My Introduction to Event Management

8/6/2019 My Introduction to Event Management

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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 thework/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

T he 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 managementindustry 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 . In troductio n to O nl in e Eve n t Ma n ageme n t

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 lotof energy and funds.

K eys Factors i n P la nn in g a n Eve n t:

y Client¶s Requirement

y Check the feasibilityy Is the event a good idea

y About the venue

y F und Stream



y About the media of advertising

y T iming

y F inancial: Expected level of expenditure, T ime gap of expenditure &

revenue

y Marketing: T o attract best possible audience, Get sponsorship and best

support possible

y Operational: Guide overall operation of online system, Managing the

technologies required

y L egal: make appropriate contacts, handle lawsuits that may arise.

y Public relation teams: T o handle celebrity, to host press conference.

Events

R each Live Interaction

Right

Communicationfrom the client

. Live .

Audience

Desired Cr eates

with



K ey Prob lem

_ L ow awareness among the people.

_ Conservative mentality doesn¶t allow people to accept major changes.

_ L ack 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

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

y U nderstand the five stages of event management: research, design, planning,

coordination, and evaluation

y U nderstand to manage time effectively

y L earn how to manage human resources and volunteers

y H ave insight into hiring vendors, caterers, sound and light technicians,

entertainment, and other resources

y L earn how to conduct an event site inspection

y B e knowledgeable about risk-management procedures and tactics

y L earn about the requirements for necessary contracts, permits, and licenses,

and how to meet these requirements

y U nderstand budgeting, pricing, and accounting as they relate to event design

y B e able to apply the principles of design to event decoration and effectivelyuse flowers, fabric, lighting, and more



3 . FEAS IBILITY STUDY FO R P R OJEC T

F easibility is a determination of whether or not a project is worth doing.

F easibility Study is performed for determining the feasibility of a project. T he

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. T hey are:

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

y Expandability will be maintained in the new system. New modules can be added

later on the application, if required in the future.

1. Operatio n a l feasibi l ity

y T he system will be easy to use as user interface is G U I based.

y T he system is easy to use so no any special skills will be required to use the

system.

y New user will find it easy to use.

So the project will be operationally feasible.

2 . T ech n ica l feasibi l ity

y W e concern here with specifying Equipment and software that will satisfy the

user requirement.



y It will run on any platform (machine), since the java is considered platform

independent.

y 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 . Eco n omic feasibi l ity

y T he procedure is to determine the benefit and savings that are expected from

the project and compare them with the cost.y As internet is the cheapest way of communication, we can perform

communication using web.

y T he cost is just the cost of using the internet based on the channel allocation.

So the project will be economically feasible.

4 . Socia l feasibi l ity

T he project will be socially feasible as today¶s user want quick services

in everywhere. W ith the help of web based shopping we can make business

with others instantaneously



4. SY ST EM ANA LY SI S

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. T hus, 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.

T he 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. T his system may be old in terms of technology, design and

lacks flexibility requiring a higher maintenance cost. T he system analysis can be defines

as:-

³System a n a lysis is a n importa n t activity that takes p lace whe n n ew i n formatio n

systems are bei n g bui l t or existi n g o n es are cha n ged´ .

T here are some system elements, given below, which require the system analysis to be



performed:

1. System Objective2. System B oundary

3. System Importance

4. Nature of the System

5. Role of the System as an Interface

6. U ser Participation

7. Resources

1. System Objective: -

It¶s defining the centralized, single objective of the system. Such objective must be

achieved accurately.

2 . System B ou n dary:-

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

Importa

nce :-

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. R ole of the System as a n In terface: -

Sometimes it happens that the system we are going to build plays the role of an

interface among the various other systems. W orking as an interface is a very critical

task, because it makes the connectivity among the system.

6. U ser Participatio n : -

B asically, 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. R equired R esources: -

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. B en efits of the Proposed System

y Exciting, diverse projects

y The opportunity to meet celebrities and other public figures

y F reebies - see your event for free

y Recognition - build your reputation with every successful event

y Presenters or their authorized representative shows company¶s contact

information.

y

Intuitive menu-driven administration system allows potential presenters or their authorized representatives to submit their meeting details.

y Managers can update details and update will appear on user interface in real

time.

y Manager can change any of the details.

y Manager schedules and approves meetings and are automatically informed

of the approval via e-mail (Optional).

y Managers can view number of users registered for each meeting.

y Register for trade show/conference on-line and pay by credit card securely if

required.

y Display trade show schedule by Day, T ime, T rack and Company Name etc.



T ech n o l ogies U sed

y C#

y ASP.NE T 2.0

y V isual W eb Developer Express Edition

y SQ L Server 2005 Express edition

y W indows 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. H ence this affects the budget

of a solution developer.



6 . Mi lesto n es

y Analyzing solutions and finding possible entities.

y Designing the user interface.

y Prototyping the project.

y Creating data base tables and establishing relationships with the user

interface.

