Online ISSN: 1597-2216

Kasu Journal of Computer Science Vol. 1 No. 4 [December, 2024], pp. 796-813 Print ISSN: 1597-2178
www.kjcs.edu.ng
https://doi.org//10.47514/kjcs/2024.1.4.007

Design and Implementation of an Event Management System

John Temitope Ogbiti1 and Alhassan Charity Jumai2
1
Department of Computer Science, Edo State University Uzairue
2
Department of Mathematics, Edo State University Uzairue.
[email protected] and [email protected]

Abstract

The advent of technology has revolutionized various sectors, including event management. This paper
presents the design and implementation of an event management system aimed at simplifying the process
of organizing and managing events. The system incorporates features for event scheduling, participant
registration, and real-time updates, leveraging modern web technologies and databases to provide a
seamless experience for both event organizers and participants. The main goal of the paper is to develop a
user-friendly platform that helps event organizers and participants to remotely manage various aspects of
events seamlessly. The system was built using HTML, CSS, JavaScript, Python (Django) and designed
based on the needs and feedback of potential users (Institutions). We collected data through user surveys,
interviews, or testing and tested the system for usability and performance. Series of evaluations suggest
that the web application can enable end-users to carry out event creation, registration, scheduling and
provide a smooth experience for everyone involved. The results further show how the Event Management
System makes event planning much more efficient, time-saving and effortless for organizers (such as
backend administrator) while enhancing the experience of the end-users.

Keywords: Event Management, Web Application, Real-time Updates, Database Management

1. Introduction

Event management has always been a complex task involving coordinating numerous activities and
resources. Traditional methods of managing events often lead to inefficiencies and errors. With the
growth of digital technologies, there is a significant opportunity to streamline event management
processes. This paper details the development of an event management system that automates and
enhances the efficiency of event planning and execution. According to Rahim, et al. (2014)
designing and implementing an event management system involves several critical steps. Initially,
it is essential to identify the specific needs and goals of the event management process. This
includes understanding the types of events being managed, the stakeholders involved, and the
desired outcomes. For instance, comprehensive event management systems should provide
functionalities such as registration, marketing, engagement, integration with other software, and

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detailed reporting and analytics. Such systems should also be able to handle both in-person and
virtual events, ensuring flexibility and scalability. Once the needs are identified, the next step is to
choose the right software solution. This involves researching various event management software
options, requesting demos, and testing the tools to ensure they meet the specific requirements. It is
crucial to develop an implementation plan that includes assigning roles and responsibilities, setting
a timeline for software integration, and creating a communication plan to inform all stakeholders.
Training the team to use the new software effectively is also a vital part of the implementation
process. Proper training ensures that the team can fully leverage the software’s capabilities, thereby
improving the overall efficiency and success of the event management process. Khan et al. (2016)
said the implementation of an event management system offers numerous benefits. These systems
minimize administrative efforts by automating repetitive tasks, reducing the chances of errors and
missed communications. They also provide real-time updates and notifications, ensuring all
stakeholders are well-informed and can respond promptly to any changes. Moreover, event
management software allows for better data management and analytics, helping organizers make
informed decisions based on past event performance. By digitizing the event planning process,
these systems also ensure compliance with safety guidelines, which is particularly important in the
context of the COVID-19 pandemic. Overall, a well-implemented event management system can
significantly enhance the efficiency, accuracy, and success of event planning and execution.

2. Related Works

Event management involves a series of activities including planning, coordination, and execution
of events. Traditional methods rely heavily on manual processes, which can be time-consuming
and prone to errors. Recent advancements in web technologies and database management systems
provide an opportunity to develop automated solutions that can handle these tasks more efficiently.
To design and implement an event management system, it is crucial to start with a comprehensive
planning phase. This phase includes defining the event's objectives, determining the scope, and
identifying the resources required. Effective planning ensures that all aspects of the event, from
budgeting to logistics, are well-organized. Utilizing project management software can facilitate this
process by providing tools for creating timelines, managing budgets, and tracking tasks. By
automating these tasks, event planners can focus on strategic decisions and creative aspects of the
event Selamat et al. (2019). One of the key components of modern event management systems is
the use of advanced software to streamline various tasks. Event management software typically
includes features such as automated registration, attendee management, and real-time analytics.
These tools not only reduce manual workload but also enhance the overall efficiency of event
execution. For instance, software solutions can handle tasks like ticketing, scheduling, and
communication, ensuring that all stakeholders are well-informed and coordinated. The integration
of these systems with other platforms, such as social media and marketing tools, further amplifies
their effectiveness by reaching a broader audience and driving engagement. According to Ismail et
al. (2017), effective event management involves continuous monitoring and improvement. Post-
event analysis using data collected through management software can provide valuable insights
into what worked well and what needs improvement. This data-driven approach allows event

