Tribhuvan University

Shanker Dev Campus

EVENT MANAGEMENT SYSTEM

A PROJECT REPORT

Submitted To
Department of BIM
Shanker Dev Campus
Putalisadak, Kathmandu

In partial fulfillment of the requirement for the Bachelor’s Degree in Information

Management

Submitted By
Ashesh Neupane (Section – A | Roll No. 9)
20th March, 2024
 ABSTRACT

Event Management System is the application that serves the functionality of an event
manager. This system provides most of the basic functionality required for an event
example: marriage, birthday party etc. This system allows the user to select date and time
of event, place, and the event equipment.
The main aim of the event management system is to provide a platform for the users to
view information about the events that took place in the past and the ones that are about
to take place shortly. The application enables the user to view and book an ongoing or
upcoming event in a particular locality. Users should register themselves to log into the
account for online booking of tickets. The users can be administrators, event organizers,
and customers. They can first log onto the website and see through the information such
as details about the events.
Event Management System is used to manage all the activity related to events. In any
event any service provider works simultaneously, and it is very hard to manage these
providers. It is also important for an event organizer that he has all the contact details of
these service providers so that he can contact them any time to plan an event at a given
time. To get success in the event management business, user should have strong network
of service providers like sound system services, lighting providers, canteen services, stage
construction and so on.
 ACKNOWLEDGEMENT

I gratefully acknowledge the assistance, cooperation, guidance, and clarifications

provided by Mr. Gopi Prajapati during the development of the EVENT MANAGEMENT
SYSTEM project. His constructive suggestions regarding this project work and consistent
support are sincerely acknowledged. Without his willing disposition, spirit of
accommodation, frankness, timely clarification and above all faith in me, this project
could not have been completed in due time.
I would also like to thank whole members of BIM Department of the college for their
cooperation and important support.
 Table of Content
ABSTRACT ……..……………………………………………………...………………I

ACKNOWLEDGEMENT…………………………………………..…………….……II

Chapter 1- Introduction………………………………………………………………....1

1.1- Introduction ………………. …………….………………………………...............1

1.2- Objectives………………………………………………………………………….2

1.3- Scope and Limitation ………………………………………………………...…....3

1.4- Literature Review……………………………………………………………..……4

Chapter 2- System Analysis ……………………………………………...……..….......5

2.1.- Functional Requirement…………………..………………………..………..…….5

2.2- Non-functional Requirement…………………………...…..…..……….……..…..5

2.3- Feasibility Study………………………………………………………………..….5

2.3.1- Technical Feasibility………………………………………….…….....................5

2.3.2- Economical Feasibility……………………………………….………..........…....6

2.3.3- Operational Feasibility………………………………………………………..….6

Chapter 3- System Design………………………………………………………………7

3.1- ER Diagram………………………………………………………………………..7

Chapter 4- Conclusion and Enhancements……………………………………………..8

4.1- Conclusion…………………………………………………………………………8

4.2- Enhancements……………………………………………………………………...8

REFERENCES…………………………………………………………………………9
 Chapter 1 - Introduction
1.1 Introduction to the Project
Event Management System is the application to manage and development of festivals,
events, and conferences. It provides most of the basic functionality required for an event.
It allows the user to select from a list of events. This system involves study of identifying
the target of budget, cost, and analysis.
This system helps to establish better communication between event organizers and users.
This system is useful for both organizers and users. In this system, once the user logs into
the system, he will be welcomed with recommended events. The user can view different
events, book events and payments are also done. After successful login user can send
feedback. Event organizers are registered with the system and their details are verified by
the administrator. Being an authorized user, he can publish event details and he can view
booking details as well.
In this system, every transaction will be recorded into the database using a secured
mechanism. Users and event organizers can view previous event booking details. It is a
web application in which multiple users can access simultaneously using the internet.

