DESIGN AND IMPLEMENTATION OF ONLINE EVENT MANAGEMENT SYSTEM

CHAPTER ONE
1.0 INTRODUCTION
The continuous advancement in the information and communication technology has contributed a lot to the universe, making life easier for individuals, organizations, institutions and every field in the world now identified the importance of ICT as the world goes global and tend towards ubiquitous computing. The rate of time consuming task and tedious activities has reduced as a result of this advancement because many tasks can now be automated with the help of technology improving the manual way of processing, storing, accessing, communicating and providing information from one person to another or among group of people. The role of information is inevitable in our daily lives. Information is extremely important to the successful functioning of any organisation. The constant and steady stream of communication and information helps to build credibility and reflect a sense of transparency in our daily interaction. Various people assemble together for the purpose of communicating with one another towards achieving the organisation’s goal.
The workspace in our daily activities requires proper interaction as event is considered as one of the frequent task in an organization. Events have the distinctive ability to bring people physically together, and to motivate and make them communicate in ways that cannot be easily copied by other means. Although events are important part of human life but the subject however is poorly developed and there is need for proper enlightenment. (Malhotra,2002).
An event covers extensive functionality and many different contexts. Its concept includes social gathering, sport, meeting, entertainment, festival etc and it has become a fashion to use the word event for something that involve people and time in a particular place. It is seen as a functionality “primitive” meaning something that happens attached to a time frame. Events could be anything from an item in a personal schedule, such as informal gathering, a formal gathering. Event is a word that is generally used for an occurrence at a given place, a special circumstances, which can only occur ones. One key characteristic of an event is that they are time limited, it is not a continuous process, each event has a start and finish time and it is very difficult to replicate an event no matter how one tries (Getz, 2007). Further study of this subject shows that beyond the ability to create an event (time and scope), some functionality are also required such as registration of event, email notification of event updates, multiple event administrators (with different level of authentication).
1.1 BACKGROUND OF STUDY
Though scheduling an event within similar or different group is a very tedious work because it is very difficult to find suitable time between multiple individuals. Different techniques, tools, technology have been developed in time past to solve problems relating to how to properly manage an event. The need for scheduling was birth with the question of how to manage time and execute plans in our daily life. Scheduling is considered one of the old problems in the field of the computer science, this problem has been recognized in number of computing field, in order to solve this problem number of integrated solutions have been developed. A large number of the research works and implementations of different algorithms have been designed, developed and simulated for solving the critical problems linked with the scheduling. There are numbers of common algorithms which have been utilized for solving the scheduling problem such as “Priority Scheduling, First-Come, First-Served (FCFS) Scheduling, Round Robin (RR), Shortest-Job-First (SJR) Scheduling and many others”.
Event management is a new evolving field which was birth in order to manage different kind of event, depending on the number of people involved. Event management is the organization of all the tasks and activities necessary for the execution of an event regarding its strategy, planning, implementation, and control, based on the principles of event marketing and the methods of project management (Loos et al, 2008). The context of event flows includes multiple states and participation from different people such as event registration, pending registration, cancelled event, approved registration, attendees, and event managers. The manual process of managing an event is time consuming as man is prone to error.
1.2 STATEMENT OF THE PROBLEM
Event involves bringing people together within a time frame in a particular place. The major problem is how information about the event is been communicated and how to secure a proper venue for each event. The manual way of conveying messages bring about certain restrictions such as non-availability of the proposed receiver, omission of vital details from the dispatcher, etc. Another problem is people forgetting about the event date or time, because there is no proper documentation about the event. Sometimes the purpose of the event is not well sent out, so lack of preparation for such meeting occurs.
In addition, we have different unit in an institution, each with different work and functions. Sometimes different unit fix the same event venue, the same day and time, without knowing that the venue is been scheduled for another meeting. This leads to congestion of event and most events as been terminated or conducted lately because of lack of venue. It is in this light that this project seeks to develop a system that will provide solution to these problems stated above.
1.3 JUSTIFICATION OF THE STUDY
The rationale or justification for doing any research must be learned from the existing literature on the subject. However scheduling an event within analogous or different assembly is a precise boring work because it is very difficult to find appropriate time between several individuals. Different techniques, tools, technology have been developed in time past to solve problems relating to how to properly manage an event. The need for scheduling was birth with the question of how to manage time and execute plans in our daily life. Scheduling (Setting up) is deliberated as one of the old snags in the field of the computer science, this delinquent has been renowned in number of computing field, in order to solve this problem number of integrated solutions have been settled. A huge number of the research mechanism and operations of different algorithms have been designed, developed and simulated for solving the critical problems linked with the scheduling. The newly developed system can give the users an authorization to view upcoming events online
1.4 AIM AND OBJECTIVES
The aim of this project is to design and implement a web based event scheduling management system. To achieve this, we shall be guided by the following specific objectives.
1. To extensively carry out an analysis on how event is been managed in the institution.
2. To improve on the existing method by automating the manual ways of scheduling an event.
3. To develop and implement event scheduling management system for the institution.
1.5 SCOPE OF STUDY
This project which will be a web based application which will handle issues related to scheduling and management of event within the institution. It will be confined to creation of meetings by the administrator, online venue reservation and sending of information as regards to the meeting to employee, with detail meeting description such as time, duration, agenda and venue that will be needed for meeting via their email and mobile phone. This system will also send a remainder before the meeting, to enhance full awareness and preparation.
In academic environment, proper coordination of venues for an event and those that are to participate in such event is of high importance towards preventing clashes of venues and also uninvited personnel to a particular event. In this modern age where computing is becoming ubiquitous, organizations are being encouraged to have an information system that will assist them in the management of events.
The Event Management System developed in this research work institution, the institution will benefit immensely from implementing this system as it will make the assigning of event venues and sending of notifications to attendee a seamless effort.
The employee of the organization will also be able to get notification when a new event is created in which they are to be part of the system.
Finally, the organization can generate frequent reports on event venues, date, time and those that are to attend a scheduled event
1.6 LIMITATION OF THE STUDY
This study is not a new concept but a modification of existing concepts using the new designing and development technology to design an effective application. Although this project is designed with mobile connectivity in mind, but the mobile application interfacing with this application is not developed. Also the application does not include a conference or video calling integration.
1.7 RESOURCES AND TECHNOLOGIES USED
The resources used in developing this system includes:
1.7.1 SOFTWARE
Visual Studio Code (VS Code) is used in performing all the functions performed in this system. HTML, CSS are the languages used in developing the front-end of the system, MySQL is the database used to store all the records for easy retrieval, whereas PHP is the language used to allow interaction between the server and the system. While the validity of the system is achieved using JavaScript and AJAX.
1.7.2 HARDWARE
Our Personal Computer is the hardware component used in developing this system using Windows Operating System as the platform.
1.8 DEFINITION OF KEY TERMS
Information: Knowledge communicated or received concerning a particular fact or circumstance; news.
Event: An occurrence, especially one that is particularly significant, interesting, exciting or unusual
Scheduling: Planning work that needed to be done, showing the order in which tasks are to be carried out and the amounts of time allocated to them.
Organization: A group of people identified by a shared purpose or interest.
Management: The act of controlling or handling something successfully.
System: An assembly of computer hardware and software peripheral working together.

