PROPOSAL

FOR

AN ONLINE WEB EVENT

MANAGEMENT SYSTEM: A CASE
STUDY OF LENDY EVENT
PLANNERS
By
OKOLI PRINCEWILL
DBI/NID/CSE/LA/2020/0004
AKINOLU AINA
DBI/NID/CSE/LA/2020/0001
OSAI KINGSLEY
DBI/NID/CSE/LA/2019/0005
Computer Software
Engineering, Digital Bridge Institute,
Lagos
NOVEMBER 2022
 A WEB BASED EVENT MANAGEMENT
SYSTEM: A CASE STUDY OF DIGITAL BRIDGE
INSTITUTE

BY

Okoli Princewill
(DBI/NID/CSE/LA/2020/0004)
Akinolu Aina
(DBI/NID/CSE/LA/2020/0001)
Osai Kingsley
(DBI/NID/CSE/LA/2019/0005)

Being a National Innovation Diploma Project submitted to the

Department of Computer Software Engineering, Digital
Bridge Institute, Lagos in partial fulfilment of the
requirements for the award of National Innovation Diploma
(NID) in Computer Software Engineering

Supervisor’s Name: Mr. Ayodeji Idris

i
TABLE OF CONTENTS
TITLE……………………………………………………………………………………………...i
Chapter 1: INTRODUCTION..........................................................................................................3
1.0 Background of study..................................................................................................................3
1.0.1 About Events.......................................................................................................................3
1.0.2 What is Event Management System...................................................................................3
1.1 Statement of Problem................................................................................................................4
1.2 The Aim of the study.................................................................................................................4
1.3 Objectives of study....................................................................................................................4
1.4 Scope of study...........................................................................................................................4
1.5 Significance of study.................................................................................................................4
Chapter 2: LITERATURE REVIEW................................................................................................5
2.0 Introduction...............................................................................................................................5
2.1 Theoretical Background............................................................................................................5
2.2 Review of Related Literature.....................................................................................................6
2.3 Deviation of work......................................................................................................................7
2.3.1 Similarities of work to others..............................................................................................7
2.3.2 Differences from other works.............................................................................................8
2.3.3 Improvement to other works...............................................................................................8
Chapter 3: METHODOLOGY/DESIGN..........................................................................................8
3.0 Introduction...............................................................................................................................8
3.1 Method Used..............................................................................................................................9
3.1.1 Waterfall Model......................................................................................................................9
3.2 System Architecture..................................................................................................................9
3.3 Data Flow Diagram.................................................................................................................10
3.4 Unified Modeling Language Diagram.....................................................................................10
3.4.1 Use Case Diagram.............................................................................................................10
3.4.1 Activity Diagram...............................................................................................................11

1
 3.4.2 Class Diagram...................................................................................................................11
Chapter 4: IMPLEMENTATION/SIMULATION......................................................................12
4.0 Introduction.............................................................................................................................12
4.1 Software Development Life Cycle (SDLC)............................................................................13
4.2 Implementation/Simulation.....................................................................................................13
4.2.1 ER Diagram.......................................................................................................................13
4.2.2 MVC Architecture.............................................................................................................14
4.3 Programming Languages and tools for the proposed project..................................................15
Chapter 5: RESULT/ANALYSIS...................................................................................................15
5.0 Introduction.............................................................................................................................15
5.1 Results.....................................................................................................................................16
REFERENCES..............................................................................................................................16