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1.2 Objectives of the Project
1. To create a centralized system that makes the planning and execution of events
more efficient by automating repetitive tasks and processes.
2. To provide a solution that can easily scale according to the size and
complexity of different events, from small meetings to large conferences or
festivals.
3. To enhance the experience of both the organizers and the attendees by offering
user-friendly interfaces, easy registration processes, and effective
communication tools.
4. To offer integration capabilities with other tools and platforms (e.g., payment
gateways, social media, email marketing software) for a seamless event
management process.
5. To ensure the system is accessible to users with diverse needs, including those
with disabilities, by adhering to web accessibility standards.
6. To reduce the costs associated with event management by minimizing the
need for physical resources, optimizing the use of human resources, and
reducing the likelihood of errors and duplications.
7. To ensure that user data is handled securely, with respect to privacy laws and
regulations, and that financial transactions are secure and reliable.
8. To enable real-time communication and updates between organizers,
attendees, and vendors, ensuring everyone is informed and can adapt to
changes swiftly.
9. To provide mechanisms for gathering feedback from participants and
stakeholders, which can be used to improve future events.
10. To allow for the customization of events according to specific themes,
branding, and organizer preferences, making each event unique.

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1.3 Scope and Limitation of Project
The scope of an Event Management System project encompasses a wide range of
functionalities designed to support the end-to-end process of event planning, execution,
and analysis. This includes features for event creation and scheduling, attendee
registration and management, ticketing and payment processing, vendor and venue
management, and marketing and communication tools. Additionally, the system aims to
offer real-time analytics and reporting capabilities to help organizers track event
performance and make informed decisions. It also strives to support various types of
events, such as corporate meetings, conferences, exhibitions, and public gatherings,
making it a versatile tool for different event organizers. The project's scope further
extends to ensuring high levels of security for user data and financial transactions, along
with providing a mobile-friendly interface to cater to users on-the-go.
However, the project comes with certain limitations. Firstly, the effectiveness of the
system heavily depends on the reliability of internet connectivity; disruptions can hinder
access to online-based features, affecting both organizers and attendees. Secondly, while
efforts will be made to ensure the system's usability, there might be a learning curve for
users unfamiliar with digital event management tools, potentially requiring additional
support and training. Thirdly, the scope of customization and integration with external
platforms or tools might be constrained by technical and budgetary limitations, affecting
the system's adaptability to specific user needs. Lastly, the project's ambition to comply
with international data protection regulations may face challenges due to varying laws
across countries, complicating the deployment of a universally compliant system.

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1.4 Literature Review
There exist several sites working commercially, providing several features. Some of them
are listed below with all there working schema, customer support and services:
Cvent.com:
Cvent offers a comprehensive event management platform that supports both virtual and
in-person events. Its features include online registration, venue selection, event
marketing, and on-site solutions, making it a versatile tool for event planners. Cvent is
designed to cater to various types of events, from corporate meetings to large
conferences.
Eventbrite.com:
Eventbrite is a popular platform for event registration and ticketing. It's user-friendly for
both event organizers and attendees, providing tools for creating event pages, managing
ticket sales, and promoting events through social media and other channels. Eventbrite
serves a wide range of event types, including workshops, seminars, and festivals.
Aventri.com:
Aventri is a global event management software that offers end-to-end solutions covering
event registration, website creation, event marketing, and analytics. Aventri's platform is
designed to streamline the event planning process, enhance attendee engagement, and
measure event success through robust analytics.
Whova.com:
Whova provides an award-winning event management software that includes features like
attendee networking, agenda management, event marketing, and live polling. Whova's
app is particularly noted for enhancing attendee engagement and networking
opportunities at events, making it a great choice for conferences and professional
gatherings.
Bizzabo.com:
Bizzabo is an event management platform that emphasizes the creation of personalized
and engaging experiences for attendees. It offers tools for event marketing, personalized
agendas, networking solutions, and event analytics. Bizzabo is suitable for a variety of
events, including corporate events, conferences, and trade shows.

