EVENT MANAGEMENT SYSTEM
Visvesvaraya Technological University, Belagavi, Karnataka
BLDEA's V.P. Dr. P. G. Halakatti
College of Engineering & Technology
Ashram Road, Adarsh Nagar, Vijayapura, Karnataka-586103
Department of Computer Science and Engineering
MINI PROJECT REPORT [BCS586]
ON
Event Management System
Submitted By
Sarojani Yadavannavar [2BL22CS160] Soujanya Kollari [2BL22CS175]
Sneha Hattaraki [2BL22CS173] Sanjana Nagaral [2BL22CS194]
Under the Guidance of
Dr. Suvarna L Kattimani
Dr. Anil Kannur
During
5th Semester 2024-2025
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EVENT MANAGEMENT SYSTEM
Visvesvaraya Technological University, Belagavi, Karnataka
BLDEA's V.P. Dr. P. G. Halakatti
College of Engineering & Technology
Ashram Rd, Adarsh Nagar, Vijayapura, Karnataka-586103
Department of Computer Science and Engineering
MINI PROJECT [BCS586]
CERTIFICATE
This to certify that the mini project work entitled “Event Management System” is a Bonafide work
carried out by Sarojani Yadavannavar [2BL22CS160], Sneha Hattaraki [2BL22CS173],
Soujanya Kollari [2BL22CS175], Sanjana Nagaral [2BL22CS194] during 5th Semester of BE
program. This report has been approved as it satisfies the academic requirement in respect of mini
project prescribed for Computer Science and Engineering from Visvesvaraya Technological
University, Belagavi for the year 2024-2025.
Dr. Suvarna L Kattimani
Dr. Anil Kannur Dr. Leena R Ragha Dr. V. G. Sangam
Guide HOD Principal
Examiners Signature with date
1.
2.
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EVENT MANAGEMENT SYSTEM
DECLARATION
We, Sarojani Yadavannavar [2BL22CS160], Sneha Hattaraki [2BL22CS173],
Soujanya Kollari [2BL22CS175], Sanjana Nagaral [2BL22CS194] students of 5th
semester, Department of Computer Science and Engineering, B.L.D.E.A.’s V.P. Dr
P.G Halakatti College Of Engineering and Technology, Vijayapura declare that the
mini project titled “Event Management System” has been carried out by us and
submitted for partial fulfillment of the 5th Semester BE program Computer Science
and Engineering from Visvesvaraya Technological University, Belagavi for the year
2024-2025.
Name [USN] Signature
Sarojani Yadavannavar [2BL22CS160]
Sneha Hattaraki [2BL22CS173]
Soujanya Kollari [2BL22CS175]
Sanjana Nagaral [2BL22CS194]
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EVENT MANAGEMENT SYSTEM
Abstract
The Event Management System (EMS) is a comprehensive web-based application developed to
simplify and automate the various processes involved in event organization and coordination
within educational institutions. It is designed with the objective of making event management more
efficient, organized, and accessible for both students and staff. The system offers a range of
functionalities including event creation, registration, coordination, management, and
communication.
The EMS aims to streamline the entire event lifecycle, from the initial planning phase to postevent
feedback collection. By providing an easy-to-use interface for students and staff, the system
ensures that events are efficiently coordinated, and communication between various
stakeholders—event organizers, participants, and administrators—is seamless. The system enables
students to register for events, access important details such as schedules, locations, and event
descriptions, and provides them with real-time updates regarding event statuses. Staff and
coordinators can also manage and track event registrations, allocate resources, and coordinate with
other members, ensuring that every aspect of the event is covered.
For administrators, the system includes a powerful dashboard to manage events, view reports,
update event details, and monitor performance. It enables the generation of analytical reports based
on feedback collected from participants, helping the institution assess the success of the events and
make data-driven decisions for future events. With features like event categorization, participant
tracking, and coordinator management, the EMS eliminates the need for manual tracking and
enables more effective decision-making.
In addition to improving the organization and workflow of events, the system also promotes
transparency and accountability, as all event-related information is centralized and easily
accessible. The system is scalable and adaptable, allowing educational institutions of various sizes
to implement it according to their specific needs. The goal of the EMS is not only to automate
administrative tasks but also to provide a platform that enhances the overall experience for
participants and organizers alike. By integrating this system into the educational environment,
institutions can improve their event management processes, reduce administrative burdens, and
foster a more engaging experience for students and staff.
