Project Documentation

Project Title: Event Management System

Author(s): Project Manager : Khen Justin Sala

Member : James Christopher Quimod
Brendan Opigal
Keven John Biwang
Arie Frans Barrios

Date Created:

● December 14 , 2024

Version:

● Visua Studio Community 2022 Preview 17,13.0 Preview 1.0

Table of Contents
1. Introduction
2. Project Requirements
3. System Design
4. Implementation
5. Features
6. Testing and Validation
7. Usage Instructions
8. Challenges and Solutions
9. Future Enhancements
10. References
1. Introduction
 Objective: Simplify Event Planning and Coordination: Automate event planning
activities such as registration, ticketing, scheduling, and attendee management to
reduce manual work and improve efficiency.

 Scope: The scope of the Event Management System defines the features,
functionalities, and target users of the platform. It ensures that all stakeholders have
a clear understanding of the system's capabilities and limitations.

 Background: Event Management System (EMS) simplifies event planning,

coordination, and execution. It streamlines essential processes such as event
scheduling, catering, budgeting and billing, , making event management more
efficient and user-friendly.

2. Project Requirements
● Software Requirements:
○ Visual Studio version 17. 13 . 0 preview 1.0
● Hardware Requirements: Processor (CPU) , RAM , Storage , Network ,
3. System Design
● Diagrams:
○ Flowcharts

● Modules and Components: The Event Management System includes key

modules: User Management for authentication and role management, Event
Management for event creation and scheduling, Catering Management for
menu and vendor coordination, and Budget and Billing for financial tracking and
invoicing. Remarks and Reviews collects feedback, while the Dashboard
provides an overview of tasks, budgets, and notifications. Reports and
Analytics offer performance insights, and Notifications and Alerts provide real-
time updates. Integration Settings enable third-party tool connections, ensuring
a seamless, scalable system.
4. Implementation
● Programming Language: NET 7 offers improved performance, security, and
modern features, which makes it ideal for building scalable and high-performance
applications like an event management system.

Development Environment: · Visual Studio provides a comprehensive integrated

development environment (IDE) for C# and .NET applications, including robust debugging
tools, code completion, and project management features.

● Code Structure:

· bin/: Contains compiled files generated by the build process. These are the
executable files (e.g., .exe) that run the application.

· obj/: Stores object files and temporary files used during the build process.

· Properties/:

 · AssemblyInfo.cs: Contains metadata about the project, such as version number,

application description, and company information.

· Controllers/:

 · EventController.cs: Manages CRUD operations for events (create, update, delete,

retrieve).
 CateringController.cs: Handles catering-related actions (menu selection, pricing).
 BillingController.cs: Manages billing, payment processing, and invoice management.

· Models/:

 · Event.cs: Represents event-related data like name, date, location, and description.
 Catering.cs: Stores catering menu options, pricing, and dietary preferences.
 Budget.cs: Represents the event’s budget, including total cost, amount spent, and
remaining balance.
 Billing.cs: Represents billing and payment data for events and vendors.

· Views/:

 · EventForm.cs: UI for adding, viewing, and updating events.

 CateringForm.cs: UI for managing catering options and their details.
 BillingForm.cs: UI for managing billing and processing payments.
· Database/:

 · EventManagementContext.cs: DbContext class for Entity Framework Core.

Handles interactions with the SQL database (creating, retrieving, and managing data).
 SeedData.cs: Contains sample or initial data for populating the database on the first run.

· Services/:

 · EmailService.cs: Handles sending email notifications, confirmations, and reminders.

 PaymentService.cs: Manages payment processing and billing tasks.
 NotificationService.cs: Sends notifications or reminders to users.

· App.config: Contains configuration settings for the application, such as database connection
strings, API keys, and other settings.

· · Program.cs: The entry point of the application. The Main() method initializes the
application and runs the event management system.

Main functionalities in the code.

Private void btnCatering_Click(object sender, EventArgs e)
{
if (listBox1.SelectedIndex != -1)
{
string selectedItem = listBox1.SelectedItem.ToString();

using (var catering = new Catering(selectedItem))

{
if (catering.ShowDialog() == DialogResult.OK)
{
listBox1.Items[listBox1.SelectedIndex] = catering.UpdatedEntry;
}
}
}
○ }

5. Features
Core Features:
· Event Management

· Create, schedule, and manage events, including venue booking, task assignments, and
attendee registrations.
 Catering Management

· Plan menus, coordinate vendors, handle special dietary requests, and manage catering
orders.

· Budget and Billing

· Track event budgets, manage expenses, set dynamic pricing, generate invoices, and
process payments.
· Remarks and Reviews

· Collect attendee feedback, manage reviews, and generate insights to improve future
events.

Additional Features: ·
 Real-Time Notifications: Alerts for updates, task completions, and reminders.
· Reports and Analytics: Generate reports on attendance, budget, and performance.
· Vendor Integration: Manage vendor contracts, schedules, and payments.
· Mobile Access: Access event details and updates on mobile devices.
· Social Media Integration: Share events and updates directly to social platforms.