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organizers to refine their strategies and enhance future events. By leveraging technology, event
management systems can offer a seamless experience for both organizers and attendees, leading to
successful and memorable events. These steps and tools collectively contribute to the efficient
design and implementation of an event management system, enabling organizers to handle complex
events with ease and precision.

Fig 1: Ancient Egyptians Festival

2.1 Challenges in University Event Management

Several challenges hinder the effective management of events within universities. These challenges
include fragmented processes, communication bottlenecks, resource allocation issues, scheduling
conflicts, limited engagement, and the need for adaptation to changing needs and trends.
Addressing these challenges is essential for improving the overall efficiency and effectiveness of
university event management. Here's a closer look at the common challenges universities face in
the realm of event management:

i. Fragmented Processes: Event planning often involves a patchwork of manual methods,

with spreadsheets ruling supreme. This fragmented approach leads to information silos,
making it difficult to track progress, share updates, and ensure everyone is on the same
page.

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ii. Communication Bottlenecks: Communication struggles are a constant battle. Organizers

grapple with email fatigue, information overload, and the risk of crucial details getting lost
in the shuffle. This can lead to confusion among attendees and missed opportunities for
collaboration.

iii. Resource Allocation Issues: Juggling limited resources is a constant headache. Finding
available rooms, equipment, and catering services can be a time-consuming task, especially
when events are scheduled close together. Double-booking or last-minute scrambling for
resources can disrupt event execution.

iv. Scheduling Conflicts: With a packed academic calendar and various departments vying
for space and time, scheduling conflicts are inevitable. Finding suitable dates and times for
events without disrupting classes or other activities can prove to be a logistical nightmare.

v. Limited Engagement: Keeping attendees engaged can be a challenge. Traditional

methods of promotion may not reach the target audience effectively, leading to low
registration numbers and a lack of participation.

vi. Adapting to Change: The university landscape is constantly evolving, with new trends
and technologies emerging. Event management strategies need to be flexible enough to
adapt to these changes, incorporate innovative approaches, and cater to the evolving needs
of students, faculty, and other stakeholders.

vii. Data Blind Spots: Without proper data collection and analysis, it's difficult to measure
event success and identify areas for improvement. Traditional methods often lack the
sophistication to capture valuable insights into attendee demographics, feedback, and event
ROI (Return on Investment).

These challenges can significantly hinder the efficiency and effectiveness of university event
management. The good news is that advancements in technology offer innovative solutions to
streamline processes, improve communication, and gain valuable data insights – paving the way
for a more successful event management experience.

2.2 Emerging Trends in University Event Management

Yildiz (2015) explores the landscape of university event management is continually evolving,
driven by emerging trends and technological advancements. Some notable trends include the rise
of virtual and hybrid events, increasing emphasis on diversity and inclusion, adoption of
sustainability practices, and the use of data analytics for event planning and evaluation.
Understanding these trends is crucial for universities to stay ahead of the curve and meet the
evolving needs of stakeholders. The landscape of university event management is undergoing a
dynamic transformation, driven by technological advancements and a focus on creating engaging

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and impactful experiences. Let's explore some of the key emerging trends shaping the future of
university events:

i. The Rise of Virtual and Hybrid Events: Technology has revolutionized event accessibility.
Virtual and hybrid events, combining online and in-person elements, are becoming
increasingly popular. This allows universities to reach a wider global audience, overcome
geographical limitations, and cater to participants who may not be able to attend physically
due to travel restrictions, time zone differences, or accessibility concerns.

