Tribhuvan University

Faculty of Humanities and Social Sciences

Event Management System

A PROJECT REPORT

Submitted to
Department of Computer Application
Xavier International College
In partial fulfillment of the requirements for the Bachelor’s in Computer Application

Submitted by
Devchandra Shrestha
Mohit Shrestha

September 2023

Under the Supervision of

Mr. Amit Chaudhary
 Tribhuvan University
Faculty of Humanities and Social Sciences
Xavier International College

Supervisor’s Recommendation
I hereby recommend that this project prepared under my supervision by Devchandra Shrestha
and Mohit Shrestha entitled “Event Management System.” in partial fulfillment of the
requirements for the degree of Bachelor of Computer Application is recommended for the final
evaluation.

Mr. Amit Chaudhary

BCA Faculty
Department of Computer Science and IT
Xavier International College
Tusal , Kathmandu
 Tribhuvan University
Faculty of Humanities and Social Sciences
Xavier International College

LETTER OF APPROVAL

This is to certify that this project prepared by Devchandra Shrestha and Mohit
Shrestha entitled “Event Management System” in partial fulfillment of the
requirements for the degree of bachelor's in computer application has been
evaluated. In our opinion it is satisfactory in scope and quality as a project for
the required degree.

Mr. Amit Chaudhary

BCA Faculty
Department of Computer Science and IT
Xavier International College
Tusal, Kathmandu
ACKNOWLEDGMENT

This project is prepared in the partial fulfillment of the requirement for the degree
of Bachelor’s in Computer Application (BCA). The satisfaction and success of
completion of this task would be incomplete without heartfelt thanks to people
whose constant guidance, support and encouragement made this work successful.
On doing this undergraduate project we have been fortunate to have help, support
and encouragement from many people we would like to acknowledge for their
cooperation.

Our first thanks goes to Tribhuvan University for designing such a worthy syllabus
and making us do this project. Our next batch of thanks goes to the faculty of
Management of Xavier International College without whose help our project would
have been impossible. Our very sincere and heartfelt thanks go to Mr. Amit
Chaudhary, our project supervisor who constantly guided us through the project
time. Without his guidance, our project would have been impossible.

This project has been a wonderful experience where we have learnt and experienced
many beneficial things.

Devchandra Shrestha
Mohit Shrestha
 ABSTRACT

Event Management System is a system that helps in keeping track of all the details,
like the guest lists, invitations, venue, schedule, and budget. It also helps in handling
things like registration for you. Without proper management a large or even a small
event maybe disorganized, stressful, and potentially be chaotic. This project helps
the management team to organize and prepare as well as alert the attendees. This
project's aim is to minimize or avoid any mix-up that may ruin an event. This project
helps the management team to organize events and make sure everything runs
smoothly. It also helps attendees by providing information about the location of the
venue, events and the participants. Event Management System can be accessed by
both staff and students through the app and can login through the email and password
provided by the college management. This project was created to help the
management staff to organize and make sure everything goes according to the plan.
It was also kept in mind to create this project to help notify the teachers and students
who are or were not unaware of the upcoming events planned by the college.
TABLE OF CONTENT
ACKNOWLEDGMENT

ABSTRACT

LIST OF FIGURES

LIST OF TABLES

LIST OF Abbreviations

Chapter 1 Introduction

1.1 Introduction

1.2 Problem Statement

1.3 Objectives

1.4 Scope

1.5 Overview of Report

Chapter 2 Background Study and Literature Review

2.1 Background Study

2.2 Literature Review

Chapter 3 System Analysis and Design

3.1.1 Requirement Analysis

I. User case diagram

3.1.2 Feasibility Analysis

I. Gantt Chart

3.2 Methodology

3.2.1 Algorithm

3.2.2 Flow Chart

3.2.3 Data Flow Diagram

3.2.5 Entity Relationship Diagram

Chapter 4 Discussion and Conclusion

4.1 Discussion

4.2 Conclusion

4.3 Limitation

4.4 Future Work22

References
 Chapter 1
Introduction
1.1 Introduction

Event management system is a type of system used for organizing events, days, guest lists and
schedules. This project was created for the management of events in colleges, but it can also be
adapted to various industries and setting where events are planned and executed for example
corporate events, social events, sports events, concerts and entertainment events, government and
public events and more. This system will help in managing college assets.
Any management that handles events will need a system to accurately track, manage and
organize them. Without one, you’ll be working on an entirely ad-hoc basis and you’ll quickly
run into situations where your events are unorganized or chaotic.

Event Management Systems tell you the number of days or participants you need to manage your
event. Without this information you may end up with lack of time, unorganized events, or with
insufficient preparation to meet the attendees' criticism.

