CONFERENCE ALERT SYSTEM

Authors
Ateko Busayo C.1, Ayantunji Ridwan A. 2, Abdul-Ganiyu Toyeeb K.2
1
Department of Computer Science, Federal Polytechnic Ede. Osun State
2
Department of Computer Science, LAUTECH Ogbomoso, Oyo State.
Author’s Email: [email protected]
Abstract
Conference is nothing but the group of people coming together to discuss some topic or
finding solution for some problem. This research work mainly focuses on Academic
conferences. The application provides the user with the information about the conferences
through SMS with the Venue, Date and Timing that make it easier to attend the conferences
that are going to be held. The website was developed using HTML, CSS, Javascript for the
front end with friendly interfaces and PHP (Personal-Home-Page Hypertext Pre-processor)
for the back end. The website also makes use MySQL database as its back end database for
real time storage and retrieving of data.
Keywords: Conference, Alert System, SMS, Schedule, Notification, Website.

1.0 INTRODUCTION Traditional conference management

depends on manual operations. Earlier in
Conference Alerts provides details about
the mid-90s, email became most reliable
the forthcoming academic conferences,
and cost-effective way of sending binary
seminars and workshops to be held
file attachments and it opened the
worldwide. Academician and professionals
possibility of sending papers electronically
can get their relevant updates and
instead of by “snail” mail (Malinowski A.
conference alerts through conference
et al, 2001). However, the task dealing
alerts. Conference Alerts provides a free
with the submissions manually become
subscription to its users with dispatch
tedious when the number of paper
announcements about various forthcoming
submissions increases to some scale. This
conferences such as Medical conferences,
often results in problems such as collecting
Engineering conferences, Business and
the wrong author’s information, neglecting
Economics, Science and education. Users
some submissions and slowing down the
can register and subscribe to get free
process of conference organization(Wiley
conference alerts regarding upcoming
P., 2014).
international conferences throughout the
In recent years, more and more
world. This is the exact reason why the
conferences turned to standalone
need for conference alert system needs to
conference management systems. Many of
be established - to provide the masses, up-
these systems have been investigated
to-date and incredibly reliable information
(Madhurjain, et al, 2010). They have
on all upcoming conferences, in a variety
implemented such functions as publishing
of fields.
conference information within the
(internationalconferencealerts.com)
organization, handling paper submissions
and reviews. These functions provide

1
reliability, efficient security and speed up A conference is a gathering of people with a
the process of conference organization. common interest or background, with the
However, this kind of standalone system is purposes of allowing them to meet one another
deployed and can only be accessed within and to learn about and discuss issues, ideas
and work that focus on a topic of collective
the organization which it has been used.(
concern. The Latin roots of the word
Ansari et al, 2018)
“conference” mean, literally, “Bring together.”
Numerous prominent and successful A conference brings together people and ideas.
scholars, scientists, and researchers have In the cases of health and community work,
attributed their success to international conferences often have the goal of generating
conferences around the world that they or working toward solutions to problems or
attended early on in their careers. They broader social change.
cited the great learning, networking, and (https://greedhead.net/what-is-the-purpose-of-
collaborative opportunities that these conference/)
conferences present, as being the reason
2.1 TYPE OF CONFERENCES
for their success. Conference Alerts offers
conference organizers/planners the A conference may last some hours, a day
provision to better target potential or several days. It may be a one-time
conference delegates by allowing them to event, or a regular (usually annual) fixture
add details about their upcoming events to on participants’ schedules.
our existing conference listings. Numerous (https://www.ierek.com/news/conferences-
conference organizers and planners have organizing-the-ultimate-guide//) It may be
witnessed remarkable growth in held at the public location, Hall,
attendance at their events, after posting designated area in an academic
information about these events on the environment or in a hotel. It may also be
proposed website. one of several types:
The proposed system will be able to send Academic conferences: Most academic
notification of newly upload conference to conferences are centered around a single
the user that subscribe for email subject, and occasionally on a single topic
notification, while user that does not within that subject. The format usually
subscribe to the email notification will be involves researchers, graduate students and
notify through SMS which the user will academics presenting their research work
easily get access to it instead of the mail. and theories, defending, expanding, or
2.0 LITERATURE REVIEW changing them in response to questions,
The English word "Conference" is review, and other feedback from
generally understood as a meeting of colleagues. Periodically, these conferences
several people to discuss a particular topic. are often sponsored by the professional
It is frequently confused with a organization of the discipline involved,
convention, colloquia or symposium. and may be held in a different academic
While a conference differs from the others environment each year. A major focus of
in terms of size and purpose, the term can academic conferences, besides the
be used to cover the general conception. A exchange of ideas, promotion is
convention is larger than a conference; it's networking, which in academia as
a gathering of delegates representing elsewhere, is a key to collaboration,
several groups.