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 Chapter 2 - System Analysis
2.1 Functional Requirement:
The major functional requirements of the system are as follows:
1. User Account Management.
2. Event Creation and Management.
3. Ticketing and Registration.
4. Scheduling and Calendar Integration.
5. Verification and Validation.
6. Communication and Notifications.
7. Reporting and Analytics.

2.2 Non-functional requirement:

Some non-Functional requirements of this project are listed below:

Usability: Every user will be able to use this application easily.

Efficiency: This application will provide easy and fast access without consuming more
cost.
Security: The users will enter the application site only by logging in with username and
password, hence making security to the system and network server.
Performance: The users will easily access it without any effort in an organized way and
this making the system more reliable.
2.3 Feasibility Study
A feasibility study for an Event Management System project assesses the viability of the
project from various angles to ensure that it can be successfully developed and deployed.
This study typically includes an analysis of economic, technical, and operational
feasibilities, each examining different aspects critical to the project's success.
2.3.1 Technical Feasibility
Technical feasibility delves into the project's technical requirements and the
organization's capacity to meet these demands. This evaluation examines the existing
technological infrastructure, the availability of technical expertise, and the compatibility
of new technologies with current systems. It considers the challenges involved in
developing the Event Management System, such as data security, scalability, and
integration with external applications or platforms.

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2.3.2 Economical Feasibility
The economic feasibility aspect focuses on assessing the financial implications, weighing
the initial and ongoing costs against the anticipated benefits. This involves a thorough
cost analysis, encompassing development, implementation, maintenance, and training
expenses. Alongside, the benefit analysis quantifies both financial gains, such as revenue
from ticket sales and sponsorships, and intangible benefits like improved efficiency and
attendee satisfaction.
2.3.3 Operational Feasibility
Operational feasibility studies the project's alignment with organizational goals,
workflows, and the potential impact on stakeholders. It assesses the willingness and
ability of the team to adapt to and adopt the new system, evaluating the changes it will
bring to existing processes and the learning curve involved. This part of the feasibility
study also involves gathering input from potential users to understand their needs and
resistance points, ensuring the system's design is user centric. By analyzing how the
Event Management System fits into the operational landscape, this assessment ensures the
project can be effectively integrated into daily operations, fostering user acceptance, and
maximizing the system's utilization and impact.

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 Chapter 3 - System Design
This section gives a detailed review on the design on which the system developed is
implemented. It includes:
3.1 ER Diagram

Fig 3.1 ER diagram for Event Management System

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 Chapter 4 – Conclusion and Enhancements
4.1 Conclusion
Through this software, the respective events will be managed and automated to the entire
database in the network. With this project, human effort will definitely reduce and
user/customer and the administrator’s task will become much easier. It becomes easy to
work on this software and it is efficient to use. Thus, by keeping in mind, the advantages
and applications; we are developing an Event management software. This software will
help the administrator as well as a customer a lot.
4.2 Enhancements
There is always room for improvements and enhancements in systems. This Event
Management System can be further enhanced by incorporating cutting-edge technologies
like artificial intelligence (AI) and machine learning (ML) to provide predictive analytics
for more efficient event planning and personalized attendee experiences. Enhancing
mobile accessibility and responsiveness will cater to the growing number of users relying
on mobile devices for event participation, while the integration of virtual and hybrid event
features will address the evolving demand for online engagement. Additionally,
embracing blockchain could revolutionize secure ticketing and registrations. By fostering
a user community for feedback and collaborative innovation, the system can evolve with
the needs of its users, ensuring it remains a pivotal tool in the dynamic landscape of event
management. These strategic enhancements will not only improve user satisfaction and
system utility but also ensure the platform stays ahead of technological trends and
industry demands.

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 REFERENCES
[1] https://www.researchgate.net/publication/372787450_Event_Management_System
[2] https://www.scribd.com/document/342098952/Synopsis-of-Event-Management-
System
[3] https://www.freeprojectz.com/project-report/8537
[4]https://solutiondots.com/blog/event-management-system-comprehensive-solution-
events-management/