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EVENT MANAGEMENT SYSTEM
Technical Key Words
• Event Management System
• Web Application
• PHP
• JavaScript
• MySQL
• Database Management
• User Authentication
• Dynamic Functionality
• Event Registration System
• Admin Dashboard
• Real-time Updates
• Staff Coordinator
• Student Coordinator
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Chapter 1
Introduction
1.Social Requirements:
Educational institutions, especially universities, regularly organize a variety of events such as
workshops, seminars, fests, and conferences for their students and staff. The event management
process in these institutions often involves multiple manual tasks like registration, coordination
between different teams, and collecting feedback post-event. This traditional approach tends to be
time-consuming, prone to human error, and frequently leads to inefficiencies.
2.Existing Solutions:
There are several commercial event management tools like Eventbrite, Cvent, and others that assist
in organizing events by providing solutions for registration, ticketing, scheduling, and feedback
collection. These platforms have been widely adopted by various organizations and institutions for
event planning. However, while these solutions do offer helpful functionalities, they often come
with limitations that prevent them from fully meeting the needs of educational institutions,
particularly in terms of customization and integration with other systems used within the
institution.
3.Drawbacks of Existing Solutions
Limited Customization: Existing solutions often focus on general business needs and lack
customization for educational institutions, such as integration with student data systems or
course schedules.
High Costs: Many event management tools come with subscription or setup fees that may
be unaffordable for smaller institutions.
Lack of Integration: These tools often do not integrate well with other institutional systems,
creating additional manual work and data silos.
Complex User Interface: The interfaces of these platforms can be complicated, leading to
longer onboarding times and user frustration.
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Chapter 2
Problem Definition, Proposed solution and Objectives
2.1 Problem Definition
The current manual system for event management in educational institutions often leads to
confusion regarding registration, event coordination, and participant tracking. The lack of an
integrated system hinders smooth communication between event coordinators, participants, and
administrators.
2.2 Proposed Solution
The proposed solution is an Event Management System built with PHP and MySQL. This system
will provide an intuitive platform for event registration, updates, and coordination for both students
and staff. Features will include real-time event updates, participant tracking, event feedback, and
reporting. The system will enable administrators to create, update, and delete events, while
allowing students to easily register and participate.
2.3 Objectives
To design a user-friendly platform for event registration and management.
To enable efficient communication and coordination among staff and student coordinators.
To allow students to register for events and view event details.
To provide administrative controls for event management and reporting.
To centralize event data and ensure easy access for administrators, coordinators, and
participants.
To minimize manual errors and reduce time spent on event management tasks.
The system will provide a centralized database for storing event details, participant data, and
feedback, ensuring easy access and updates. It will streamline event planning and scheduling,
reducing manual errors and saving time for organizers and participants. The solution aims to
enhance event experiences, boosting administrative efficiency and participant satisfaction.
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Chapter 3
Proposed Methodology
3.1 Diagrams
3.1.1 Database Diagrams
A database diagram is a visual representation of a database's structure, showing tables, their
attributes, and the relationships between them. It helps to understand how data is organized,
connected, and stored in a database system.
[Fig 3.1 Database]
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EVENT MANAGEMENT SYSTEM
The Figure 3.1 represents a database schema for an event management system. It includes tables
for events, event_info, event_type, participant, registered, staff_coordinator, and
student_coordinator. The events table stores details about each event, such as the event title, price,
and number of participants. The event_info table provides specific event details like date, time,
and location, linked to the events table via event_id. The event_type table categorizes events into
types and is related to the events table by type_id. The participant table stores information about
participants, while the registered table tracks which participants are registered for which events.
The staff_coordinator and student_coordinator tables store the details of the event coordinators,
both staff and students, and are linked to the events table. The relationships in the diagram show
how these entities interact, ensuring the event management system runs smoothly.
3.1.2 E-R Diagrams
The Entity-Relationship (ER) diagram represents the core components of an event management
system and their relationships. It includes key entities such as:
1. Event: This entity represents an individual event being organized. It includes details like
event title, date, time, location, and price.
2. Staff Coordinator: This entity refers to the staff member responsible for overseeing the
event. Each staff coordinator is linked to a specific event via the event ID.
