A

Project Report

on

“EVENT MANAGEMENT”

ECHELON INSTITUTE OF TECHNOLOGY, FARIDABAD

NOVEMBER 2024

Department of Computer Science & Technology

Submitted By :
Mahesh Kumar 23CSEAIML027
krishan 23CSEAIML022
Akash 23CSEAIML007
Mohammad Javed 23CSEAIML030

Under the guidance of

Supervisor Name : Mrs. Sankeeta Jha

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 CERTIFICATE

I/We hereby certify that the work which is being presented in the B.Tech Project Report

entitled, EVENT MANAGEMENT in partial fulfillment of the requirements for the

award of the Bachelor of Technology in Computer Science & Engineering and

submitted to the Department of Computer Science & Engineering of Echelon Institute

of Technology, Faridabad is an authentic record of my own work carried out during a

period from August 2024 to December 2024.

The matter presented in this report has not been submitted by me for the award of any

other degree elsewhere.

Signature of Candidate

Mahesh Kumar (23CSEAIML027)

Krishan (23CSEAIML022)
Akash (23CSEAIML007)
Mohammad Javed(23CSEAIML030)

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 TO WHOM IT MAY CONCERN

This is to certify that the Project entitled “ Event Management ” submitted by

“MaheshKumar(23CSEAIML027),KRISHAN(23CSEAIML022),AKASH(23CSE
AIML007),MOHAMMAD JAVED(23CSEAIML030) Department of Computer
Science and Engineering, Echelon Institute of Technology Under J.C. Bose University
of Science and Technology, YMCA (Formerly YMCA UST), Faridabad, for partial
fulfillment of the requirements for the degree of Bachelor of Technology in Computer
Science & Engineering; is a bonafide record of the work and investigations carried out
by him under my supervision and guidance.

Signature of the Supervisor Signature of HOD

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 ACKNOWLEDGEMENT

We take this opportunity to thank all those who have helped us in completing the project
successfully.
We would like to express our gratitude to Mrs.Sankeeta Jha, who as my guide/mentor
providedme with every possible support and guidance throughout the development of
project. This projectwould never have been completed without her encouragement and
support.
We would also like to show our gratitude to Mrs.Shefali, Head of Department for
providing us the required resources and a healthy environment for carrying out our
project work

Name of Student, Roll No

Mahesh Kumar (23CSEAIML027)

Krishan (23CSEAIML022)
Akash (23CSEAIML007)
Mohammad Javed(23CSEAIML030)

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 ABSTRACT

The Event Management System is a web-based application developed using HTML, PHP,
and SQL technologies designed to streamline the planning, organizing, and managing of
events. This system allows event organizers to create and manage events, handle participant
registrations, and track event-related data. The front-end of the system is developed using
HTML, ensuring a user-friendly interface, while the back-end is powered by PHP, enabling
dynamic functionalities such as form submissions, event creation, and data retrieval. SQL
databases are used for storing and managing crucial data, including event details, participant
information, and payment records.

The system provides various features, including event creation, participant registration,
ticket booking, and payment management, as well as the ability to update and cancel events.
It also provides a centralized dashboard for event managers to view event statistics and
monitor progress. By automating these processes, the Event Management System
minimizes human error, reduces administrative workload, and provides a seamless
experience for both event organizers and attendees.

This system is particularly useful for businesses, educational institutions, and other
organizations that frequently organize conferences, seminars, workshops, and other large-
scale events. By offering a comprehensive solution for event management, this application
enhances efficiency and provides users with an easy-to-navigate, all-in-one platform for
managing events from start to finish.

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 TABLE OF CONTENTS

Chapter
S. No Title Page No.
No.

1. Chapter-1 Introduction 7

2. Chapter-2 Objectives of the Project 8

3. Chapter-3 Design and Approach/Methodology 9-11

4. Chapter-4 Results and Discussion 12-19

5. Chapter-5 Conclusions and Future Scope 20-21

References 22

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 INTRODUCTION

In today’s fast-paced world, organizing and managing events has become

increasingly complex, requiring careful planning, efficient coordination, and
quick decision-making. From corporate conferences and seminars to weddings
and social gatherings, the scope of events is vast, and the need for an effective
management system is essential. The traditional methods of event management,
which often involve manual processes such as paper registrations, spreadsheets,
and phone calls, are time-consuming and prone to human error. As a result,
event organizers are increasingly seeking digital solutions to automate,
streamline, and optimize their event management processes.