ii. Focus on Diversity and Inclusion: Universities are striving to create welcoming and
inclusive event environments that cater to a diverse range of participants. This includes
incorporating accessibility features, offering multilingual options, and promoting events to
underrepresented groups. Event organizers are using technology to facilitate real-time
language translation and provide alternative participation methods for individuals with
disabilities.

iii. Sustainable Practices Take Center Stage: Environmental consciousness is a growing

concern, and universities are embracing sustainable event practices. This includes
implementing strategies like reducing paper usage through online registration and digital
materials, choosing eco-friendly catering options, and minimizing energy consumption
during events.

iv. Data-driven decision-making: Universities are increasingly leveraging data to inform event
planning, execution, and evaluation. Event management systems capture valuable data on
registration trends, attendee demographics, feedback, and event costs. This data empowers
organizers to make data-driven decisions, understand what resonates with their audience,
and optimize event strategies for future success.

v. By embracing these emerging trends and utilizing innovative technologies, universities can
create more engaging, inclusive, and impactful events that cater to the evolving needs of
their diverse audiences. These trends highlight a shift towards a data-driven, sustainable,
and technologically integrated approach to university event management.

Adegbenro et al. (2019) focuses on the design and implementation of an online campus event
management and notification system for the Works Department at the University of Lagos. The
system aims to streamline event planning, scheduling, and notifications, enhancing communication
and coordination. Developed using the Django framework, PostgreSQL, and Twilio API for SMS
notifications, the system includes features like event creation, automated notifications, user
authentication, an event calendar, and reporting tools. The implementation significantly improved
event management efficiency, reduced communication gaps and facilitated easy event scheduling.
Future enhancements may include additional notification channels and advanced analytics.

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Rahim et al. (2014) explore the development of a mobile application for managing university
events. The application is designed to facilitate event organization and participation by providing
features such as event scheduling, real-time notifications, and participant registration. The mobile
platform enhances accessibility and convenience for users, allowing students and staff to stay
updated on university events from their smartphones. The research demonstrates the application's
effectiveness in improving communication, coordination, and overall event management within the
university setting.

M. Nordin et al. (2017) presents a cloud-based event management system specifically designed for
universities. This system leverages cloud technology to provide a scalable and flexible platform for
organizing and managing university events. Key features include event scheduling, participant
registration, resource allocation, and real-time updates. By utilizing the cloud, the system ensures
accessibility from various devices and locations, improving the efficiency and effectiveness of
event management processes. The research highlights the system's ability to streamline
communication and coordination among event organizers and participants, offering a robust
solution for higher education institutions.

Musa et al. (2018) focuses on the development and implementation of an Internet-based event
management system for universities. Using a case study approach, the research outlines the
methods and systems utilized to create an efficient platform for managing university events online.
The system incorporates features such as event scheduling, participant registration, and automated
notifications. The internet-based approach enhances accessibility and coordination, ensuring
effective communication among organizers and participants. The study demonstrates the system's
capability to streamline event management processes in an academic setting.

Park et al. (2018) focuses on enhancing student engagement through the implementation of an
interactive university event management system. The research highlights how interactive features
such as real-time updates, personalized notifications, and social media integration can increase
student participation and involvement in university events. By providing a user-friendly platform
that caters to the needs and preferences of students, the system aims to foster a more engaged and
active campus community. The study demonstrates the positive impact of technology on student
engagement and event management.

Khan et al. (2016) explores the importance of accessibility considerations in the design and
implementation of university event management systems. It emphasizes the need for such systems
to be inclusive and user-friendly for all students, including those with disabilities. The research
highlights specific accessibility features, such as screen reader compatibility, keyboard navigation,
and adjustable text sizes, which can significantly enhance the usability of the system. By
incorporating these features, universities can ensure that all students have equal access to event
information and participation opportunities.

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Wang et al. (2013) “A User-Centered Approach" focuses on creating an event management system
that enhances collaboration through a user-centered design process. This approach involves
engaging users throughout the design and development stages to ensure the system meets their
needs and preferences. Key features of the system include collaborative tools for event planning,
real-time updates, and interactive interfaces to facilitate communication among organizers and
participants. The goal is to create a more efficient and effective event management system that
boosts user satisfaction and engagement.