6. Testing and Validation

● Testing Approach: Performance Testing , Integration Testing

Test Cases:

Event Management:
Test creating and editing events by verifying the successful creation and updating of
event details such as name, date, and venue. Expected results include the event being
saved and displayed correctly.

Catering Management:
Test adding and modifying catering services by ensuring the system correctly adds
menu options, dietary preferences, and updates catering orders. The expected result is
that all catering details are accurately saved and reflected in the event overview.
Billing and Payment:
Test generating invoices and processing payments by verifying that invoices include all
costs (including catering) and that payments are processed successfully. The expected
result is the invoice being generated correctly, and the registration status updated to
"Paid" after successful payment.

Remarks and Reviews:

Test submitting feedback and viewing reviews by verifying that attendees can submit
event feedback, which is then stored, and that event organizers can view all reviews.
The expected result is feedback being successfully submitted and displayed.

These test cases ensure the core functionalities (event creation, catering management,
billing, and feedback) work correctly and seamlessly.

● Validation: Text box tools , label , combobox, listbox , button, pannel , image .

7. Usage Instructions
● How to Run:
○ Steps to build and run the project in Visual Studio.
○ Instructions for configuring external files or dependencies
○ The admin needs to login the management
○ You need to input the customers information
○ The output will be saved in the listbox and you can edit it if needed
● Input and Output: You need to input the customers infornation and you can edit if they
wanna change all and you can delete, the output will be listed in listbox and you can
click the customers name if you want to change or delete.

8. Challenges and Solutions

● Wrong code and links and wrong design .
● Watching tutorial sent by our instructor then learned it and figured it out .
9. Future Enhancements
1. AI-Driven Recommendations

· Utilize AI to suggest venues, vendors, and catering based on event type, preferences,
and past data.

2. Real-Time Collaboration Tools

· Introduce shared workspaces for team collaboration and vendor portals for seamless
coordination.

3. Dynamic Financial Management

· Enable dynamic ticket pricing, multi-currency support, and AI-powered budget

forecasting to optimize profitability.

4. Hybrid and Virtual Event Support

· Expand capabilities to manage hybrid or fully virtual events, including livestreaming,

virtual booths, and attendee engagement features.

5. Accessibility and Sustainability Features

· Incorporate multi-language support, accessibility tools (e.g., screen reader compatibility), and
eco-friendly tracking to ensure inclusivity and environmental responsibility.
10. References
● Youtube and Google

Appendices
Code Snippets:
namespace WinFormsApp1
{
public partial class Events : Form
{
private int updateIndex = -1;

public Events()
{
InitializeComponent();

private void label4_Click(object sender, EventArgs e)

{

private void label1_Click(object sender, EventArgs e)

{

private void label7_Click(object sender, EventArgs e)

{

private void LogoutBtn_Click(object sender, EventArgs e)

{
Form1 loginPage = new Form1();
loginPage.Show();
this.Close();
}
· The Events class is a form with an updateIndex variable initialized to -1.
· The constructor Events() initializes the form.
· There are some label click event handlers (label4_Click, label1_Click, label7_Click) that are
empty and do nothing when clicked.
· The LogoutBtn_Click method opens a new Form1 (login page) and closes the current Events
form.
Glossary:

1. Event

 Definition: An event refers to a planned public or private gathering, such as a

conference, seminar, wedding, or concert.
 Related Terms: Event scheduling, event details (e.g., time, date, location), speakers,
sessions, agenda.
 Example: An event could be a corporate seminar that includes various activities like
keynote speeches, workshops, and networking.

2. Catering

 Definition: The service of food and beverages at an event, often provided by an external
supplier or an in-house catering team.
 Related Terms: Menu planning, dietary preferences, food orders, catering service
coordination.
 Example: A wedding event might require catering services for appetizers, main courses,
and desserts, considering the number of attendees and dietary restrictions.

3. Budget

 Definition: The financial plan for an event, covering all expenses, such as venue rental,
catering, decorations, staff, and technology.
 Related Terms: Expense tracking, cost allocation, financial planning, budget limits.
 Example: A conference organizer needs to plan a budget to ensure the event’s costs
stay within the allocated amount while covering all necessary services.

4. Billing

 Definition: The process of generating invoices and tracking payments for event
services, including vendor payments, ticket sales, and service fees.
 Related Terms: Invoice generation, payment tracking, receipts, payment methods (e.g.,
credit card, bank transfer).
 Example: After an event, an organizer might receive a bill from the catering service for
food and drink costs or from the venue for space rental.

5. Review
  Definition: Feedback or evaluation from event participants or stakeholders about the
event's success, services, and overall experience.
 Related Terms: Post-event survey, attendee feedback, ratings.
 Example: After a corporate event, attendees may fill out a review survey to share their
thoughts on the speakers, sessions, and food quality.

6. Remarks

 Definition: Comments or suggestions provided by attendees, organizers, or vendors

regarding aspects of the event.
 Related Terms: Suggestions for improvement, attendee comments, event analysis.
 Example: A remark might include feedback about the event venue's accessibility or a
suggestion for better event scheduling.

● Scripts: Add database scripts used in the application.