1.2 Problem Statement

The present manual and fragmented approach to event management leads to inefficiencies,
misunderstandings, and a higher risk of mistakes. This method wastes time and is characterized by
human errors. Without a centralized event management system, it is difficult to coordinate work,
keep track of finances, manage guest lists, and guarantee that both organizers and attendees have
a positive experience. Our system will keep all the records digitally organized in an organized
manner by using DBMS.

The proposed system is a software application which avoids more manual hours that need to be
spent on record keeping and generating reports. This application keeps the data in a centralized
way which is available to all the organizers simultaneously. It is very easy to manage historical
data in a database. No specific training is required for the organizers to use this application. They
can easily use the tool to add and edit events. As the data is centralized it is very easy to maintain
the events and their information.
 1.3 Objectives
1. To store the information of the events.
2. To notify and give information about the ongoing or upcoming events to the
attendees.

1.4 Scope

Event Management System is targeted to the small, medium organizations and

universities which don’t have much experience in holding events.
1. This product can be used by educational institutions.
2. This product can also be used by the government to hold public events.
3. Small-scale organizations that are operated by a small number of people can
also use our product.
4. Music institutions can use this product as well.
5. A sports event organizer of any scale can also use this product.
6. With the rise of online events, these systems are also used for virtual
conferences, webinars, and digital gatherings.

1.5 Overview of Report

The report contains altogether five chapters. The first chapter “Introduction”
contains all the information of the project “Event Management System”. It is sub-
headed into five topics. The chapter contains the introduction, problem statements,
objectives, and scope and report organization of our project. Similarly, chapter two
consists of the background study and literature review of the report. In addition,
chapter three is all about the methods by which our project is being completed. It is
sub headed in two topics: system analysis and design of the project. Under system
analysis functional and non-functional requirements are made, feasibility analysis
in technical, operational and economic field, work schedule and data flow diagram
of the project is analyzed. Under system design, algorithm and flowchart of the
project is designed. Chapter four includes results and discussion. Chapter five
includes conclusion and recommendation Limitation and future work.
 Chapter 2

Background Study and Literature Review

2.1 Background Study
Before making this project, we studied the existing management system which is practiced today.
During the study, we found that most events are still done manually. However, studies have shown
people using event management system more and more

Event management has been, and will continue to grow, for businesses. Throughout history, event
management was incredibly basic and was done manually. Until the 1980’s people realized that
computers were fast enough to use them for reserving rooms and tracking related activities. The
Event Management System (EMS) was the name of one of the first effective commercial event
management programmes made by young Dean Evans in 1986 A.D. EMS was made in higher
education institution in Colorado for the student center.
2.2 Literature Review
An event management system project that allows users to manage and organize events with ease.
The event management system has been developed to allow users to add events, delete an event,
enter event details and other information, update events status and more. The event management
system has its own intelligently managed support system that allows the user to view and manage
various events added to the system. [3]

The Event Management System allows the user to access and manage all aspects of an event in
one place including registration, planning, reporting and more. This can be used to track if the
plan is going according to schedule, if there is need to make any changes or edit any information.
However, the system merely adds events, edit any info of the event. The goal is to notify the
attendees and make it easier for the staff to manage events.
Before developing our team researched our institute and their way of informing students about
incoming events. This helped us in searching for the problem and creating a solution. Through
research we found that many large companies have been using the system for a long time, but we
came up with this system to help in organizing events for our educational institute. After analyzing
the other event management system, we decided to include some of the common and key features
that should be included in every inventory management system. So, we decided to include those
things that help the educational institutes in some way or other.
Chapter 3
3.1.1 Requirement Analysis
I. Functional Requirement:
A functional requirement is a description of the service that the software must offer. It defines a
function of a system or its component, where a function is described as a specification of
behavior between output and inputs.
• Authorization with email and password
• Manage events according to date, time and venue.
• Add events and information.

Fig; User case Diagram

ii. Non-Functional Requirement:

Non-Functional requirements are the requirements other than functional

requirements. These are the requirements that specify criteria that can be used
to judge the operation of a system, rather than specific behaviors. The non-
functional requirements elaborate a performance characteristic of the system.

Requirements Analysis produced the following non-functional requirements.

• Reliability:

The system can update its content in real time. Therefore, changes such as
addition, deletion or modification can be done immediately. This ensures that
the content of the system is up-to-date, reliable and can be trusted. The system
will also be able to produce all related output to queries.

• Availability:

The system can operate 24 hours per week and 365 days a year. As long as
the user does not delete the mobile app. All the information will be kept in the
database. Even though the mobile is shut off information still exists in the
database.

• Security and Safety:

In order to avoid security and safety breaches occur users need to login with
username and password before they access the system. In the database there
is a record of the username and password. Only registered users can access
the system and use it.

