1.

Description Of the Proposed System

Event manager is responsible for managing an event conception through to

staging. Project’s main aim is developing a system which can automate the
work/functionality of event management so the problem of work overload which is
face by staff member and problem that clients face will be reduced. A client just login
to the system with their ID and password and can get all kind of information which they
want or may tell any kind of problem directly to the event manager via. Email etc..
Online Management System is developed for reduced the overload from the staff
members.

Need of the Proposed System

The need of the proposed system project is to study, analyses and automate certain
issues in event marketing and event management, which need further attention. And
some suggestions have been given to make the Event Marketing and event management
industry more effective in order to utilize its full potential and serve the objective of an
event and be mutually beneficial for the Event Agency, the Corporate and the customer.
 2. Introduction to Online Event Management

Events are occurrence designed for marketing interests.

-Philip Kotler

Event management generally means conceptualizing, meticulous planning,

organizing and finally executing an event.

It is a set plan involving networking of a multimedia package, thereby achieving the

client’s objectives and justifying their needs for associating with events.

Events can bring community together for purpose of fundraising, change a town or
city’s image, expand its trade, stimulate its economy, help companies to market and
introduce its product and also for the entertainment of society.

Not only do events enhance the quality of our life, they can provide significant
economic benefits. Events require a high degree of planning, a range of skills, a lot
of energy and funds.

Keys Factors in Planning an Event:

 Client’s Requirement
 Check the feasibility
 Is the event a good idea
 About the venue
 Fund Stream
 About the media of advertising
 Timing
 Financial: Expected level of expenditure, Time gap of expenditure &
revenue
 Marketing: To attract best possible audience, Get sponsorship and best
support possible
 Operational: Guide overall operation of online system, Managing the
technologies required
 Legal: make appropriate contacts, handle lawsuits that may arise.
 Public relation teams: To handle celebrity, to host press conference.

Events

Reach Live Interaction

. Live . Desired
Right
Creates
Communication with
from the client Audience .
 Key Problem

_ Low awareness among the people.

_ Conservative mentality doesn’t allow people to accept major changes.

_ Lack of proper marketing and advertising by existing companies.

_ Proper security measures not available.

_ Performance of existing companies is doubtful, that is the reason, localities

that organize events, hire event management companies.

_ Cost factor influences people to take partial services from event

management companies.

_ Due to poor response and lack of cooperation from public the companies are
not interested in expansion.

_ Economies of scale not available to companies, therefore big players are not
interested to enter this city.

_ Service Portfolio of companies is very wide for the city.

Objectives

Upon successful completion of the Event Management and Design program, you'll:

 Understand the five stages of event management: research, design, planning,

coordination, and evaluation
 Understand to manage time effectively
 Learn how to manage human resources and volunteers
 Have insight into hiring vendors, caterers, sound and light technicians,
entertainment, and other resources
 Learn how to conduct an event site inspection
 Be knowledgeable about risk-management procedures and tactics
 Learn about the requirements for necessary contracts, permits, and licenses,
and how to meet these requirements
 Understand budgeting, pricing, and accounting as they relate to event design
 Be able to apply the principles of design to event decoration and effectively
use flowers, fabric, lighting, and more
 3. FEASIBILITY STUDY FOR PROJECT

Feasibility is a determination of whether or not a project is worth doing.

Feasibility Study is performed for determining the feasibility of a project. The
content and recommendations of such a study will be used as a sound basis for
deciding to proceed, postpone, or cancel the project.

In the conduct of feasibility study, we will usually consider following inter-

related type of feasibility. They are:

 Server, to which it gets from the internet, at run time.

 Expandability will be maintained in the new system. New modules can be added
later on the application, if required in the future.

1. Operational feasibility
 The system will be easy to use as user interface is GUI based.
 The system is easy to use so no any special skills will be required to use the
system.
 New user will find it easy to use.

So the project will be operationally feasible.

