IT(402) - PROJECT

Sports Day Event Management

System

Done By:
NAME :
CLASS &
SEC :
Roll No:
 Acknowledgement

I would like to express my special thanks to our school

Principal
Mrs. Katheeja J.A and to my IT teacher Mrs.Shaalini.J for
supporting and leading me by providing all valuable
exhortations to do this project on the topic SPORTS DAY
EVENT MANAGEMENT SYSTEM, which was a great
phase for learning out of the box.
This project involved me doing a lot of research and I
came to learn many things through this project.
 PROJECT DESCRIPTION

A Sports Day Event Management System is a comprehensive

software solution designed to automate and optimize the organization
of sports events. It streamlines key tasks such as event scheduling,
participant registration, team management, and real-time tracking of
scores and results. Participants can register online, view event
schedules, and receive updates, while organizers can efficiently
manage team allocations, equipment inventory, and volunteer
coordination.

The system maintains detailed records of participant performances,

generates automated leaderboards, and sends notifications for event
updates or changes. It simplifies result tracking and provides insights
through detailed reports on participation, event outcomes, and overall
performance.

For organizers, the system automates repetitive tasks, such as

scorekeeping and scheduling, enabling them to focus on delivering a
successful event. It also provides analytical tools to evaluate the
success of the event and improve future planning.

By enhancing efficiency, ensuring accuracy, and improving the

overall experience for participants, spectators, and organizers, the
Sports Day Event Management System is a vital tool for managing
sports events of any scale.
SOURCE OF DATASET:
The data used in the project is purely designed by myself

HARDWARE REQUIREMENT:
Processor – Intel(R) Core(TM) i5-4300U CPU
RAM – 8.00GB
System Type : 64-bit Operating system
Hard disk : 1 TB

SOFTWARE REQURIEMENT:
Operating System – Windows 10
Platform – LibreOffice 7.4 – LibreOffice Base
LibreOffice Writer (Documentation)
 ABOUT LIBREOFFICE:

LibreOffice is a free and open-source office suite developed by The

Document Foundation. It offers a comprehensive range of
productivity tools, providing users with alternatives to popular
commercial software like Microsoft Office, but without any cost.
LibreOffice includes several key applications: Writer for word
processing, Calc for spreadsheets, Impress for presentations, Draw for
vector graphics and diagrams, Base for database management, and
Math for editing mathematical formulas. These tools make
LibreOffice versatile for a variety of personal, academic, and business
needs. One of its standout features is its cross-platform compatibility,
as it runs on Windows, macOS, and Linux. It also supports a wide
range of file formats, including Microsoft Office formats like .docx,
.xlsx, and .pptx, as well as its own OpenDocument formats (.odt,
.ods). LibreOffice is highly customizable through extensions and add-
ons, allowing users to tailor the software to their specific workflows.
The combination of powerful tools and complete accessibility makes
LibreOffice an excellent choice for individuals and organizations
alike. LibreOffice also includes robust collaboration tools, such as
Track Changes and Comments, which are essential for team-based
projects and document reviews. Its export to PDF feature is highly
flexible, allowing users to create password-protected PDFs or even
hybrid PDFs that can be edited later. The suite is regularly updated by
a global community of developers, ensuring that it remains secure and
feature-rich. In addition to its desktop versions, LibreOffice also
offers cloud based solutions, making it possible to work on documents
collaboratively from anywhere. Finally, its opensource nature allows
developers to customize and integrate LibreOffice into various
business environments, enhancing its scalability for organizations of
all sizes
Synopsis:
Sports Day is a significant event in schools, colleges, and
organizations, requiring efficient management to ensure smooth
execution. A Sports Day Management System is designed to automate
and streamline the planning, organizing, and management of such
events. This system reduces manual efforts, enhances accuracy, and
improves the overall experience for participants, coordinators, and
spectators.

Objective
The primary goal of the Sports Day Management System is to create a
centralized platform to handle all aspects of Sports Day, including:
1. Registration of participants for various events.
2. Scheduling and tracking of events and matches.
3. Efficient result management and real-time updates.
4. Resource allocation, such as assigning venues and judges.
5. Ensuring transparency and minimizing errors in scoring and
ranking.
Steps to Create the Project:
1. Setting Up LibreOffice Base:
● Open LibreOffice and select Base from the options.
● Choose "Create a new database" and click "Next."
● Select "Create" and save your database file as Sports Day Event
Management System.odb

2.Creating the Tables

Table 1: Events Table

● Click on "Tables" in the left sidebar and select "Create Table in

Design View."

● Define the following fields:

○ EventID (Data Type: Integer, Primary key)
○ EventName (Data Type: Varchar, Length: 100)
○ EventDate (Data Type: Date)
○ Venue (Data Type: Varchar, Length:100)

Save the table as ‘Events’.

Table 2: Participants Table

● Click on "Tables" in the left sidebar and select "Create Table in

Design View."

● Define the following fields:

○ ParticipantID (Data Type: Integer, Primary key)
○ ParticipantName (Data Type: Varchar, Length: 100)
○ EventID (Data Type: Integer)
○ Result (Data Type: Varchar, Length: 100, Default value:
Winner/Loser)

Save the table as ‘Participants’.

2. Entering Data:

Open the Events table and enter sample data:

Open the Participants Table and enter sample data:
3. Creating Queries:

Queries allow you to filter and retrieve specific information from your
database.

Query to List Events:

● Go to the Queries section and select Create Query in Design
View
● Select the Events table and add it to the query.
● Drag and drop the fields (EventID, EventName, EventDate, Venue)
● Save the query as QueryEvents.

4.Query to Find Participants by Name:

● Create another query using the Participants table.
● Drag and drop the fields (ParticipantID, ParticipantName, EventID,
Result) to the query grid.
● In the criteria row for the ParticipantName, enter a specific name to
filter the results.
● Save this query as QueryParticipants.
5.Creating Forms:
Forms provide a user-friendly way to enter and view data.

Form for Events Table:

• In the main menu, select Forms and click on Use Wizard to Create
Form
• Select the Events table as the data source.
• Drag and drop the fields (EventID, EventName, EventDate, Venue)
onto the form design area.
• Use the Form Controls toolbar to add navigation buttons (Next,
Previous, Save).
• Save the form as FormEvents.
Form for Participants Table:

● Repeat the above steps to create a form for the Participants table.
● Save this form as FormParticipants.

Using the Forms:

● Open the FormEvents and FormParticipants to enter new records
for Events and Participants.
● Use the navigation buttons to move between records and save
new entries.

6.Creating Reports:
Reports allow you to present data in a structured format.

Report for All Events:

● Go to the Reports section and select Use Wizard to Create
Report.
● Choose the QueryEvent as the data source.
● Drag and drop the fields (EventID, EventName, EventDate, Venue)
to the report design area.
● Format the report (add titles, adjust layouts) as needed.
● Save the report as ReportEvents.
Report for All Participants:
● Repeat the steps to create a report for the Participants table using
the QueryParticipants.
● Save this report as ReportParticipants.
Testing the Database:

Test the database by:

○ Adding new entries through the forms and give save record in
status bar
Running queries to ensure they return the correct results
○ Generating reports to confirm they display the desired data
correctly.

Conclusion:
● Summarize the findings and the learning experience.
● Discuss the importance of using forms for data entry, queries for
data retrieval, and reports for summarizing data in a database.