2
 Chapter 1: INTRODUCTION
1.0 Background of study
1.0.1 About Events
According to Getz (1997), an event is a "celebration or display of some theme to which the
public is invited for a specific period of time, annually or less frequently." There are many
different kinds of events, such as political gatherings, educational and scientific
seminars/conferences, corporate and trade events, sporting tournaments, and cultural festivities
[Presbury et al. (2005)]. Events play a significant role in the social, economic, and cultural fabric
of a place. As extra attractions and image-makers, they contribute to the development of a
positive perception of the place [Getz (1997)]. However, there are times when an event can have
detrimental social and cultural effects due to overcrowding, criminality, traffic congestion,
community relocation, and the monetization of culture, which causes dissatisfaction among
attendees, sponsors, and the local population. These effects may cause long-term disruptions to
local residents' lives of the celebration or occasion [Small and Edwards, 2003]. It is important to
consider event management as an interdisciplinary work sector that requires effective and
efficient working together with different partners [Thomas et al. (2008, a), Thomas (2008, b)].
the tactical planning, as well as expert handling is required for the planning and coordination of
an event's execution in order to guarantee the best possible interaction between all players
Considering the following two aspects: time restriction (clearly specified); and events have a
project-like nature due to their uniqueness (typically a once-off initiative), start and completion
positions, and duration. In light of taking these factors into account, "Event Management" entails
coordinating all of the duties and activities. The elements required for an event's execution in
terms of its strategy, planning, implementation, and control, based on the tenets of event
marketing and project management techniques [Thomas et al. 2008, a] being primarily business
software, "Event Management System Software" is a collection of modules that interact with one
another to deliver the desired functionality as specified by the set of requirements ‘Separation the
Fundamental Principles of Concerns' [Dijkstra (1974), Hursch et al. (1995)] and "Modularity"
[Parnas (1972)] that fuel the progress of software. Software is easier to manage comprehensible
and reusable when it is created using these concepts. Making use of Object-Oriented
Programming (OOP) techniques, due to the prevalence of crosscutting problems, the objectives
of modular programming and separation of concerns are rarely achieved. [Kaur et al. (2009)] are
concerned. As a result, there are issues with code dispersal and tangling (Gradecki et al., 2003).
[Laddad (2003)] which make the software more complex and reduce its quality.

1.0.2 What is Event Management

System
Event management is the process of planning a polished event with a clear target audience. It
entails conceptualizing ideas, planning, setting a budget, arranging, and carrying out events like
weddings, musical performances, birthday parties, theme parties, etc. The use of project
3
management techniques in the planning and development of significant events is known as event
management. Event planning is the term used to describe the process of organizing an event,
which can also include planning the budget, scheduling, choosing the venue, obtaining the
required permits, and organizing parking and transportation. securing speakers or entertainers,
planning the decor, security for the event, food, liaising with outside vendors, and emergency
measures. A social gathering or activity, like a festival, is referred to as an event. (for instance, a
musical festival), a marriage, and a celebration (for example a birthday party).
Based on an event management system, this project. It is used to manage every event-related
activity. In any case, all service providers are active at once, and managing them is exceedingly
challenging. It is crucial for the event planner to have all of these service providers' contact
information so that he may get in touch with them if he has to schedule an event for a specific
time. The suggested system has been created to handle all of these activities to achieve success in
the field of event management. The user should have a robust service network providers like
sound system services, lighting providers, canteen services, stage construction and so on.

1.0.3 Background of Case

Study
The company Lendy Event Center (LEC) is specializes in hosting events for customers. They are
based in Ojo, Iyanera, Lagos State. This event management firm works with clients across the
nation on event planning and management. It runs in places like Delta, Kano, Awka Ibom, Port
Harcourt, and Abia. A financial manager, an event planner, and a human resource manager have
each been hired for the offices that have been created in these States. Daily services on a variety
of occasions are offered by the organization. Currently, Lendy Event Planners provides services
only during the working days meaning that customers have limited time to make reservations for
particular services. Customers come to the event management offices on their own time to make
reservations for the event and even go to the bank to make payments. In addition to using phone
conversations, there is a lot of paperwork related to the activities that are booked and those that
are still pending. All of these difficulties call for an online event management system that will
allow customers to book and organize events online at any convenient moment. Here's how the
LEC system operates: New users can fill out an online registration form and register with the
system. Through the system's initial page, users may log in, and customers utilize the system 1P
to make reservations and organize events online. Customers can email suggestions, complaints,
and transaction reports using the system. The system enables printing of transaction reports and
the transmission of alerts to the management for payment approval.