2. Technical feasibility
 We concern here with specifying Equipment and software that will satisfy the
user requirement.
 It will run on any platform (machine), since the java is considered platform
independent.
 It will run with minimum system requirements and with minimum system
resources acquired during run.
It will need a web in just seconds, in a large geographical area.

3. Economic feasibility

 The procedure is to determine the benefit and savings that are expected from
the project and compare them with the cost.
 As internet is the cheapest way of communication, we can perform
communication using web.
 The cost is just the cost of using the internet based on the channel allocation.

So the project will be economically feasible.

4. Social feasibility

The project will be socially feasible as today’s user want quick services
in everywhere. With the help of web based shopping we can make business
with others instantaneously
 4. SYSTEM ANALYSIS

System development can generally be thought of having systems analysis. In System

Analysis more emphasis is given to understanding the details of an existing system or a
proposed one and then deciding whether the proposed system is desirable or not and
whether the existing system needs improvements. Thus, system analysis is the process of
investigating a system, identifying problems, and using the information to recommend
improvements to the system.
During the course of fulfilling of the system development, many different situations
arise that must be understood to facilitate the decisions on the approaches, methods,
strategies, technologies and development.

The system to be developed may be either simple or complex, where the complex
systems can be a collection of the other small systems. Such complex integrated system
is developed requiring the operation on the heterogeneous platform of hardware and
software.

It is quite possible that the system developed may require maintenance to have some
additions and modifications. This system may be old in terms of technology, design and
lacks flexibility requiring a higher maintenance cost. The system analysis can be defines
as:-

“System analysis is an important activity that takes place when new information
systems are being built or existing ones are changed”.

There are some system elements, given below, which require the system analysis to be
performed:

1. System Objective
2. System Boundary
3. System Importance
4. Nature of the System
5. Role of the System as an Interface
6. User Participation
7. Resources

1. System Objective: -

It’s defining the centralized, single objective of the system. Such objective must be
achieved accurately.

2. System Boundary:-

It is necessary to establish the system boundaries that define the scope of the
system. It also helps to identify the inputs and outputs of the system.

3. System Importance:-

It is required to see the system importance and its place as the organizational
aspects.
4. Nature of the System: -

It is to decide whether this particular system will open or closed. On the basis of
the nature, the designer will make the architecture of the system.

5. Role of the System as an Interface: -

Sometimes it happens that the system we are going to build plays the role of an
interface among the various other systems. Working as an interface is a very critical
task, because it makes the connectivity among the system.

6. User Participation: -

Basically, any new system is to build requires the complete user participation
because the user has to tell its requirements and can see the development of the project.

7. Required Resources: -

Resources may be in any of the form like hardware, people and software etc. so,
such resources requirement should be mentioned in the initial phase
5. Benefits of the Proposed System

 Exciting, diverse projects

 The opportunity to meet celebrities and other public figures

 Freebies - see your event for free

 Recognition - build your reputation with every successful event

 Presenters or their authorized representative shows company’s contact

information.
 Intuitive menu-driven administration system allows potential presenters or
their authorized representatives to submit their meeting details. 
 Managers can update details and update will appear on user interface in real
time.
 Manager can change any of the details.
 Manager schedules and approves meetings and are automatically informed
of the approval via e-mail (Optional).
 Managers can view number of users registered for each meeting.
 Register for trade show/conference on-line and pay by credit card securely if
required.
 Display trade show schedule by Day, Time, Track and Company Name etc.
Technologies Used

 C#
 ASP.NET 2.0
 Visual Web Developer Express Edition
 SQL Server 2005 Express edition
 Windows XP Professional Edition
All the above listed softwares are either freeware or trial version software.
Certain features which these lacks may be successfully executed using a
licensed version of the same set of softwares. Hence this affects the budget
of a solution developer.
6. Milestones

 Analyzing solutions and finding possible entities.

 Designing the user interface.

 Prototyping the project.

 Creating data base tables and establishing relationships with the user
interface.

 Code the user authentications, search algorithms and other special features.

 Testing the solution and bettering it.

 Implementing the solution and also documenting it.