The Event Management System is a web-based solution designed to address the

challenges of event planning by providing a centralized platform for organizing,
registering, and managing events. Developed using HTML for the front-end,
PHP for dynamic back-end functionalities, and SQL for efficient data
management, this system offers a comprehensive solution to handle various
aspects of event organization, including participant registrations, ticket booking,
payment processing, and real-time event updates.

This system allows event organizers to easily create and manage events, track
participants, and monitor event progress through an intuitive interface.
Attendees benefit from a simplified registration and ticket purchasing process,
ensuring a smooth experience from start to finish. By integrating these features
into one platform, the Event Management System significantly reduces
administrative workload, improves data accuracy, and enhances overall event
efficiency.

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 OBJECTIVES OF PROJECT

1. Simplify Event Creation and Management: To provide an easy-to-use platform for

event organizers to create, update, and manage events efficiently. The system will
allow organizers to input event details, set dates, manage locations, and specify
requirements for each event in a streamlined manner.

2. Enable User Registration and Ticketing: To facilitate a seamless participant

registration process, including ticket booking and payment integration. The system
will allow attendees to register for events, select ticket types, and make payments
securely.

3. Automate Participant Management: To automate the tracking of participants,

including the ability to view, add, or update participant details. Event organizers can
monitor registrations in real time, ensuring accurate and up-to-date information.

4. Centralized Data Storage: To use SQL databases for secure and efficient storage of
event-related data such as event details, participant information, payment records, and
ticketing information. This will help ensure data consistency and integrity across the
platform.

5. Provide Real-Time Updates and Notifications: To provide real-time notifications

to both event organizers and participants about any changes to event schedules, venue,
or other important details. This ensures timely communication and reduces
misunderstandings.

6. Generate Reports and Event Analytics: To offer event organizers the ability to
generate reports and analyze data, such as registration trends, payment history, and
overall event performance. This will help organizers make informed decisions and
improve future events.

7. Enhance User Experience: To create an intuitive and user-friendly interface for both
event organizers and participants, ensuring that they can navigate and use the system
with ease. This will improve overall satisfaction and engagement with the platform.

8. Reduce Administrative Workload: To reduce the need for manual processes by

automating various tasks such as registration, ticket booking, and payments. This will
save time, reduce errors, and allow organizers to focus on other important aspects of
event planning

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 DESIGN AND APPROACH/METHODOLOGY

The design and approach of the Event Management System are structured to ensure an
efficient, scalable, and user-friendly solution. The system's architecture follows a clear
methodology that focuses on usability, functionality, and security. The development process
involves using a combination of HTML, PHP, and SQL, which collectively provide the
foundation for an interactive and dynamic web application. The following design approach
outlines the key stages and methodology involved in the development:

1. System Architecture

The Event Management System follows a three-tier architecture:

 Presentation Layer (Front-End): The front-end is built using HTML, CSS, and
JavaScript. This layer is responsible for the user interface, ensuring that it is
visually appealing, intuitive, and easy to navigate for both organizers and
participants.

 Application Layer (Back-End): The back-end is developed using PHP. It handles

dynamic interactions, user inputs, form submissions, event management functions,
and data processing. PHP communicates with the database to fetch and store
information based on user requests and event-related actions.

 Data Layer (Database): The SQL database is used to store all critical data,
including event details, participant records, ticketing information, and payment
histories. The database ensures data consistency, scalability, and security.

2. Database Design

The database schema is designed to efficiently store and manage information related to
events, participants, and payments. The primary entities of the database include:

 Event Table: Stores details like event name, date, time, location, description, and
ticket types.

 Participant Table: Stores participant information such as name, email, contact

details, and event registration status.

