Green University of Bangladesh

Department of Computer Science and

Engineering (CSE)
Semester: Fall 2024, B.Sc. in CSE (Day)

GUB-EMS: An Event Management

Solution for GUB

Course Title: Integrated Design Project - 1

Course Code: CSE 324 (IDP-I)
Section: 221 D3

Students Details

Name ID
Sabbir Ahmed 221902129
Raihan Kabir 221902218
Ramjan Ali 221902227

Submission Date: November 2024

Course Teacher’s Name: Sakhaouth Hossan

[For teachers use only: Don’t write anything inside this box]

Lab Project Status

Marks: Signature:

Comments: Date:
Contents

1 Introduction 2
1.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.2 Motivation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.3 Problem Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.3.1 Problem Statement . . . . . . . . . . . . . . . . . . . . . . . . 4
1.3.2 Complex Engineering Problem . . . . . . . . . . . . . . . . . . 4
1.4 Design Goals/Objectives . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.5 Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.6 Applications of the Project . . . . . . . . . . . . . . . . . . . . . . . . 8

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Chapter 1

Introduction

1.1 Overview
The proposed project, Green University Event Management aims to develop a robust
and feature-rich event organization web application tailored to meet the diverse needs
of both enterprises and individual users. By leveraging modern web technologies and
an intuitive design philosophy, the application will streamline event management pro-
cesses, foster enhanced user engagement, and offer comprehensive analytics to facilitate
data-driven decision-making. At its core, the platform will emphasize scalability, us-
ability, and performance, ensuring a seamless experience for users across various roles,
including event organizers, participants, and enterprises.

Figure 1.1: Proposed Logo

1.2 Motivation
The motivation behind this project is rooted in the practical needs of students at our
Green University. As active participants in numerous events organized by 10 inde-
pendent departments and 21 student clubs and bodies, we have identified a pressing
need for a centralized event management system. Currently, the fragmented nature of
event coordination leads to inefficiencies and missed opportunities for engagement. A
comprehensive platform tailored to our university’s dynamic event landscape will ad-
dress these challenges and enhance the overall experience for students and organizers
alike.

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 Key challenges faced by students and organizers include:

• Decentralized Communication: Event planning often relies on multiple com-

munication channels, such as social media, email, and word-of-mouth, resulting
in mismanagement and confusion.

• Event Overload: The sheer number of events makes it difficult for students to
stay informed and actively participate in all the activities that interest them.

• Inefficient Processes: Manual handling of registrations, ticketing, and payments

often leads to errors and a time-consuming experience for both participants and
organizers.

• Lack of Insights: Current event management lacks tools for tracking participa-
tion and gathering feedback, limiting opportunities for improvement and strategic
planning.

This project aims to address these issues by offering the following benefits:

• Centralized Platform: A unified system where students can discover, register

for, and manage their participation in events with ease.

• Enhanced Engagement: Simplified interfaces and real-time notifications will

ensure that students are informed about upcoming events, boosting attendance
and participation.

• Automated Processes: Key tasks such as registration, ticketing, and payment

processing will be automated, reducing manual workload and minimizing errors.

• Data-Driven Insights: The integration of analytics and reporting tools will pro-
vide event organizers with actionable insights, enabling them to assess event per-
formance and plan improvements effectively.

By catering to the unique needs of Green University’s vibrant student community,

this project will foster better communication, streamline event coordination, and create
a more engaging campus experience. Ultimately, it will empower both students and
organizers to make data-driven decisions, ensuring the success of events on all scales.

Figure 1.2: Event Co-ordination

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1.3 Problem Definition

1.3.1 Problem Statement

Event management, particularly in university settings, often relies on fragmented tools
or manual processes, resulting in inefficiencies, miscommunication, and reduced user
satisfaction. The lack of an integrated platform for organizing, discovering, and par-
ticipating in events creates significant challenges for event organizers and participants
alike. Our project addresses these issues by developing a comprehensive event orga-
nization web application that incorporates secure payment processing, dynamic event
management, and user-friendly interfaces.

1.3.2 Complex Engineering Problem

The complexity of our project lies in addressing multiple challenging attributes of en-
gineering design. Table 1.1 outlines the attributes involved in this project and how they
are addressed.

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Attribute Explanation
This project requires a deep understanding of full-stack
development, including frontend frameworks like Next.js,
P1: Depth of knowl- backend development with Node.js, and database manage-
edge required ment using MongoDB Atlas. Knowledge of authentication
systems (Clerk) and payment gateways (Stripe) is also es-
sential.
The platform must balance high performance with a visu-
P2: Range of conflict- ally appealing interface. Additionally, managing conflicting
ing requirements stakeholder requirements such as user convenience versus
strict security protocols is a key challenge.
Comprehensive analysis is necessary to design an effective
P3: Depth of analysis database schema, ensure secure data transmission, and im-
required plement reliable third-party integrations such as Stripe for
payment processing.
While event platforms exist, customizing their features
P4: Familiarity of is- for academic and university-level event organizers involves
sues addressing unique challenges, such as supporting diverse
event categories and user roles.
The project must comply with coding standards for se-
P5: Extent of applica- cure authentication, payment processing, and data handling,
ble codes while also adhering to web accessibility and UI/UX guide-
lines.
P6: Extent of stake- Collaboration with stakeholders, including students, event
holder involvement organizers, and university administrators, is critical to en-
and conflicting require- sure that the application meets all needs while resolving
ments conflicts between different user groups.
The project involves high interdependence between the
frontend and backend, as well as third-party services like
P7: Interdependence
Stripe and Clerk. Coordination is managed through modu-
lar APIs and efficient integration strategies.
Table 1.1: Attributes of Complex Engineering Problems