 7. Features & Services(Events)

Corporate Event

_ Conference

_ Corporate Celebration

Glamour Events

_ Celebrity Appearance

_ Fashion Shows

_ Music Concerts and Entertainment shows

Brand Events

_ Promotion and management of Brands

Televised Events

_ Events specially created for television channels

Sports Events

_ Focused around a sporting event

Concept Events (Theme Based Events)

_ Concept conceived by Event Management Company

Hybrid Events

_ Mixture of two or more of the above

Others

_ Talent Banks

_ High Profile Weddings, Dance Parties

8. Users Of the System

  General User: General users are those who want to acquire the services
of the system by doing some payment.

 Programmer: Programmer is one who did all coding & analysis part.

 Administrator: Administrator is the head person of the system, who

has all the powers.

 Members of the system: It includes the staff members of the system.

 Web Developer: web developer is one who designed the web pages.
Those web pages must be user friendly, attractive, etc.

9. Assumptions/Risk Assessment

Assumptions support the base of the solution. Assumptions include

 Fireworks: Obtain a license through Safe Work SA and notify them of all
fireworks displays at least 5 weekdays (excluding public holidays) before
the display. A pyrotechnic an intending to hold a fireworks display must
notify the local community by a letterbox drop or an advertisement in the
local newspaper.

 Major incident/safety plan: what could be the worst case scenario? What
provision needs to be made for the emergency services? What will be the
 procedure for summoning assistance? How will they get into and out of the
site? Provision of first aid/medical facilities. Who is responsible, who would
do what, have discussions been held with SA Ambulance, SAPOL and CFS?

 Health & safety issues: the organizers of the event should ensure that
contractors employed to set up/take down stands, exhibits, marquees etc
submit appropriate health and safety policies, risk assessments and method
statements. Exhibitors and vendors, etc should submit similar details.

 Electrical Power: Is there sufficient power? Ensure all electrical and

lighting
equipment is tagged and in test date. Are there any overhead power lines or
other cables? If you need to have long cable runs, they may require extra
protection for the public? If in doubt, then check with Council.

 Traffic Control: Are roads needing to be closed? What about parking

facilities and access for vehicles, not only on the day of the event but before
and after. Is there a need for access by large vehicles. Are any parts of the
site unsuitable for vehicular traffic because of soft or uneven ground? What
traffic routes will be needed? What effect will the event have on traffic
passing the site or on local parking?

 Provision of alcohol? If so, relevant liquor license should be obtained.

 Food available? If so, check relevant health laws

 Provision of facilities - toilets, washing facilities, water supplies, provision
for disposal of waste water, rubbish bins.

 Waste management - waste collection during setting up, during and after
the event. What type of receptacles are to be used? How and when will they
be emptied and by whom? Advise Council who in your group is responsible
to ensure the site is left clean and tidy.

 Special needs groups: Consider the types of attendees such as children,

elderly persons and the disabled - are there particular arrangements that need
to be made, e.g. for ramps?

 Attendees: How many people are expected to attend the event? What is the
site capacity? What means of access and egress are available? What level of
will be required, and who will carry out this role?

 Organisers: How will you communicate with organisers and how will they
be distinguished? How will you communicate with the crowd, exhibitors
etc? What direction/information signs are required?

 Fire safety - control over use of flammable liquids, LPG or other gases e.g.
in catering or in other demonstrations. The use of generators should be
strictly controlled - ensure adequate screening and protection, adequate
arrangements for storage of fuel, etc. Adequate and appropriate fire
extinguishers should be provided in accessible positions near to high risk
areas.
 Security and cash handling arrangements - site perimeter security,
entry/ticketing arrangements. Potential risk of theft of cash, valuables and
equipment must be considered. The use of a professional security company
may be required for larger events.

 Exhibitors, amusements, stalls and demonstrations - think about the

interaction between adjacent stalls/exhibits/demonstrations and the problems
that may result from having conflicting activities going on next to one
another. Consider the positioning near to traffic routes, entrances/exits and
toilet or refreshment facilities.