Among LEC's benefits is its ability to lighten the workload. If you don't currently utilize an
online system for managing events, you probably spend the most of your day dealing with a ton
of paperwork. The paperwork seems never-ending, from invoices and confirmation letters that
need to be sent out to mailed-in (and usually illegible) registration forms that need to be loaded
onto your spreadsheet.
4
LEC automates all of these processes, so you won't have to spend time on tedious paperwork and
can instead focus on duties that have a greater impact on your attendance. LEC enables you to
post your full event information package online for free up until you begin taking registrations,
saving you money on printed flyers and brochures. In the registration stage, LEC employs email
alerts and automatically creates bills for guests to download, sparing you still another postage
expense. Rapid payment. With LEC, you may accept credit and debit cards online in addition to
more conventional forms of payment like checks, which guarantees immediate payment. Since
we link LEC to your payment processor for free compared to our rivals, 100% of the money goes
directly to you. LEC also makes it easier for you to keep track of who still owes you money by
clearly highlighting past-due payments for you to follow up on.

1.1 Statement of Problem

The event management system that is currently in use is manual and only available to personnel.
To arrange, reserve, and organize an event, such as a birthday party, marriage, reception, or ring
ceremony, the client must visit to the business' headquarters. When there are numerous
consumers at the business, it is inconvenient when clients pay cash to book for an event. An
online event management system is required in order to allow customers to book and plan events
online at any convenient moment because it takes a lot of effort to find such event organizers and
contact them individually.

1.2 The Aim of the study

The project aim is to automate the processes of booking events through the Design and
Development of an online event management system.

The management of event, employee, booking, venue, and package details is the primary aim of
the event management system.

5
1.3 Objectives of study
• To create a system that allows customers to book events.
• To create an online customer service system to allow customers make enquiries or report
issues.
• To create a system to handle the management and processing of event booking made by
customers.
• To create a secure authentication system.

1.4 Scope of study

The scope of this application is to create a system that effectively manages all of the data
associated with the various events that occur in an organization. The goal is to keep a centralized
database of all event-related data. The scope is to support the various functions and processes
required for efficient data management.

1.5 Significance of study

The significance of this study is to eliminate the need for customers to be physically present to
book for events, and create a system that enables event managers to manage information relating
to booking of event center.

6
 Chapter 2: LITERATURE REVIEW
2.0 Introduction
A Summary of the discussion of event management systems, online event management systems,
event management architecture, and the benefits of OEMS from the literature review is given in
this section (proposed system).

2.1 Theoretical Background

The first version of HTML was written by Sir Tim Berners-Lee (officially called Hypertext
Markup Language) in 1993 with the intention of sharing information that can be readable and
accessible via web browsers. But at that time is wasn’t growing due to the fact that not many
developers were involved in creating website. In 1995, HTML 2.0 was published which contains
all the features of 1.0, but later on it remained as the standard markup language for designing and
creating websites. Then comes 3.0, where an English computer specialist introduced a fresh
paper or draft on HTML with other new features of HTML which gave more powerful
characteristics for webmasters in designing web pages, but then it started slowing down the
browser in applying further improvements. 4.0 was published in the late 1999 which was a
successful version of HTML before 5.0, which was published in 2012. Which is now currently
released and used worldwide (HTML History, 2020). In 1994, Rasmus Lerdorf unleashed his
first version called Personal Home Page which led to the recursive acronym called “PHP:
Hypertext Preprocessor”. PHP is basically used for developing web based software applications
as a server side language that can generate and process HTML dynamically on the server before
sending it to the client (browser). Most pages on the web today were built on PHP and HTML as
their interface as to what will be used to develop an Online Event Management System that
interacts with databases. To back up my client side languages I listed and explained above,
OEMS (Online Event Management System) will need a database i.e. the backend side which is
Microsoft SQL (better called MySQL) Server 2008 used in creating and storing data’s on the
database to record customer information, to make bookings, correct customer data
misinformation etc. Choosing HTML and PHP is the perfect choice for this web application
because HTML helps in inputting text visible to the user. While PHP will handle forms i.e. create
data using a backend language (MySQL) with ease, gather data, save data, you can add delete,
modify elements within your database, supply security, efficiency and many others (PHP
Tutorial, 2021). Also, the use of a local server is needed and for that I’ll be using XAMPP server
to communicate with the interface and database altogether for viewing and functionality.
XAMPP (stands for Cross platform Apache MySQL PHP and Perl) is an open – source cross –
platform web server solution package developed by Apache friends, consisting mainly of the
Apache HTTP Server, MariaDB database, and interpreters for scripts written in PHP language
(XAMPP, 2019). In a nutshell XAMPP is used for a compilation of free web application. It can
be accessible with a single executable file quickly and easily, functioning as a local test system
for Windows, which I’ll be using to fast track the development of this project.
7
2.2 Review of Related
Literature
❖ (Mr. J Nagesh Babu & Ms. Sushma Kulkarni. 2019) It's not simple to plan an event. The
success of an event is determined by how many people attend. Following the COVID19
epidemic, all events, including those that are cultural, technological, and educational, are being
held remotely. As a result, an efficient means of communication between the organizers and the
interested participants is necessary.( “Event Management System” [1] Mr J Nagesh Babu, [2]Ms
Srujana J M, [3] Ms Srusti U M, [4] Ms Sushma Kulkarni [1] Assistant Professor, [2][3][4].
(IJERCSE) Vol 6, Issue 5, May 2019. ISSN (Online) 2394-2320.)