 Ticket Table: Contains information about available ticket types, prices, and ticket
quantity.

 Payment Table: Stores payment transaction records, including transaction IDs,

payment methods, and payment status.

Relationships between these entities are defined to allow for efficient querying and data
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retrieval.

3. User Interface Design

The user interface is designed with an emphasis on simplicity and user experience. The
following features are incorporated:

 Event Dashboard: Provides event organizers with an overview of event details,

participant lists, and statistics on registration.

 Registration Forms: Enables participants to register for events by entering personal

details and selecting ticket types.

 Admin Panel: Allows event organizers to add, update, or cancel events, manage
participants, and view registration details.

 Responsive Design: Ensures the system is accessible on various devices (e.g.,

desktops, tablets, and smartphones), providing flexibility and ease of use across
platforms.

4. Functionality Design

The key functionalities of the system are designed to meet the specific requirements of event
organizers and participants:

 Event Creation and Management: Organizers can create events, update details,
and manage various aspects such as scheduling, ticketing, and location.

 Participant Registration and Ticket Booking: Users can view available events,
select tickets, and complete registrations through forms. Payment integration allows
for secure ticket purchases.

 Notifications and Alerts: Real-time notifications are sent to participants about

event status, changes, and reminders. Organizers also receive notifications about
new registrations and payment updates.

 Reports and Analytics: Organizers can generate reports on ticket sales, participant
demographics, and payment statuses to assess the performance of their events.

5. Development Methodology

The development process for this system follows the Agile methodology. Agile allows for
iterative development, regular feedback, and continuous improvement of the application.
The project is divided into smaller sprints, each focusing on a specific module or feature
(e.g., event creation, user registration, ticketing, and reporting).

Key steps in the development methodology include:

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  Requirement Analysis: Understanding the needs of the end-users (event organizers
and participants) and defining the scope of the project.

 System Design: Creating the system architecture, database schema, and wireframes
for the user interface.

 Implementation: Coding the front-end, back-end, and integrating the database

using HTML, PHP, and SQL.

 Testing: Performing rigorous testing, including unit testing, integration testing, and
user acceptance testing, to ensure the application is bug-free and meets the
functional requirements.

 Deployment: Deploying the system on a live server and providing support for
maintenance and updates as needed.

6. Security Considerations

To ensure the safety and privacy of user data, several security measures are integrated into
the system design:

 Data Encryption: Sensitive data such as user details and payment information are
encrypted to prevent unauthorized access.

 SQL Injection Protection: The application uses prepared statements and

parameterized queries to prevent SQL injection attacks.

 Authentication and Authorization: Admin and participant roles are clearly

defined, with access permissions to prevent unauthorized users from accessing
critical system areas.

7. Scalability and Performance

The system is designed to handle increasing amounts of data and traffic. The database is
optimized for fast querying, and the application is built to scale for handling large numbers
of users and events. Caching mechanisms and server-side optimizations are also
implemented to ensure a smooth user experience, even under heavy load.

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 RESULT AND DISCUSSION

The Event Management System has been successfully developed and tested, offering a
comprehensive solution for managing various aspects of event organization, including event
creation, participant registration, ticketing, payment processing, and real-time updates. The
results from the development and testing phases demonstrate that the system meets the
intended objectives and provides an effective platform for both event organizers and
participants. Below is a detailed discussion of the results, followed by an analysis of the
system's performance, features, and user experience.

1. System Functionality

The system's core functionalities, including event creation, participant registration, and
ticket booking, have been successfully implemented and tested. Event organizers can:

 Create events with all necessary details such as date, time, location, and ticket
pricing.

 View and manage participant registrations in real time.

 Send notifications to participants regarding event status or updates.

 Generate detailed reports on ticket sales, revenue, and participant demographics.

Participants can:

 Browse available events and register for them.

 Select ticket types and complete payments through a secure payment gateway.

 Receive confirmation emails and event reminders.

The overall flow of the system is smooth, with no major bugs or issues encountered during
the functional testing phase.

