EVENT MANAGEMENT SYSTEM

Submitted in partial fulfilment of the requirements

of the degree of

T. E. Computer Engineering

By

Colin Gigool 63 192255

Livia Gonsalves 64 192256
Cairn Correia 68 192260

Guide (s):

Ms.Snehal Kulkarni
Assistant Professor

Department of Computer Engineering

St. Francis Institute of Technology
(Engineering College)

University of Mumbai
2020-2021

i
 CERTIFICATE

This is to certify that the project entitled “Event management system” is a bonafide work of
“Colin Gigool(63), Livia Gonsalves(64), Cairn Correia(68)” submitted to the University of
Mumbai in partial fulfillment of the requirement for the award of the degree of T.E. in
Computer Engineering

(Name and sign)

Guide

(Name and sign)

Head of Department

II
Project Report Approval for T.E.

This project report entitled (Event Management System) by (Colin Gigool,

Livia Gonsalves, Cairn Correia) is approved for the degree of T.E. in Computer
Engineering.

Examiners

1.---------------------------------------------

2.---------------------------------------------

Date:

Place: Mumbai

III
 Declaration
I declare that this written submission represents my ideas in my own words
and where others' ideas or words have been included, I have adequately cited and
referenced the original sources. I also declare that I have adhered to all principles
of academic honesty and integrity and have not misrepresented or fabricated or
falsified any idea/data/fact/source in my submission. I understand that any
violation of the above will be cause for disciplinary action by the Institute and
can also evoke penal action from the sources which have thus not been properly
cited or from whom proper permission has not been taken when needed.

-----------------------------------------
(Signature)

-----------------------------------------
Colin Gigool 63
Livia Gonsalves 64
Cairn Correia 68

Date:

IV
 Abstract
Event management is a strong and fast growing profession with a rather low level of
standardization. Often we take event management as a part of project management, but we
have to consider that event management has very specific concepts and issues, and needs
further developed methods and tools. Online event management system is an online event
management system software project that serves the functionality of an event manager. The
system allow registered user login and new user are allowed to register on the application. The
system helps in the management of events, users and the aspects related to them. This proposed
to be a web application. The project provides most of the basic functionality required for an
event type e.g. [Marriage, Dance Show Birthday party, College Festival, etc.], the system then
allows the user to select date and time of event, place, and the event equipment. All the data is
logged in the database and the user is given a receipt number for his booking. The data is then
sent to administrator (website owner) and they may interact with the client as per his
requirement.

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 Contents
Page
Chapter Contents
No.
INTRODUCTION
1.1 Description
1.2 Problem Formulation
1
1.3 Motivation
1.4 Proposed Solution
1.5 Scope of the project
2 REVIEW OF LITERATURE
SYSTEM ANALYSIS
3.1 Functional Requirements
3.2 Non Functional Requirements
3 Specific Requirements
3.3
Use-Case Diagrams and description
3.4

ANALYSIS MODELING
4
4.1 Activity Diagrams / Class Diagram
4.2 Functional Modeling
DESIGN
5 5.1 Architectural Design
5.2 User Interface Design GUI for your project
IMPLEMENTATION
Algorithms / Methods Used
6 6.1
6.2 Working of the project
7 CONCLUSIONS

Appendix
References
Acknowledgements

VI
 List of Figures

Fig. No. Figure Caption Page No.

VII
 List of Abbreviations

Sr. No. Abbreviation Expanded form

i ERP Enterprise resource planning

VIII
 Chapter 1

Introduction

The objective of this website is to develop a system that effectively manages all the data
related to the various events that take place in an organization. The purpose is to maintain a
centralized database of all event related information. The goal is to support various functions
and processes necessary to manage the event related data efficiently.

1.1 Description

To develop enterprise software that optimizes the performance of an event management

company. The system helps the firm to receive the orders from different clients irrespective of
their location. The System enables even the remote client to make online Booking.  It provides
a flexible web outlet to engage more clients in the process of event management process. 

1.2 Problem Formulation

Problem- Every Organization, whether big or small, has challenges to overcome and managing
the every event. Solution- Management System has different event needs, so we design
exclusive Event Management System.
This is designed to assist in strategic planning and it will help to ensure that your organization
is equipped with the right level of information and details of your future goals

1.3 Motivation

This existing system is not providing secure registration and profile management of all the
users properly. This system is not providing on-line Help. This system doesn’t provide tracking
of users activities and their progress. This manual system gives us very less security for saving
data and some data may be lost due to mismanagement. This system is not providing event

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management through internet. This system is not providing proper events information. The
system is giving manual information.