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

y T esting the solution and bettering it.

y Implementing the solution and also documenting it.



7. Features & Services(Eve n ts)

Corporate Eve n t

_ Conference

_ Corporate Celebration

G lamour Eve n ts

_ Celebrity Appearance

_ F ashion Shows

_ Music Concerts and Entertainment shows

B ra n d Eve n ts

_ Promotion and management of B rands



T elevised Eve n ts

_ Events specially created for television channels

Sports Eve n ts

_ F ocused around a sporting event

Co n cept Eve n ts ( T heme B ased Eve n ts)

_ Concept conceived by Event Management Company

Hybrid Eve n ts

_ Mixture of two or more of the above

Others

_ T alent B anks

_ H igh Profile W eddings, Dance Parties



. U sers Of the System

y General U ser: General users are those who want to acquire the services

of the system by doing some payment.

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

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

has all the powers.

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

y W eb Developer: web developer is one who designed the web pages.

T hose web pages must be user friendly, attractive, etc.

9 . Assumptio n s/R isk Assessme n t

Assumptions support the base of the solution. Assumptions include

y Fireworks: Obtain a license through Safe W ork 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 mustnotify the local community by a letterbox drop or an advertisement in the

local newspaper.

y Major i n cide n t/safety p l a n : what could be the worst case scenario? W hat



provision needs to be made for the emergency services? W hat will be the

procedure for summoning assistance? H ow will they get into and out of the

site? Provision of first aid/medical facilities. W ho is responsible, who would

do what, have discussions been held with SA Ambulance, SAPO L and C F S?

y Hea l th & 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.

y E lectrica l 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.

y T raffic Co n tro l : Are roads needing to be closed? W hat 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? W hat

traffic routes will be needed? W hat effect will the event have on traffic

passing the site or on local parking?

y Provisio n of a lcoho l? If so, relevant liquor license should be obtained.

y Food avai lab le? If so, check relevant health laws



y Provisio n of faci l ities - toilets, washing facilities, water supplies, provision

for disposal of waste water, rubbish bins.

y W aste ma n ageme n t - waste collection during setting up, during and after

the event. W hat type of receptacles are to be used? H ow 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.

y Specia

l

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?

y Atte n dees: H ow many people are expected to attend the event? W hat is the

site capacity? W hat means of access and egress are available? W hat level of

will be required, and who will carry out this role?

y Orga n isers: H ow will you communicate with organisers and how will they

be distinguished? H ow will you communicate with the crowd, exhibitors

etc? W hat direction/information signs are required?

y Fire safety - control over use of flammable liquids, L PG or other gases e.g.

in catering or in other demonstrations. T he use of generators should be

strictly controlled - ensure adequate screening and protection, adequate

arrangements for storage of fuel, etc. Adequate and appropriate fire





10. Fu n ctio n a l R equireme n ts

. L ogistics: ³ L ogistics means having the right thing, at the right place, at the right

time."

L ogistics 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.

. Critica l D ates & D ead l in es Creative T eam : Every project should have critical

dates & deadlines to complete the project & also need of creative team is required.

. Feedback : T he response to the system in returned to its input in order to regulate

its further output.

. Co n tract: A binding agreement between two or more persons that is enforceable

by law.

. Co n tact In formatio n : Contact information should be mention correctly.

. C l ien ts: Clients are the basic and foremost requirement of the system.

. T erms & Co n ditio n : Each and every T erms & condition should be mention

clearly.

. U ser Ma n ua ls: Accompany to show points of interest and to explain their

meaning or significance.

11. No n -Fu n ctio n a l R equireme n ts

. B etter Services to get better respo n ses : T he proposed system should give better

services to get better resposes from the client.

. 2 4 X 7 avai lab le: Service should be available 24 X 7 globally.

. Quick R espo n se : Quick response of each & every query should be given.



. F lexib le U ser In terface : U ser should get flexible user interface, so that user¶s

time could not get waste.

1 2 . Activities In Eve n t Ma n ageme n t

Pre-Eve n t Activities

Events typically have a team based environment and a project type of organization structure. T hus, 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. T hen 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

.

Pre-Eve n t Activitie D uri n g-Eve n t Activitie Post-Eve n t Activitie

Activities In Eve n t Ma n ageme n t



concepts. T hen the project manager draws up a cash flow statement, a budget

statement and arranges budget allocation for the event .

D uri n g- Eve n t Activities

During the event, softer aspects come into the focus. F or 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. T he 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.T hus 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-Eve n t Activities

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

for overspends. T he 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.

T his theory states that the function of management can be classified into planning,

organizing, staffing, leading and controlling.

F inally, the most important part of Event Management is the execution of the Event

as planned. W e term this activity as Carrying-out the Event. T herefore, when we

use Event Management, it is to denote the production of an Event.