2. User Interface and User Experience (UI/UX)

The system's user interface has been designed with simplicity and usability in mind. Both
event organizers and participants can navigate the platform easily:

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  Event Organizers: The admin dashboard provides a clean and intuitive interface
for managing events, viewing registrations, and generating reports. Organizers can
access all the necessary tools from a central location, reducing the time spent
navigating between different sections of the application.

 Participants: The registration process is straightforward, allowing users to quickly

sign up for events, select tickets, and make payments. The design is responsive,
making it easy to use on mobile devices and desktops.

The feedback from the initial users has been positive, with particular praise for the
simplicity of the registration process and the overall ease of use.

3. Database Performance

The SQL database has been successfully integrated to handle various data requirements,
including storing participant information, event details, ticket records, and payment
transactions. During testing, the database was able to handle queries efficiently, even with
a significant amount of test data. Key features include:

 Fast Data Retrieval: Event organizers can quickly retrieve data about participants,
ticket availability, and event status.

 Data Integrity: The relationships between different database entities (events,

participants, payments) were correctly maintained, ensuring consistent and accurate
data.

 Scalability: The database is structured to support additional data without

compromising performance, ensuring that the system can scale for larger events
with many participants.

4. Payment Integration

The payment system has been successfully integrated, allowing participants to pay for
tickets securely using various payment methods. The payment gateway ensures that all
transactions are processed securely, and payment data is encrypted to prevent unauthorized
access. During testing, payments were successfully processed and reflected in the system's
records. Additionally, payment receipts and confirmation emails are automatically sent to

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participants.

5. Security Measures

Security measures were implemented to protect sensitive user information. The following
security features were successfully tested:

 Data Encryption: Sensitive data such as participant details and payment

information are encrypted both in transit and at rest, ensuring privacy and protection
against data breaches.

 SQL Injection Prevention: The use of prepared statements and parameterized

queries ensures the system is protected from SQL injection attacks.

 Role-Based Authentication: Admin and user roles are clearly defined, with
appropriate permissions in place to prevent unauthorized access to critical sections
of the system.

Testing revealed that the system is secure and resilient to common security threats.

6. Performance and Scalability

The system performed well during load testing, where multiple users interacted with the
platform simultaneously. The back-end was able to handle multiple registrations, ticket
bookings, and payment processing without significant delays or crashes. The database was
also able to scale efficiently, with response times remaining consistent even as the volume
of data and users increased.

As part of future improvements, the system can be optimized further for even greater
performance, particularly if it is deployed to manage large-scale events with thousands of
participants.

7. Challenges and Limitations

Despite the successful implementation of the system, a few challenges were encountered
during the development process:

 Payment Gateway Integration: While the payment gateway integration was

successful, it required careful handling of different payment methods and

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 currencies, which added complexity to the implementation.

 User Training: While the system is designed to be user-friendly, some event

organizers required initial training to fully understand how to manage the system's
advanced features (e.g., generating reports, tracking payments).

 Mobile Responsiveness: Although the system is designed to be mobile-responsive,

fine-tuning certain elements for a variety of devices required additional testing and
adjustments.

8. Future Enhancements

Based on feedback from users and the testing phase, several future enhancements have been
identified:

 Mobile App Development: A dedicated mobile app could be developed for event
organizers and participants to make it even more convenient to manage events and
track registrations on the go.

 Advanced Reporting: The addition of more granular reporting features, such as

filtering by location, age group, or ticket type, could provide more insights to
organizers.

 Multi-Language Support: To support international events, multi-language

capabilities could be added to cater to users from different regions.

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 Discussion

The development and implementation of the Event Management System present various
insights and discussion points, which highlight its functionality, limitations, and areas for
improvement. These discussion points are based on the results from the testing phase,
feedback from users, and overall system performance.

1. Ease of Use vs. Feature Richness

 Discussion: One of the core strengths of the Event Management System is its user-
friendly interface, which is designed to be accessible to both event organizers and
participants. However, as the system continues to evolve, a balance must be
maintained between ease of use and the richness of features. While organizers
appreciate the simplicity, some advanced users have expressed a desire for more
detailed customization options and in-depth reporting features.

