admin can do this task by selecting the add option

from the dropdown option of the booking the page that will be opened is shown above once the admin selects the

event name that was registered at that time of registration of that customer’s event and then clicks on the select

services.



ISSN NO:2236-6124

Page No:273

Figure 9. Existing Booking Page

5. Findings and Suggestions The systems handles various modules like caterer,photography,decorator, stationary etc. , giving the administrator as well as

the customer a centralized access to these services. Any additional module can be easily added. Various vendors can easily be

added to various modules.Various validations have also been catered to.

As a future enhancement a web Based application could be developed. An app based system for mobile could also be an

additional feature that can be provided to the user.

6. Conclusion Event Management System caters to wide variety of events. It helps the Event Management Company to take Bookings for

various facilities like catering, halls, photography, stationary, decorators etc. The centralized nature of the system makes it easy

for the customers to easily access these facilities at the click of the button.



ISSN NO:2236-6124

Page No:274

Acknowledgement: I like to thank Mr.Jude Mascarenhas and his team for immensely contributing to development of this application.

References

[1] https://blog.bizzabo.com/event-marketing-statistics.

[2] http://blog.townscript.com/top-10-event-management-companies-in-india/.

[3] https://www.ndtv.com.

[4] https://en.wikipedia.org/wiki/Event_management.

[5] J. Duckett, HTML & CSS: Design and Build Web Sites Book, John Wiley &sons,2011.

[6] S. Holzner, PHP: The Complete Reference, McGraw Hill Professional, 2008.

[7] P. DuBois ,MySQL Cookbook, 2nd Edition ,O'Reilly Media, Inc., November 2006.

[8] www.stackoverflow.com.

[9] M.Krunal & N.Pooja “Review Paper on Event Management System”, IJRASET, Vol. 5 ,December 2017.

[10] P.Khalil & N.Khan “Smart Event Management System”, IJCST, Vol. 4, Mar - Apr 2016.



ISSN NO:2236-6124

Page No:275

designing an application for event management …ijrpublisher.com › gallery ›...

Documents