Bhattacharya et al. (2020) explores how big data can be utilized to enhance the management and
personalization of university events. The research focuses on the integration of big data analytics
to gather and analyze large volumes of data related to event participants, preferences, and
behaviors. This data-driven approach enables the creation of tailored experiences for attendees,
improving engagement and satisfaction.

Yildiz (2015) explores the integration of Learning Management Systems (LMS) with university
event management systems, highlighting the potential benefits of such integration. By streamlining
registration for academic events, the integration simplifies the process for students, who can sign
up directly through their LMS portal. Automated attendance tracking is another significant
advantage, as it reduces manual work and ensures accurate records. Furthermore, linking
coursework with relevant events, such as guest lectures, workshops, and seminars, enhances the
educational experience by providing practical learning opportunities. This integration also
facilitates better resource allocation and improves communication between students and faculty,
leading to a more cohesive and efficient educational environment.

Tan et al. (2019) investigate how integrating social media into university event management
systems can enhance engagement and communication. Social media channels are leveraged to
promote events, reaching a broader audience and increasing participation. Real-time updates and
notifications through social media platforms keep participants informed and engaged, while
features such as live chats, discussion forums, and event hashtags encourage interaction among
attendees. The integration of social media not only improves communication but also fosters a
sense of community, making events more interactive and engaging.

Ismail et al. (2017) focuses on creating sustainable event management systems for universities by
incorporating ecological considerations. Digital registration processes reduce paper usage,
contributing to environmental sustainability. Integrating tools to estimate and track the carbon
footprint of events helps organizers make environmentally conscious decisions. Promoting the use
of vendors who adhere to sustainable practices, such as providing recyclable materials and
minimizing waste, is another key aspect. The study highlights the importance of sustainability in
event management and promotes practices that contribute to the ecological well-being of the
university community.

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Wang et al. (2014) outlines a framework for developing multilingual event management systems
to cater to diverse university populations. Language selection options allow users to choose their
preferred language for the interface and communications. Offering event information in multiple
languages ensures inclusivity and accessibility for all students. Additionally, incorporating
translation tools facilitates real-time communication and interaction among participants from
different linguistic backgrounds. The framework aims to create a more inclusive environment,
ensuring that language barriers do not hinder participation in university events.

Selamat et al. (2019) research provides a comparative analysis of various evaluation frameworks
for assessing the effectiveness of university event management systems. Key performance
indicators (KPIs) such as event participation rates, user satisfaction, and resource utilization are
identified to measure the success of event management systems. The study analyzes different
frameworks to determine the most effective methods for evaluating system performance and
identifying areas for improvement. By defining success metrics that align with the specific goals
and objectives of the university, the research offers valuable insights for implementing or
improving event management systems to meet user needs and achieve desired outcomes.

3. Methodology

System analysis is a fundamental phase in the systems development life cycle (SDLC) that entails
a thorough examination of an existing or proposed system to comprehend its purpose, functionality,
limitations, and interactions with external entities (Sommerville, 2016). This phase involves
identifying user needs, defining system objectives, and studying the current system to identify areas
for improvement. According to Whitten and Bentley (2017), the goal of system analysis is to gain
a deep understanding of a system’s current state and identify opportunities for enhancement. These
findings inform the design of a new or improved system that meets stakeholders' needs (Kendall &
Kendall, 2019). The event management system was developed using a combination of web
technologies and database management tools. The primary technologies used include HTML, CSS,
JavaScript, and PHP for the frontend, and MySQL for the backend. The system architecture is
designed to be modular, allowing for easy maintenance and scalability.

During the system analysis phase for the Event Management System (EMS), the following
activities were undertaken:

i. Requirement Gathering: Interviews and surveys were conducted with potential users,
including students, faculty, and event organizers, to collect detailed requirements.
ii. Feasibility Study: Evaluations of technical, operational, and economic feasibility were
performed to determine the viability of the proposed system.
iii. Use Case Modeling: Use case diagrams were developed to illustrate interactions between
users and the system, identifying key functionalities and user requirements.