1.4 Proposed Solution

The development of this new system contains the following activities, which try to automate
the entire process keeping in the view of database integration approach. This system maintains
user’s personal, a and contact details. This system will provide on line help and search
capabilities. User friendliness is provided in the application with various controls provided by
system rich user interface. Authentication is provided for this application only registered users
can access. event information

1.4 Scope of the project

The objective of this application is to develop a system that effectively manages all the data
related to the various events that take place in an organization. The purpose is to maintain a
centralized database of all event related information. The goal is to support various functions
and processes necessary to manage the event related data efficiently.

X
 Chapter 2

Review of Literature

Paper 1:

This literature review examines the relationship between internal communication and team
performance, and its impact on event management, particularly at Australian hotels. The research
focuses on how communication among various teams can be improved in the context of event
management. The importance of internal communication and team performance are considered
in the research but, as research revealed, that there is no published literature that has solely
focused on the relationship between these two factors. Most of the literature concentrated on the
topic of improving internal communication in an organisation. Literature on team and team
performance is available but not in large numbers. Also, studies tend to focus upon public
organisations and no study discusses private organisations, such as hotels, undertaking event
management.

Teamwork is essential in an event management company because an individual cannot manage

the work of an entire event. Thus, this research aims to identify the factors that influence
communication within particular environments. It also seeks to understand techniques to increase
the effectiveness of teamwork and to consider whether clear team roles impact upon the
performance of the team. It also focuses upon how communication between departments can be
improved. All of these issues are assessed in regard to the effective management of events within
Australian hotels. Relevant literature from the period 1957 to 2016 is reviewed in the areas of the
event management industry, teamwork, and internal communication. Arguments and insights are
then used to develop a conclusion and suggest areas for future research.

Paper 2:
Mega event Maha kumbh-

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Application of innovative techniques for Event Management through Geo Spatial Database for
effective and efficient management of Mega Events like Simhastha (Kumbh) requires
unswerving efforts, sound management planning, managerial strategies coupled with timely
implementations by the Central Government, State Governments, Local Administrations,
concerning agencies and other stake holders. The Simhastha (Kumbh) is the greatest
congregation of pilgrims and in accordance with the astrological cycles takes place every twelve
years. It is expected that in the forthcoming Simhastha 2016 approximate 40 million pilgrims
from nook and corner of the world, congregate on the banks of the Holy Kshipra in Ujjain
(Avantika).This event requires the adequate management of housing, commutation (Transport
Management), feeding and sanitation (Pollution Control & Health Management), security,
Crowd Management, Crime Management, deployment of trained manpower involving millions
of people. At the backdrop of this, the present paper makes an attempt to study the multifaceted
dimensions of managing ”Largest Event on the Planet” Simhastha Mahakumbh –2016 , going to
be a big deal for the Republic of India, for the state of Madhya Pradesh, and of course for Ujjain
City with the help of review of literature. This can be used to provide an overview and references
on some of the conceptual and practical work undertaken in the area of Mega Events’
Management. This may enable the planners, policy makers and administrator to identify and
measure the key factors associated with experiencing, regulating, and managing mega events.

Paper 3:

This paper is aimed at developing an application for event management system. Now a day’s, the
events such as festivals, wedding etc. have become a core part of life which has resulted in event
planning and Management Company to rise. With the customers and events increasing at larger
rate, it is difficult to manage using traditional system using spreadsheets, traditional database and
more. In order to overcome the drawbacks of traditional Event Managing System, a new Smart
Event Management System can be introduced which uses the modern technology for managing
various tasks and planning for employees, customer, location, transport and more. With the help
of this technology, the distance between customer and management team has reduced with the
Smart Web access and mobile access. Event management has a complex set of processes which
involve registration, secured venue access, real time stock taking of consumables and crowd-

12
management. A system that integrates all these requirements is scarce. Hence, there is a dire
need to build an automated system which can cater to the needs of any event management.
The event management system is an online event management syste software project that serves
the functionality of an event manager. The system allow registered user login and new user are
allowed to register on the application. The system helps in the management of events, users and
the aspects related to them. This proposed to be a web application. The project provides most of
the basic functionality required for an event type e.g. [Marriage, Dance Show Birthday party,
College Festival, etc.], the system then allows the user to select date and time of event, place and
the event equipment. All the data is logged in the database and the user is given a receipt number
for his booking. The data is then send to administrator (website owner) and they may interact
with the client as per his requirement.

13
 Chapter 3

System Analysis

3.1 Functional Requirement:

 Registration Description : To enter into this site user has to register himself first.
Requirements of registration are first name, last name, user name, email-id, password,
confirm password etc.
 Input : User Details
 Output : Filled Registration details.
 Processing : User details are checked with database. Password constraint is checked as
per validation.
 User Login Description : The System provides facility to login into the system.
 Input : Enter username and password
 Output : User Profile page
 Processing : The system will check the input of user and if valid then login is done.
Otherwise user will be asked to re-enter the username and password.