 Contingency plan in place should there be adverse weather conditions

 10. Functional Requirements

. Logistics: “Logistics means having the right thing, at the right place, at the right
time."

Logistics is a business planning framework for the management of material,

service, information and capital flows. It includes the increasingly complex
information, communication and control systems required in today's business
environment.

. Critical Dates & Deadlines Creative Team: Every project should have critical
dates & deadlines to complete the project & also need of creative team is required.

. Feedback: The response to the system in returned to its input in order to regulate
its further output.

. Contract: A binding agreement between two or more persons that is enforceable

by law.

. Contact Information: Contact information should be mention correctly.

. Clients: Clients are the basic and foremost requirement of the system.

. Terms & Condition: Each and every Terms & condition should be mention
clearly.

. User Manuals: Accompany  to show points of interest and to explain their 

meaning or significance.

11. Non-Functional Requirements

. Better Services to get better responses: The proposed system should give better
services to get better resposes from the client.

. 24 X 7 available: Service should be available 24 X 7 globally.

. Quick Response: Quick response of each & every query should be given.
. Flexible User Interface: User should get flexible user interface, so that user’s
time could not get waste.

12. Activities In Event Management

Activities In Event Management

.
Pre-Event Activitie During-Event Activitie Post-Event Activitie

Pre-Event Activities

Events typically have a team based environment and a project type of

organization structure. Thus, responsibilities are assigned to the relevant staff
members in the team for the Event. Coordination of arrangements required is
divided among the team members. Once the preliminary discussions are over, and
the final concept sold to the client, the first step creative conceptualizes works on
the designing. Then the Project manage a thorough schedule after understanding
the critical steps ad issues involved in that particular event. External agencies such
as architects and engineering contractors may be consulted at this stage to
understand feasibility of planned concepts. Most event management companies
have experienced production managers who understand the feasibility of planned
concepts. Then the project manager draws up a cash flow statement, a budget
statement and arranges budget allocation for the event.

During- Event Activities

During the event, softer aspects come into the focus. For overall coordinator, it is
important to pass on all credit to supervisors. Event managers should look humble
and be available to the clients to call on. The conceptualizes efforts should be
appreciated at least during the event. At the same time, there should be a constant
surveillances of the specially effects, display objects and the food and beverages.
Thus monitoring is the gist of the during-event execution activity that is involved.
Photographs and other multimedia recording arrangements if so desired also need to
be taken from strategic locations.

Post-Event Activities

Final accounts setting (bills to be paid on receipt) is accompanied by explanations

for overspends. The team needs to carry out a postmortem analysis on the event
and conduct an event evaluation. Recording the photographs taken of the event in
the form of a photo-documentary helps a lot.

This theory states that the function of management can be classified into planning,
organizing, staffing, leading and controlling.

Finally, the most important part of Event Management is the execution of the Event
as planned. We term this activity as Carrying-out the Event. Therefore, when we
use Event Management, it is to denote the production of an Event.

Staging an event takes more than a wish or dream.

 13. Modules of Proposed System
 Creation
 Registration
 Marketing
 Reporting
 Feedback

Event Creation

 Intuitive and easy-to-use back-office interface for admin users to create

events.

 Create multiple event fees (e.g., students, members, non-members).

 Automated event posting to the Website Management System calendar.

 Event Management Software integrates with the continuing education course

catalog and provides the ability to include course registrations for conferences.

 Event preview enables admin users to view event page as it will appear on
the website.

 Event Management Software offers a convenient event cloning feature that

allows admin users to create new events from previous events.

 Sponsor and speaker information is automatically posted to the event

information page.

 Event Registration
 Member and non-member registrations are supported by the Event
Management Software module.    

 Membership validation when registrants choose member-only fees.  

 Secure online credit card processing including refunds and fee adjustments

are supported by the Event Management Software module.  

 Automated email notifications are sent to registrants when they submit their
registration.

 Invoice and receipt links are generated and emailed to registrants on

registration approval.