3. Student Coordinator: Similar to the staff coordinator, this entity represents the student
assigned to help manage the event. The student coordinator is also associated with an event
using the event ID.
4. Event Details: This entity holds additional information about the event, such as the number
of participants, event description, and other specifics that are tied to a particular event.
These entities are interconnected through relationships that use the event ID as a key. The event
ID acts as a primary identifier in all related entities, creating a unified structure for managing event-
related data. This design ensures efficient data management and consistency across the system.
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EVENT MANAGEMENT SYSTEM
[Fig 3.2 ER Diagram]
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3.1.3 DFD diagrams
The Data Flow Diagram outlines the flow of data from the user interface to the database. It
shows how users can register for events, how staff and student coordinators can manage events,
and how feedback is collected and stored.
Level 0:
[Figure 3.3.1]
Level 1:
[Figure 3.3.2]
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Level 2:
[Figure 3.3.3]
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3.2 Algorithms
Event Registration Algorithm:
• Input: Student registration details (name, contact details, event selection).
• Process:
o Validate user input (check if all fields are filled correctly). o
Verify event availability (ensure there are spots available).
o Store the registration data in the database (save student details and event
selection).
• Output: Confirmation message with event details.
Event Creation Algorithm:
• Input: Event details (event name, date, time, location, staff and student coordinators, etc.).
• Process:
o Validate event details (ensure no required fields are missing). o Store
event data in the Events and Event_Info tables.
o Notify coordinators about the event creation.
• Output: Confirmation message indicating the event was created successfully.
Admin Algorithm:
• Input: None (fetch all event details from the database).
• Process:
o Query the database to fetch event details along with student and staff coordinators.
o If events exist, display them in a table with the event's details (name, participants,
price, coordinators, date, time, and location).
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o Provide an option to delete events.
• Output: Display a table of event details and a link to create new events.
Event Categories Display Algorithm:
• Input: Image links and event category details (Technical, Gaming, On-Stage, Off-Stage).
• Process:
o Display the event categories with corresponding images and descriptions.
o Provide a link to view events in each category. o Dynamically generate the "View"
button based on the category ID.
• Output: Displayed event categories with images, descriptions, and links to view events in
each category.
About Us Page Algorithm:
• Input: College name, event details, mission, vision, and essence text.
• Process:
o Display the "About Us" section with a title and description. o Format text with styled
paragraphs for mission, vision, and essence.
o Add the "Join Us!" section inviting users to participate.
o Apply styling and structure using a blue border and custom fonts.
• Output: A well-organized "About Us" page with sections for mission, vision, and invitation
to join, presented with a blue border.
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Chapter 4
Results and Discussion
Home Page:
[Fig name: Home Page]
Admin Page:
[Fig name: Admin Page]
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Events Categories for registration:
[Fig name: Events categories for registration]
Admin login page:
[Fig name: Admin Login Page]
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Registration form:
[Fig name: Registration form]
Students details:
[Fig name: Students details]
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Event details:
[Fig name: Events details]
Student Coordinator:
[Fig name: Student Coordinator]
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Staff Coordinator:
[Fig name: Staff Coordinator]
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Chapter 5
Conclusion and Future scope
5.1 Conclusion
The Event Management System has proven to be an effective solution for addressing the
complexities involved in managing events. By automating processes such as registration,
scheduling, and communication, the system has significantly reduced manual effort and errors. Its
user-friendly interface ensures ease of use for students, administrators, and coordinators, making
event management seamless and efficient. The successful implementation of this system
demonstrates its potential to improve the organization and execution of events within educational
institutions.
5.2 Future Scope
While the current system meets the primary requirements, there are numerous opportunities to
enhance its capabilities in the future:
Mobile Application Integration:
Developing a mobile application to make the system accessible on smartphones and tablets,
offering convenience to users on the go. The app could include push notifications for reminders,
updates, and announcements about events.
AI-Powered Recommendations:
Incorporating artificial intelligence to suggest relevant events to users based on their preferences,
past participation, and interests. This feature could improve student engagement and participation
rates by personalizing the user experience.
Multi-Institution Collaboration:
Enabling the platform to support collaborations between multiple institutions for intercollege
events. This would include secure sharing of participant data and event schedules across
institutions.
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