3.2 Non Functional Requirement:

1.Performance Requirements: 
 The system need to be reliable 
 If unable to process the request then appropriate error message 
 Web pages are loaded within few seconds 

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2.Safety Requirements: 
 The details need to be maintained properly 
 Users must be authenticated 
 The database must be kept backed up 

3.Security Requirements: 
 After entering the password and user id the user can access his profile 
 The details of user must be safe and secure 
 Sharing of details

3.3 Specific Requirement:

Software:
 Odoo
 web browser : Chrome, Safari
 Operating system: Windows 10, Mac Catalina

Hardware:
 Processor : Intel or and based system
 Processor speed. : 3.0 GHz
 RAM : 4GB
 Hard Disk : 50GB to 80GB

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3.4 Use-CaseDiagram:

16
 Chapter 4

Analysis Modelling

4.1 Activity Diagram:

Class diagram:

17
4.2 Functional Modelling:

Level 0 DFD:

18
Level 1 DFD:

19
Level 2 DFD:

20
 Chapter 5

Design

5.1 Architectural Design

Project Flow:

21
Activity Diagram:

User:

22
Admin:

23
5.2 User Interface Design

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 Chapter 6

Implementation

Project implementation is the foundation of good project management . Implementation

simply means carrying out the activities described in your work plan.

6.1 Algorithms
 Event: -
1. Start
2. Select Event module
3. Click on create event
4. Enter event name,date,time,organizer,venue
5. Enter ticket type,price,sales start and end date.
6. Save event
7. Select go to website
8. Event is displayed on website.

• Accounting:-
1. Select accounting from dashboard
2. Select vendor bills and create or upload
3. For creating manually add vendor details, bill date.
4. Add products their quantity and price.
5. Validate the bill
6. Confirm and save.

 Email marketing:-

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1. Start
2. Select Email marketing from dashboard
3. Click on create mailings
4. Enter subject, preview text, recipients
5. Select mail body
6. Add the events and information in the mail
7. Save the mail and test it
8. Send the mail to list of subscribers

 Website:-
1. Start
2. Login/ Signup
3. Go to home page
4. Go to the event page
5. Select desired event
6. Register for the event and add the ticket to cart
7. Go to the checkout section
8. Enter details and payment for ticket
9. Ticket purchased and received in the E-mail

 Survey:-
1. Start
2. Select surveys from dashboard
3. Click on create survey
4. Enter survey title
5. Add the questions for the survey
6. Save the survey and test it
7. Start the survey and share the link.

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6.2 Working of the project
Events Module is a versatile event management module with the capacity to take
forward various types of events. Be it conferences, festivals, seminars, webinars,
charitable events or workshops, this core module can manage all types of small-scale and
large-scale events. It encompasses tasks ranging from organizing calendar and selling
tickets to obtaining sponsors and promoting the event.

Accounting module enables businesses to maintain a record of financial transactions,

process payments, audit statements and create, send and reconcile invoices.

Odoo provides a module called Survey Management to manage customer feedback.

Staying in touch with your customers after they've purchased your product/service is
really important in order to make sure that they come back to you in the future.

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Fig: Workflow of diagram

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 Chapter 7

Conclusion

The project “Event Management System” has been designed and tested. With the help of
growing technology the project has been successfully implemented using Odoo open source
ERP. During this project we have accomplished all the objectives and this project meets the
needs of the organization. The developed will be used in searching, retrieving and generating
information for the concerned requests. Project will definitely reduce the human effort and make
the task of user, customer and administrator easier. It is efficient to use and easy to work on it.
Thus keeping in mind the advantages and applications.

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Appendix

30
31
32
References

IEEE standard
Project report,
https://kupdf.net/download/project-report-on-event-
managementpdf_59999728dc0d60480d53a1f6_pdf

Research Paper,
https://www.scribd.com/document/167542681/project-report-on-event-management-pdf

Proceeding paper,
https://ieeexplore.ieee.org/author/38116776600

Acknowledgement

33
We express our deep sense of gratitude to our project guide Ms. Snehal Kulkarni for encouraging
us and guiding us throughout this project. We were able to successfully complete this project
with the help of her deep insights into the subject and constant help.

We are very much thankful to Dr.Kavita Sonawane, HOD of the Computer department at St.
Francis Institute of Technology for providing us with the opportunity of undertaking this project
which has led to us learning so much in the domain of Enterprise resource planning.

Last but not the least we would like to thank all our peers who greatly contributed to the
completion of this project with their constant support and help.

34