 Front-end attendee roster (opt-in) so registrants can view who else has
registered for the event.

 Online forms automatically populate with member name and email

address when logged in to a website. In addition it links the form
submission to the respective member profile.

 “Discount coupon” allows registrants to enter a specific code to receive a

discounted price, this enables organizations to track market trends and the
effectiveness of special offers.

 Online Donations linked to the individual profile for better accounting and

reporting functions.

Event Marketing

 The Event Management Software's Rich Text WYSIWYG editor enables

non-technical admin users to create and send email announcements.
 Email broadcasting to email lists. Excludes email to individuals who are
already registered for the event.

 Template-driven event web pages ensure uniform branding and style

elements.

 Event page web address is automatically generated to include as a link to the

event registration page.

 The Event Management Software module integrates with the WCMS and

provides the ability to create multiple-page event micro-sites to provide
additional information (e.g., hotel reservations, demographic information).

Event Reporting

 Generate event rosters and export data to multiple formats to create attendee
lists and name badges with Event Management Software.

 Dual event registration approval modes include automatic registration

approval on submission or can require admin user approval before the
registration is processed.

 Online Evaluation form collects the results associated with that specific

event  and links it to the individual profile.

 Easily generate event reports with the Event Management Software module

including:  

o registration

o financial

o sponsorship
 o transaction reports

 Automated email notifications to admin users when registrations are

submitted and on approval.

14. Design

Event Management System Architecture

Component Description
Event Source Event Sources are applications or components that submit event
creation requests through the Event Emitter component.
Examples of such event sources are log file adapters, monitors for
workflow containers, monitors for J2EE containers, etc.
Event Emitter The Event Emitter component is a library that allows event
sources to submit event creation requests to CEI.
Event Bus The Event Bus processes event creation requests from Event
Emitters. The Event Bus acts as the conduit for event streams
between event sources and event consumers. It ensures that events
are routed to the Event Data Store component for persistence
(when configured to do so), and to the event distribution
component for subsequent publication to consumers.
Event The Event Distribution component delivers events to event
Distribution consumers distributed throughout the network. The distribution
component also informs event consumers about changes to events
for which they are interested, including event purges, updates and
deletions.
Event Access Event Consumers interact with the Event Access component
whenever they need to query event data from the Event Database
or effect changes on the events already persisted into the Event
Database.
The component is also responsible to coordinate the interaction
between the Event Data Store and the Event Distribution
components. The event access services provide an architected,
pluggable interface between the bus and event data store
persistence mechanisms.

Event Event Consumers are applications that subscribe to the Event Bus
Consumer in order to receive event notifications.
Event Catalog The Event Catalog is a repository of event metadata in the
system. 
Work Breakdown Structure

Data Table Of Event Management

Field Use
Event_id Primary Key
Event_name Name Of the event
Event_description Description of the event
Event_date Date of the event
Location_id Event location id, based on location
table
Member_id ID of the user/member or the
administrator who submitted the
event
Date_update Date the event was added or the last
date when the event was updated
Is_active Event status. All events added by
users are inactive until approved by
the administrator
Events Sample Data

15. “TESTING PROCEDURE”

After complete every part of the software there is need software testing for
prove module are function properly or not and it fulfill all requirement of user. For
this programmer use various type of software testing techniques and strategies.
Software can be tested in one of two ways:

Black box testing: - Knowing the specified function that a product has been designed
to perform, tests can be conducted that demonstrate each function is fully operational
while at the same time searching for errors in each function. . It attempts to find error in
the following category--

 Incorrect and missing functions.

 Interface errors.
 Error in data structure or external database access.
 Performance errors.
Initialization and termination errors

White box testing: - Knowing the internal working of product, tests can be
conducted to ensure that “all gears mesh”, that is internal operation are performed
according to specification and internal component have been Adequately exercised. In
this technique-

 All independent path within a module are exercised at least one.

 All logical decision is exercised on their true and false side.
 All loops are exercised at their boundaries, and within their operational bonds.
The internal data structures are exceed to ensure their validity.