Staging an event takes more than a wish or dream.



1 3 . Modu les of Proposed System

y Creation

y Registration

y Marketing

y Reporting

y F eedback

Eve n t Creatio n

y Intuitive and easy-to-use back-office interface for admin users to create events.

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

y Automated event posting to the W ebsite Management System calendar.

y Event Management Software integrates with the continuing education course

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

y Event preview enables admin users to view event page as it will appear on the

website.

y Event Management Software offers a convenient event cloning feature that

allows admin users to create new events from previous events.

y Sponsor and speaker information is automatically posted to the event

information page.

Eve n t R egistratio n

y Member and non-member registrations are supported by the Event Management

Software module.



y Membership validation when registrants choose member-only fees.

y Secure online credit card processing including refunds and fee adjustments

are supported by the Event Management Software module.

y Automated email notifications are sent to registrants when they submit their

registration.

y Invoice and receipt links are generated and emailed to registrants on registration

approval.

y F ront-end attendee roster (opt-in) so registrants can view who else has registered

for the event.

y 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.

y ³Discount 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.

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

reporting functions.

Eve n t Marketi n g

y T he Event Management Software's Rich T ext WY SIWY G editor enables non-technical admin users to create and send email announcements.

y Email broadcasting to email lists. Excludes email to individuals who are already

registered for the event.





1 4 . D esig n

Eve n t Ma n ageme n t System Architecture

Compo n en t D escriptio n

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 T he Event Emitter component is a library that allows event

sources to submit event creation requests to CEI.



Event B us T he Event B us processes event creation requests from Event

Emitters. T he Event B us 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

Distribution

T he Event Distribution component delivers events to event

consumers distributed throughout the network. T he distribution

component also informs event consumers about changes to events

for which they are interested, including event purges, updates anddeletions.

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.

T he component is also responsible to coordinate the interaction

between the Event Data Store and the Event Distribution

components. T he event access services provide an architected,

pluggable interface between the bus and event data store

persistence mechanisms.

Event

Consumer

Event Consumers are applications that subscribe to the Event B us

in order to receive event notifications.

Event Catalog T he Event Catalog is a repository of event metadata in the

system.



W ork B reakdow n Structure

D ata T ab le Of Eve n t Ma n ageme n t



Fie ld U se

Event_id Primary Key

Event_name Name Of the eventEvent_description Description of the event

Event_date Date of the event

L ocation_id Event location id, based on location

table

Member_id ID of the user/member or the

administrator who submitted theevent

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

Eve n ts Samp le D ata

11 5 5 . . ³ ³ TT EESSTT II N N GG PPR R OOCCEEDDUU R R EE ´́

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. F or

this programmer use various type of software testing techniques and strategies.

Software can be tested in one of two ways:

Bl ack box testi n g: - 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

W hite box testi n g: - Knowing the internal working of product, tests can be

conducted to ensure that ³all 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.

T he internal data structures are exceed to ensure their validity.

16. I MPLEMENTAT I ON AND MA I NTENANCE

Hardware R equireme n ts:

y Color monitor for good resolution

y Compatible CD-D V D W riters

y Microsoft compatible mouse

y Microsoft compatible keyboard



Software R equireme n ts:

y W eb Designing and Maintaining

y Computer- B ased T raining

y Multimedia Applications

y Data base server

1 7. R ecomme n datio n

_ Companies need to focus on some particular kind of events that they willorganize, 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 toolslike trade fares and road shows rather than press advertising.

_ T he 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. Questio nn aire

Ann exure .1 (Ge n era l Pub l ic)

Name :

Age :

Ge n der :

Occupatio n :

1.W hich of the following events do you attend?

a) W edding b) T rade fare

c) Corporate events

d) L ive shows

e) Sports events

f) Product launch

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

a) It looked like more interactive



b) Signs & B anners

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) L imited choicef) L ess flexible

Ann exure . 2 (compa n y Staff)

Name :

Age :

Ge n der :

Positio n :

1. W hat 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) B usiness man

b) Service class

c) Professional

d) Educational Institutes

3.Problems faced by the event management companies

a) L icenses

b) Sponsors

c) L ack of awareness

d)Permission

1 9 . Future Scope

T his application can be easily implemented under various situations. W e can add new

features as and when we require. Reusability is possible as and when require in this

application. T here is flexibility in all the modules.

SOF T W AR E SCOPE:

Exte n sibi l ity :

T his software is extendable in ways that its original developers may not expect. T he

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.



R eusabi l ity:

Reusability is possible as and when require in this application. W e 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. W e follow up both types of reusability:

Sharing of newly written code within a project and reuse of previously written code on

new projects.

Un dersta n dabi l ity:

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). W e use the method,

which small and coherent helps to accomplish this.

Cost-effective n ess:

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.





My Introduction to Event Management

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