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The system is designed with a focus on user-friendliness and functionality. Key components
include:

i. User Registration and Authentication: Secure user registration and login functionality.
ii. Event Creation and Management: Tools for creating, editing, and deleting events.
iii. Participant Registration: A streamlined process for participants to register for events.
iv. Real-time Updates: Notifications and updates for participants and organizers.

3.2 System Design

System design in software development refers to the process of defining the overall structure
of a software system to meet specific requirements and functionalities. This phase translates
high-level requirements and user needs into detailed technical specifications, including the
arrangement of components, data flows, and interfaces. It often results in the creation of system
architecture diagrams, database schemas, and other technical documentation that guide the
development process. For the EMS, the system design phase involved:

i. High-Level Design: Defining the overall architecture of the system, including data
flow, modules, and interfaces. This step involved creating system architecture
diagrams to visualize the system's structure.
ii. Detailed Design: Specifying detailed designs for each module, including database
schemas, user interface design, and algorithms for key functionalities. Detailed
technical specifications were developed to guide the implementation phase.

3.3 Analysis of the Existing System

The current event management system at Edo State University is primarily manual, which involves
designated personnel responsible for organizing and managing events. This process includes event
planning, participant registration, communication, and logistics management, all of which are
labor-intensive and prone to errors.

i. Event Planning: The process begins with creating an event plan that includes the schedule,
venue, budget, and resources. Coordination with various departments is required, often
leading to inefficiencies and delays.
ii. Participant Registration: Registration is handled manually through paper forms or emails,
making it cumbersome and prone to data entry errors and lost information.
iii. Communication: Information about events is disseminated through notice boards, flyers,
and word of mouth, which delays communication and limits reach, resulting in lower
participation rates.
iv. Logistics Management: Managing logistics involves coordinating tasks such as venue
setup and equipment arrangement, requiring significant manual effort and often leading to
miscommunications and delays.

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v. Emergency Situations: In emergencies during events, designated personnel manually

initiate the alert process using loudspeakers, sirens, and physical notifications. This method
can lead to delays and inconsistencies in disseminating critical information.

The manual event management system at Edo State University is inefficient and limited in
planning, registration, communication, logistics, and emergency response. An automated Event
Management System would streamline these processes, enhance coordination, and improve overall
efficiency, addressing current shortcomings and providing a more reliable solution for managing
university events.

3.4 Analysis of the Proposed System

The proposed automated Event Management System (EMS) for Edo State University is designed
to address the inefficiencies and limitations of the current manual system. This section analyzes the
proposed system in terms of its architecture, functionalities, and expected benefits, highlighting
how it improves upon the existing practices.

3.5 System Architecture

The architecture of the proposed EMS is built around a high-level design that includes several
integrated modules, each responsible for different aspects of event management. The system is
designed to be scalable, flexible, and robust, ensuring that it can handle increasing volumes of data
and a growing number of events. Key components of the architecture include:

i. User Interface (UI): The UI is designed to be user-friendly and accessible, allowing users
to easily navigate through the system. It supports various user roles such as administrators,
organizers, and participants.
ii. Database Management System (DBMS): A centralized database, managed by SQL,
stores all event-related data, ensuring data integrity and easy retrieval. The DBMS supports
complex queries and analytics.
iii. Notification System: Integrated with email also, the notification system ensures timely
and consistent communication with participants.
iv. Event Scheduling Module: This module allows organizers to create, edit, and manage
event schedules. It includes features for venue booking, resource allocation, and conflict
resolution.
v. Participant Registration Module: This module automates the registration process,
allowing participants to register online and manage their attendance.
vi. Analytics and Reporting: Built-in analytics tools provide insights into event performance,
participant engagement, and other key metrics. Reports can be generated to inform
decision-making.

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The proposed EMS incorporates various functionalities designed to enhance the event
management process. It automates event scheduling, making the process efficient and conflict-
free, optimizing resource use. Participants can register for events online, with integrated
payment gateways for paid events. Automated notifications keep participants informed of event
details, changes, and reminders. The system provides real-time analytics, helping organizers
make data-driven decisions to improve event planning and execution. Different user roles and
permissions ensure that only authorized personnel have access to certain functionalities and
data, enhancing security and control.