2
funding, employment, and other politicians, school superintendents from
professional benefits. large cities, and eminent thinkers (but
Professional association conferences: often no teachers or students), to local
These are similar to academic conferences coalition sponsored events focusing on
in some ways, but presentations tend to be child abuse in the community. The purpose
focused more on practical issues, both is usually to inform and energize people
having to do with the actual work about the problem, source, solution to
participants do, and with regulations, create a critical mass of concern about it,
funding, and other forces that affect the or to develop strategies for approaching it.
profession. Professional associations in the Base on the issue’s importance and the
Nigeria may exist at national, state and enthusiasm of the participants, this type of
sometimes, international levels, and each conference can turn into an annual event.
of these levels may hold an annually 2.2 PHASES OF ORGANIZING A
conference. CONFERENCE
Training conferences: A training  Creating an organizing structure –
conference sometimes run by a putting together the group of people
professional association, but is at least as who are going to put things together
likely to be organized by an industry or and run the conference, and planning
industry organization, a state or federal the ways they’ll work together for
agency, foundation, fellowship or a local successful conference.
coalition or initiative. As might be  Planning the conference.
expected, its purpose is to train member of  Publicizing the conference and
the association, organization or a set of registering participants.
people with common goals and so it might  Running the conference.
include workshops on methods and  Evaluating the conference and the
techniques, information on new rules and conference organizing process.
regulations, or simply an exchange of (https://ctb.ku.edu/)
experience and methods among different 2.3 Review of Existing system
people from a number of different S/ Websites Notificatio
organizations. Another possibility for N n By
nonprofits is a conference run by a 1. www.allconferences.co Email
manufacturer or supplier to teach m
participants how to use new products their 2. www.cacuss.ca Email
organizations have purchased for effective
3. www.conferencealert.c Email
management of the organization.
om
Issue or problem-related conferences:
4. www.conferencealert.i Email
These might be convened by nearly any
n
association, organization, institution, or
5. www.ieee.org Email
citizens’ group to concentrate on a
Table 1.0: Review of Exsting System
particular concern. Such conferences range
Most of the exiting confrence alert system
from “Education Summits” called by the
make use of Email as means of nnotifying
President of a Nation, Governor of a state
the participant abdout the conference.
in other to enhance on education system in
the environment and attended by

3
3.0 Methodology
Information gathering: This was
achieved by Reading of relevant literatures
to have knowledge and accurate approach
to the design system.

Analysis of the existing system: This was

done by browsing the internet, to know some
of the problems of the previous existing
conference alert system.

Design of the new system: After the analysis

of the existing system, the lapses and
bottlenecks of the existing system were
observed, and a new automated system was
been designed. The new system was designed
as a website, and implemented which will be
used by any organization across the world.

3.1 Proposed System

The designed system makes use of both email

and SMS to notified participant about the
interested conferences. The users of the system
easily get any update through email for any Figure 1: Home page
conference posted on website. The SMS was
achieved using bulksmsniger.com API after LOGIN FORM
subscribing to the SMS gateway while Email Immediately, the login button on the
integration is free. homepage is clicked, the login form is
3.2 Design Interface displayed. The new student now enters
his/her email and password. The app user’s
Homepage page open for the user if and only if the
username and password correspond with
This homepage gives a brief detail of the
the one in the database. The Login form is
website and provide menu such as About
shown in figure 2 below.
Developer, Contact Us and Dashboard

Figure 2: Login form

4
CREATE NEW ACCOUNT
This is used to accept information about
the new user to be added and save the
information in the database. The
information required serve as input for
student are shown in figure 3

Figure 3: Create account Form

4.0 RESULTS
The output design is interactive and easily
understands. The output design provides a
description of the output of the program. The
design is such that output can be previewed in Figure 5: Email content
soft copy or through hardcopy. The result is
message is sent to the audience through email
and phone number.

Figure 6: SMS content

Figure 4: All Conferences 5.0 CONCLUSIONS

Objective of this paper has been fulfilled as
the researchers have shown the use of a web
based approach in developing a conference
alert system and applying automation in
difficult human process areas such as posting
of conference information, sending mail or
message user through SMS or both, and

5
subscription of user to get mail notification. Malinowski, M., Kazmierkowski, M. P.,
The designed system is a tool, which will Hansen, S., Blaabjerg, F., & Marques, G.
improve on the existing system of conference D. (2001). Virtual-flux-based direct power
alert system. It went further to analyze the control of three-phase PWM
present procedure/ traditional management
rectifiers. IEEE Transactions on industry
system, identifying weaknesses of the system.
applications, 37(4), 1019-1027.
These weaknesses observed gave the need for
a new, convenient and effective way of www.internationalconferencealerts.com
conference alert system.
Tewari, T. K., & Singh, S. K. (2010).
Survey of conference management
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