 Point of Discussion: How can the system evolve to add more complex features
(such as detailed analytics or advanced event customization) without overwhelming
less experienced users? Should there be tiered access or a modular approach to offer
basic or advanced functionalities based on user needs?

2. Scalability for Large Events

 Discussion: The system performs well with smaller events and a moderate volume
of participants. However, scalability remains a concern for large-scale events with
thousands of participants. While the current database structure supports an increase
in data volume, there may be a need to optimize further as the number of events and
users grows.

 Point of Discussion: What architectural changes can be made to improve

performance as the system scales? Should additional cloud-based resources or load-
balancing mechanisms be incorporated to manage large traffic spikes during peak
registration periods?

3. Payment Gateway Integration

 Discussion: Integrating payment gateways securely and effectively is a critical

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 feature of the system. While the payment gateway works well, there were challenges
in handling multiple currencies and payment methods, especially in regions with
different banking systems. Additionally, the payment process must be continuously
monitored to prevent fraud and ensure smooth transactions.

 Point of Discussion: How can the payment integration be further expanded to

support global events with more diverse payment methods? Should the system
integrate with more popular international payment services (like PayPal, Stripe, etc.)
to ensure wider accessibility?

4. Mobile Responsiveness and App Development

 Discussion: The current system is designed to be mobile-responsive, allowing users

to interact with the platform on various devices. However, there were challenges in
ensuring a fully optimized mobile experience across all devices. Furthermore, for
ease of use and convenience, there’s growing interest in the development of a
dedicated mobile app.

 Point of Discussion: Should the future development focus on creating a mobile app
specifically for participants and organizers, or should improvements to mobile web
responsiveness continue to be the primary focus? What are the trade-offs in terms
of development cost, maintenance, and user experience?

5. Security Measures and Data Privacy

 Discussion: Security is one of the most critical aspects of the system, especially
when handling sensitive user information and financial transactions. The system
employs strong encryption, role-based access controls, and SQL injection protection
to safeguard data. However, there is always a risk of emerging security threats, such
as data breaches or phishing attacks targeting users.

 Point of Discussion: How can the system evolve to stay ahead of emerging security
threats, and how can we ensure that users’ personal and payment information
remains secure? Should regular security audits be conducted to ensure continued
compliance with global data protection regulations (such as GDPR)?

6. User Feedback and Iterative Improvements

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  Discussion: The system has received positive feedback from event organizers for
its ease of use and functionality. However, feedback from participants indicates that
some aspects of the registration process, such as multiple-step forms or the
complexity of selecting ticket types, can be further simplified.

 Point of Discussion: How can user feedback be incorporated into the design and
development process to continuously improve the system? Should there be a formal
process for collecting ongoing feedback from both event organizers and participants
after the system goes live?

7. Customizability of Events

 Discussion: One of the challenges noted by event organizers is the need for greater
flexibility in customizing event pages, ticket options, and participant interactions.
The current system offers basic event creation tools, but organizers may require
more control over branding, event layout, and ticketing options.

 Point of Discussion: How much customization should the system provide to event
organizers without compromising the ease of use and maintenance of the platform?
Should features like custom event themes or integrations with third-party services
(e.g., Zoom for virtual events) be added?

8. Report Generation and Analytics

 Discussion: The system generates basic reports such as participant lists and payment
status, but organizers have expressed the need for more advanced analytics, such as
detailed attendee demographics, ticket sales trends, and financial summaries.
Providing more robust analytical tools could help organizers make data-driven
decisions and improve future event planning.

 Point of Discussion: What types of advanced reporting features should be

prioritized in future releases? Should the system include real-time event
performance dashboards for organizers to track registrations, sales, and attendee
engagement?

9. Integration with Other Systems

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  Discussion: While the system provides an all-in-one solution for event
management, many event organizers rely on third-party tools for additional
functions, such as marketing (email campaigns, social media integration) and
customer relationship management (CRM). There is potential to integrate these
external tools to provide a more seamless event management experience.

 Point of Discussion: Should the system allow for integration with third-party
marketing, CRM, and event tools, and if so, what are the challenges involved in
developing such integrations? How can the system remain flexible and open to
integrations without becoming overly complex?