3.6 Data Collection Method

For the development and implementation of the Event Management System (EMS) at Edo State
University, I employed a comprehensive data collection strategy to gather the necessary
information from various stakeholders and sources.

i. Interviews: One of the primary methods I used for data collection was conducting
interviews with key stakeholders, including students, faculty, SRC (Student Representative
Council) etc. These interviews were structured to gather detailed insights into the current
event management practices, challenges faced, and specific requirements for the new
system. Interview questions were designed to elicit information about user experiences,
preferences, and expectations. This qualitative data provided a deep understanding of the
user needs and helped in identifying critical functionalities for the EMS.
ii. Surveys: Surveys were distributed to a larger audience, including students, faculty
members, and administrative staff. The surveys included both open-ended and closed-
ended questions to capture a broad range of feedback. Topics covered in the survey
included current event management processes, communication preferences, and desired
features for the new system. The quantitative data collected from the surveys
complemented the qualitative insights from the interviews and helped in validating the
findings.
iii. Focus Groups: Focus group discussions were conducted with small groups of users to
facilitate interactive dialogue and gather diverse perspectives on the existing system and
proposed features. These sessions allowed participants to discuss their experiences,
challenges, and suggestions for improvement in a collaborative setting. The feedback from
focus groups provided valuable input for refining the system design and ensuring it
addresses the needs of various user groups.

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Figure 2: Architecture of System Interface

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Figure 3: Use case diagram

4. Results and Discussion

System implementation in the context of software development is the phase where the detailed
design and specifications of a software system are transformed into a working, functional solution.
This stage involves coding, testing, integrating, and deploying the system to ensure it meets the
specified requirements and performs its intended functions effectively. System implementation is
the stage where the blueprint (design documents and specifications) for a software system is
translated into a working application. The implementation phase involves coding and developing
the actual Event Management System based on the designs and requirements outlined.

4.1 Development Environment Setup

i. Backend Setup: Install Django, set up the project structure, and configure the database
connection.

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ii. Frontend Setup: Set up the frontend framework, configure build tools, and create the
initial layout.
iii. Version Control: Initialize a Git repository and set up remote repositories for
collaboration.

4.2 Code Structure

i. Backend Code: Organize Django apps for user management, event management, and
booking management.
ii. Frontend Code: Structure components, services, and routes for a modular and
maintainable codebase.
iii. API Endpoints: Define RESTful API endpoints for user registration, event creation,
booking, and feedback.

4.3 Key Features Implementation

i. User Authentication: Implement user signup, login, and role-based access control.
ii. Event Management: Features for creating, updating, and deleting events by organizers.
iii. Event Booking: Allow users to browse events and register/book for them.
iv. Notifications: Set up email notifications for event confirmations and reminders.
v. Reporting: Develop reporting tools for organizers to track event performance and user

Figure 4: Screenshot of the web app login page

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Figure 5: Screenshot of User dashboard

Figure 6: Screenshot of Upcoming event section

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Figure 7: Screenshot of Event list section

Figure 8: Screenshot of Event Category

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The event management system was tested with a sample dataset to evaluate its performance. The
system successfully handled event creation, participant registration, and real-time updates. User
feedback was positive, highlighting the system’s ease of use and efficiency.

Figure 9: Screenshot of Event Statistic

5. Conclusion

This paper presents a comprehensive solution for event management using modern web
technologies. The system automates many of the tasks involved in event planning and execution,
improving efficiency and reducing the likelihood of errors. Future work will focus on integrating
additional features such as payment processing and advanced analytics. The development of an
automated event management system for university events is a big step forward in making event
planning more efficient and organized on campus. By using modern web technologies and better
communication methods, this system makes event coordination smoother and more effective.
Careful analysis, thorough testing, and feedback from users show the university's commitment to
improving how events are managed. As we continue to use this system, ongoing updates and
improvements will be important to keep it working well and meeting new challenges in managing
university events.

812
 Online ISSN: 1597-2216
Kasu Journal of Computer Science Vol. 1 No. 4 [December, 2024], pp. 796-813 Print ISSN: 1597-2178
www.kjcs.edu.ng
https://doi.org//10.47514/kjcs/2024.1.4.007

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