• Performance:
 The system's performance is very fast. The processed transactions and event
response time is quick. So, the user can update the events without feeling any
stress.

• Flexibility:

System is working easily on the application with the username and password
of the user. The system has given the rights to the lecturers and the students
to use the system with their username.

3.1.2 Feasibility Analysis

This software has been tested for various feasibility criteria from various points of view.

Economic Feasibility
The system is estimated to be economically affordable. The system is medium scale
mobile application and has an affordable price. The benefits include increased efficiency,
effectiveness, and better performance. Comparing the cost and benefits the system is
found to be economically feasible.

Technical Feasibility
Development of the system requires tools like:
▪ Basic Hardware
▪ Code editor
Which are easily available within the estimated cost and schedule.

Operational Feasibility
 The system provides a better solution to the libraries by adding the typical requirement
and necessities. The solution provided by this system will be acceptable to ultimate
solution for the event management.

Schedule Feasibility
The organized schedule for the development of the system is presented in the schedule
sub-section. The reasonable timeline reveals that the system development can be finished
on desired time framework.

Fig: Gantt Chart of total project

3.2 Methodology
3.2.1 Algorithm
Steps:
• Start
• Go to login page
• Check username and password
• If the username or password is incorrect go back to the log-in page and display error
message.
• Else, start the session and display the dashboard.
• Take input.
• If input is adding events, alert text field and option field to take input.
• If input is managing events, go to the manage categories page and take delete or edit as
input.
• If input is adding venue name, alert text field to take input.
• If input is managing venues, go to manage_venues page and take delete or edit as input.
• If input is adding time, alert text fields and option fields to take input.
• If input is managing products, go to manage_time page and take delete or edit as
input.
• If input is registering new user, go to register page and take provided details as input.
• Else, go back to login page and delete session.
• Stop
3.2.2 Flowchart Diagram

Fig: Flowchart Diagram for Application

3.2.3 System block diagram

Fig: System Block Diagram

3.2.4 Prototype Designs

Fig: UI/UX Designs

3.2.5 DFD

Fig: DFD of Event Management System

3.2.6 dB Schema

Fig: dB Schema

3.2.7 Er Diagram

Fig: Er Diagram
 Chapter 4

Discussion and Conclusion

4.1 Discussion
The Event Management System is developed and designed for notifying and managing the
upcoming events in an educational institute. It can also be used for different institutions with fewer
modifications as per requirement. The system can easily be updated as the other institutional
requirements may not be integrated in our project. After continuous effort, testing and debugging
the current system is ready to be implemented in an institute. The System development Project has
developed the ability for us to implement the theoretical Knowledge we have gained during BCA
study in the real-life scenario.
Some of the lesson that we had learned from the project are: -
• Sharpen the knowledge of working cooperating in working organizational environment and
workplace.
• Knowing the value of time and discipline.
• Working in a group and making group decisions.
• Learning communication skills, leadership skills, quality and to make good public relation

4.2 Conclusion
To conclude, Event Management System is a simple browser-based application suitable for any
scale of event management. It has every basic item which are useful for organizations. Our team
was successful in making the application where we can update, insert and delete the item as per
the requirement. This application also reminds us about the upcoming events. This application is
suitable for any organization, a small event or a big event it can be used easily. Though it has some
limitations, our team strongly believes that the implementation of this system will surely benefit
the organizations.
4.3 Limitation
Since this is our first project it has some limitations. Due to less knowledge in particular fields and
limited time we were not able to fulfill all our expectations that we expected we could do while
the project got started. We hope these limitations are considerable. Some of the project limitations
are:

• Large-scale events with many small details can be challenging to manage. Systems for
event management may have trouble managing complex dependencies and logistics.
• This software application is able to generate only simple reports.
• It is not suitable for large organizations.
• Processes for event management could be interfered with in the event of technical
difficulties, downtime, or system failures. Technology dependence carries a lot of risk.
• It is not a browser-based application and can only be used in mobile and email provided by
college.

4.4 Future Work

Since this project was started with very little knowledge about the Event Management System, we
came to know about the enhancement capability during the process of building it. Some of the
scope we can increase for the betterment and effectiveness oar listed below:
• More interactive user interface design.
• Search Function
• Online payment system.
• Incorporate features that enhance attendee engagement, such as interactive sessions, live
polling, and networking tools.
• Offering multilingual support can be a huge advantage for events that are global in scope
or cater to a diverse audience.
References

1. www.gomazevo.com “A Brief History of Event Management Software”

written by Bryan Peck.
2. www.emssoftware.com “What is an event management system?”
3. www.wrike.com “Optimizing Event Success with an Event Management
System: A Marketing Perspective”.
4. www.eventzilla.net “Event Management System: Everything you need to
know”