1.9 CHAPTERIZATION
In this section, the overview of the chapters that make up the project will be discussed. Chapter one contained the introduction of the system as well as the background of the study; however, statement of the problems, aim and objectives of the system were included. It also includes scope, justification, limitations of the study and definition of some terms. While chapter two contained literature review of the project. Chapter three contained methodology of the study which include overview and the analysis of both the existing and proposed system, it also contained the diagrammatical description of the system which shows how the system work. Chapter four contain the implementation of the system and system testing, while summary, conclusion, and recommendation are under chapter five of the project.












CHAPTER TWO
LITERATURE REVIEW
2.1 THEORETICAL BACKGROUND
The theoretical part starts with “introduction to events”. Before one event is initiated, some of the following matters should be taken into consideration. The definition of an event as well as that of a conference should be carefully studied. Thereafter, goals and objectives of an event are of great importance when one event is marketed and organized. Once goals and objectives are clearly identified, the next approach is how an event should be planned, which means the event planning process should be thoroughly studied and agreed by all of the involved parties. In this theoretical part, public awareness is carefully defined as well so that 4 P’s marketing plan can be drawn from that. Last but not least, feedback plays a vital role in one event marketing and organization. If it weren’t for feedback, event organizers could not learn about the pros and cons as well as what improvement should be made for the next possible event in the future. In all, it should be taken into consideration that whether planning an event is viable depending on available resources of a firm or organizations (Raj, Walters, Rashid 2009, 26). Available resources will determine if the event is well-organized or successfully managed. Getz (1997) illustrated the definition of events as follows, “To the customer…a special event is an opportunity for a leisure, social or cultural experience outside the normal range of choices or beyond everyday experience” (Shone & Parry. 2004, 3). Historically, before the fall of the Western Roman Empire (A.D.476), both events and festivals appeared in the historical period (Raj et al. 2009, 1). Events have had certain functions within society with the purpose of sharing rituals and celebrations and affirm identities with other people. Also, events have played a significant role in reflecting any nation’s culture and contributing to economic development (Raj et al. 2009. 2). Through events, generally, social and cultural needs are fully acknowledged, and economic benefits are generated as well because such events will draw attention to different visitors from different countries, local people, etc.(Raj et al. 200, 2). Simply put, international relationships can also be established through events on both national and international scales. (Raj et al. 200, 2). Event industry is service-oriented, which means that people have a tendency to enjoy the time of their lives. Customers are in need of making it possible, and afterwards, they would like to share their good moments with some other people. In order to deliver the best performances at events, there should be a well-adjusted balance between task management and people management. That being said, event managers should clarify responsibilities for different aspects of the events and be prepared for the worst scenario (Der Wagen 2001, 3).

    Date: 2026-08-09 00:00:00.000000