16. IMPLEMENTATION AND MAINTENANCE

Hardware Requirements:

 Color monitor for good resolution

 Compatible CD-DVD Writers
 Microsoft compatible mouse
 Microsoft compatible keyboard

Software Requirements:

 Web Designing and Maintaining

 Computer-Based Training
 Multimedia Applications
 Data base server

17. Recommendation

_ Companies need to focus on some particular kind of events that they will
organize, this will help them gain proficiency in their field, ultimately leading to
cost saving.

_ People should be made aware about the concept through proper media coverage
telling them about the successful events and the benefits.

_ People should be made aware about the fact that hiring an event management
company would help them save time, efforts and cost.

_ Rather than looking at the press people as their competitor they must join hand
with them to share the cost and benefits also. Press people can get better exposure
and provide the companies advertisements on a lesser cost.

_ Due to innovative marketing tools the traditional marketing tools are redundant so
Delhi’s business class must also know that it’s time to switch over to the new tools
like trade fares and road shows rather than press advertising.

_ The charges for complete services should be reduced. As an example for catering
services the general market price is around Rs.75 per plate, but generally companies
are charging around Rs.140 per plate. Similarly the other services charges must also
be reduced up to a viable extent.
 18. Questionnaire

Annexure.1 (General Public)

Name :

Age :

Gender :

Occupation :

1.Which of the following events do you attend?

a) Wedding
b) Trade fare
c) Corporate events
d) Live shows
e) Sports events
f) Product launch

2.What was it that got you to notice in this online event management system?

a) It looked like more interactive

b) Signs & Banners
c) Somebody suggested you for this
d) Others
3. Possible difficulties/drawbacks in hiring an event management company

a) Expensive
b) Availability
c) Reliability
d) Quality of work
e) Limited choice
f) Less flexible

Annexure.2 (company Staff)

Name :

Age :

Gender :

Position :

1.What is the number of event organized in the city per month by you

a) 1-3
b) 3-5
c) 5-10
d) More than 10

2.Profile of customers of event management companies

a) Business man
b) Service class
c) Professional
 d) Educational Institutes

3.Problems faced by the event management companies

a) Licenses

b) Sponsors

c) Lack of awareness

d)Permission

19. Future Scope

This application can be easily implemented under various situations. We can add new
features as and when we require. Reusability is possible as and when require in this
application. There is flexibility in all the modules.

SOFTWARE SCOPE:

Extensibility:

This software is extendable in ways that its original developers may not expect. The
following principles enhances extensibility like hide data structure, avoid traversing
multiple links or methods, avoid case statements on object type and distinguish
public and private operations.

Reusability:

Reusability is possible as and when require in this application. We can update it next
version. Reusable software reduces design, coding and testing cost by amortizing effort
over several designs. Reducing the amount of code also simplifies understanding, which
increases the likelihood that the code is correct. We follow up both types of reusability:
Sharing of newly written code within a project and reuse of previously written code on
new projects.

Understandability:

A method is understandable if someone other than the creator of the method can
understand the code (as well as the creator after a time lapse). We use the method,
which small and coherent helps to accomplish this.

Cost-effectiveness:

Its cost is under the budget and make within given time period. It is desirable to aim
for a system with a minimum cost subject to the condition that it must satisfy the
entire requirement.

Scope of this document is to put down the requirements, clearly identifying the
information needed by the user, the source of the information and outputs expected
from the system.

20.Conclusion
 Online Event Management system is a flexible, affordable; 24-hour online
registration and payment collection solution that provides you with total data
management, control and insight over every aspect of your online registrations. It
provides many services by just one click. Due to online system, quick response of
requests, suggestions, queries or complaints can be given. All modules are GUI
based so its easy to update it. This application is working properly and meeting to
all user requirements.

21. Refrences

 www.google.com

 www.W3schools.com

 Software Engineering by “Pressmen”

 Software Engineering by “Somerville”

 ASP.Net “Black Book”

 ASP.Net by “Sames”