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1.4 Design Goals/Objectives
The primary goals and objectives of this project are as follows:

Technological Stack and Architecture

The application will be built using the MERN stack, an industry-favored and dynamic
framework that combines four cutting-edge technologies: MongoDB, Express.js, React,
and Node.js. This stack, renowned for its open-source nature and cloud-native compat-
ibility, provides an end-to-end JavaScript environment, streamlining development and
enhancing maintainability. The following components outline the architecture and tech-
nological considerations of the system:

Frontend Development
The frontend of the application will be powered by React, providing a highly responsive
and dynamic user interface. The use of React enables the creation of interactive com-
ponents that update in real-time without requiring page reloads, thereby enhancing user
experience. Server-side rendering (SSR) and static site generation (SSG) capabilities
will be integrated to ensure optimal performance, faster load times, and improved SEO.
To achieve a visually appealing and cohesive design, the application will utilize
Tailwind CSS and Shadcn UI, modern tools that enable rapid styling and customization.
These frameworks promote a utility-first approach to styling, ensuring that the user
interface remains responsive and consistent across different devices and screen sizes.

Backend Development and API Management

The backend will be developed using Node.js and Express.js, providing a lightweight
and efficient server environment. This combination ensures that the application can
handle a large volume of requests concurrently, making it suitable for high-traffic sce-
narios. The RESTful APIs developed with Express.js will facilitate secure and scalable
communication between the frontend and the database.

Database and Data Management

Data will be managed using MongoDB Atlas, a cloud-based NoSQL database solution
known for its flexibility and scalability. MongoDB’s document-oriented structure al-
lows for the storage of complex data types, making it ideal for handling event-related
information such as schedules, participants, tickets, and media. High availability and
automatic sharding will ensure that the database can grow alongside the application
without performance degradation.

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Key Features and Functionalities

User Authentication and Security

User authentication and management will be handled by an advanced authentication
system that supports features such as social logins, multi-factor authentication (MFA),
and webhook integrations. The platform will prioritize user privacy and data security
by implementing industry-standard encryption protocols and secure storage practices.

Payment Integration
The application will offer seamless payment processing through the integration of Stripe,
a leading payment gateway. This will allow users to make secure transactions for event
registrations, ticket purchases, and other monetized services. Stripe’s comprehensive
API will enable support for multiple payment methods, including credit cards, digital
wallets, and local payment systems.

Media and File Management

Efficient media handling is crucial for event organization. The platform will incorporate
an intuitive file upload system that allows users to upload and manage event images,
documents, and promotional materials. This feature will ensure that all media assets
are stored securely and can be accessed or shared as needed.

Data Analytics and Insights

To empower event organizers with actionable insights, the application will feature inte-
gration with Tableau, a leading data visualization tool. Through interactive dashboards
and reports, users will be able to monitor event performance, track attendance trends,
and analyze financial metrics. These insights will support strategic planning and im-
prove the overall effectiveness of event management.

Deployment and Hosting

The entire application will be deployed on a cloud-based platform, leveraging con-
tinuous integration and deployment (CI/CD) pipelines to ensure smooth updates and
minimal downtime. Hosting on platforms like Vercel will provide automatic scaling,
optimized performance, and reduced configuration overhead, allowing developers to
focus on core functionalities rather than infrastructure management.

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 Figure 1.3: System Architecture Diagram

1.5 Application

1.6 Applications of the Project

The proposed event organization web application has a wide range of real-world appli-
cations, including but not limited to:

• Green University Event Management:

– Streamlines the process of organizing academic seminars, cultural programs,

and technical workshops.
– Simplifies ticketing and participation for students and faculty members.

• Can be Corporate Event Platforms:

– Enables companies to manage employee training sessions, conferences, and

product launches efficiently.

• Community-Based Event Hosting:

– Supports local community events, including fundraisers, cultural festivals,

and sports competitions.

• Freelance Event Organizers:

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 – Provides a tool for small-scale event organizers to create, manage, and pro-
mote events seamlessly.

• Educational Workshops and Bootcamps:

– Facilitates the creation and promotion of skill development programs such

as coding bootcamps and online webinars.

• Ticket Sales and Payment Processing:

– Integrates secure payment gateways for easy ticket purchasing and financial
management.

• Social Engagement Platforms:

– Acts as a hub for people to discover and attend events that align with their
interests, fostering community interaction.

• Event Promotion and Marketing:

– Provides built-in features for event promotion through customized pages,

descriptions, and sharing options.

• Non-Profit Organization Events:

– Helps NGOs in organizing fundraising events or awareness campaigns with

robust management tools.

• Online and Hybrid Events:

– Supports online event hosting with integrated video conferencing links and
ticketing for hybrid events.

• Data Collection and Analysis:

– Collects user feedback and event metrics to improve future events and en-
hance user experience.

• Scalable Solutions for Growing Needs:

– Scales easily to accommodate larger events or expanding user bases, suitable

for startups and growing organizations.

• Accessibility for Disabled Users:

– Includes features that ensure accessibility, such as screen reader support and
optimized navigation for visually impaired users.

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Conclusion
This event organization web application is designed to address the complexities of mod-
ern event management by offering a comprehensive suite of tools and features. By
leveraging the power of the MERN stack and integrating best-in-class services for au-
thentication, payment, and analytics, the platform will deliver a seamless and engaging
experience for users. Whether catering to large enterprises or individual event organiz-
ers, this solution aims to redefine how events are planned, managed, and executed in
today’s fast-paced digital landscape.

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References

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