10. Future Technologies and Trends

 Discussion: As the event management industry continues to evolve, new

technologies such as artificial intelligence (AI), virtual reality (VR), and machine
learning (ML) are becoming increasingly relevant. These technologies have the
potential to enhance attendee engagement (e.g., personalized event experiences, AI-
powered recommendations) or improve operational efficiency (e.g., automated
event planning).

 Point of Discussion: How should the Event Management System incorporate

emerging technologies in future versions? Should AI be used for predictive analytics
and personalized recommendations, or should the focus remain on refining current
features to meet existing user needs?

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 CONCLUSION AND FUTURE SCOPE

The Event Management System has successfully achieved its primary objectives of
simplifying event planning, registration, and management for both event organizers and
participants. Through the integration of HTML for front-end development, PHP for back-
end functionality, and SQL for secure data management, the system provides an efficient,
reliable, and user-friendly platform.

Key features, including event creation, participant registration, ticket booking, real-time
updates, and secure payment processing, have been thoroughly tested and successfully
implemented. The system's intuitive interface, coupled with its secure database and robust
functionalities, enables organizers to manage events with greater ease, while participants
enjoy a seamless and convenient registration process. Additionally, the incorporation of
real-time notifications and reporting features ensures that both organizers and participants
stay informed at every stage of the event.

Overall, the Event Management System significantly reduces the manual workload for
organizers, automates critical processes, and enhances the overall event experience. The
system has proven effective for managing small to medium-sized events, with potential
scalability to handle larger, more complex events in the future.

Future Scope

Despite its successful implementation, the Event Management System has several
opportunities for growth and enhancement. The following future developments could
further expand its capabilities and address emerging needs in the event management space:

1. Scalability for Large-Scale Events:

o As the platform continues to grow, it will be necessary to enhance the

system's scalability to support larger events with thousands of participants.
Future versions could incorporate advanced data management techniques,
cloud-based infrastructure, and load-balancing features to ensure optimal
performance during peak registration times and heavy traffic.

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2. Mobile Application Development:

o While the system is mobile-responsive, the development of a dedicated

mobile app for both event organizers and participants could enhance user
convenience. A native app could provide push

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 REFERENCES

Below is a list of references that provide insights and sources used during the development
of the Event Management System:

1. W3Schools. (2023). HTML Tutorial. Retrieved from

https://www.w3schools.com/html/

2. W3Schools. (2023). PHP Tutorial. Retrieved from

https://www.w3schools.com/php/

3. MySQL. (2023). MySQL Documentation. Retrieved from

https://dev.mysql.com/doc/

4. MDN Web Docs. (2023). JavaScript Guide. Mozilla Developer Network.

Retrieved from https://developer.mozilla.org/en-US/docs/Web/JavaScript/Guide

5. Rouse, M. (2017). Event Management System. TechTarget. Retrieved from

https://www.techtarget.com

6. Patel, S., & Gupta, A. (2016). A Review of Event Management System.

International Journal of Computer Applications, 147(12), 25-29.

7. Shah, S., & Gupta, R. (2015). Event Management System Using PHP & MySQL.
International Journal of Computer Science & Engineering Technology, 6(8), 639-
644.

8. Chien, C.-F., & Chen, C.-H. (2020). Mobile Event Management System: A Smart
Approach to Modern Event Management. International Journal of Modern
Engineering Research, 10(2), 15-19.

9. Sharma, M., & Malhotra, R. (2021). Design and Development of Event

Management System: A Case Study Approach. International Journal of
Emerging Technologies and Engineering (IJETE), 8(2), 107-111.

10. O’Reilly Media. (2021). PHP and MySQL Web Development. 5th Edition.
O'Reilly Media.

11. Soni, R. & Agrawal, S. (2018). Security Issues in Event Management Systems.
International Journal of Computer Applications Technology and Research, 7(4),
157-162.

These references include documentation, tutorials, and research papers that contributed to
the development of the Event Management System in terms of web technologies, database
integration, and security best practices.
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