❖  (Khalil Pinjari & Khan Nur. 2016) Events like weddings and festivals are now an essential
part of life, which has caused the need for event planning and management companies to
increase. It is challenging to handle using old system employing spreadsheets, traditional
database, and more when customers and events increase at a faster rate. A new Smart Event
Management System has been designed to address the shortcomings of existing event
management systems. This system employs php, a modern technology, to manage numerous
duties and prepare for staff members, customers, locations, transportation, and other factors.
With the aid of this technology, the gap between the management team and the client has
diminished.( “Smart Event Management System” Assist. Prof. Khalil Pinjari, Khan Nur.
International Journal of Computer Science Trends and Technology (IJCST) – Volume 4 Issue 2,
Mar - Apr 2016.)

❖ (j.M. Raja Shanmugam & P.Thirunavukarasu. 2018) 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 objective is to provide and maintain a centralized database of all
event related information. The System enables even the remote clients to make online Bookings
with ease. It provides a flexible web outlet to attract more clients in the course of event
management process. The project grants most of the basic functionality required for an event
type e.g. [Music festival, Marriage, Dance Show, Birthday party, College Festival,
Anniversaries, etc.],

❖ (Bowdin, Glenn, 2010) Nowadays, the event industry has played a vital role in our society.
People have come up with a lot of occasions for organizing events such as educational events,
birthdays, international conferences, company parties etc. Generally speaking, events are also a
part of human beings' social life because they get to know and talk with different people with
different backgrounds. However, in order to organize a good and successful event, it requires a
thorough and detailed planning process.

❖ (Amite Sharma, 2012) The system generates the invoices when the event is successfully
completed. The system can be expanded. Anytime new functionality is required due to shifting
requirements, it may be introduced to the system.

❖ (Vi-Do, Phat 2014) Ultimately, careful organization and work are always needed to organize a
nice and successful event. The event was a success because most of the guests and visitors were
8
satisfied with the event itself. . By analyzing the comments and grade point averages, the
satisfaction level was determined.( Event Management : Case: The Annual International NIBS
Conference in Lahti Finland May 21-23, 2014)

❖  (Vinay Mishra & Madhuri Dubey. 2016) Online event management system is a software
project designed to support the functions of an event organizer. Only registered users are
permitted to log in, and new users are only permitted to register on the application. This was
envisioned as a web application. The system then gives the user the option to choose the event's
date, time, location, and event equipment when the project has provided the majority of the
fundamental functionality needed for an event type, such as. The user is provided with a receipt
number for his booking, and all the data is entered in the database. The administrator (website
owner) receives the data after that, and he or she may then communicate with the customer as
necessary.( “Event Management System”, Vinay Mishra, 2Madhuri Dubey, 3Priya Banarjee,
4Ajvita Jumle, 5Pallavi Raipure and 6Pooja Wankhede. International Journal of Trend in
Research and Development, Volume 3(6), ISSN: 2394- 9333, Nov-Dec 2016.)

❖  (Amir Saleem, Davood Ahmed Bhat, and Mr. Omar Farooq Khan (July 2017)) describes the
system as an online software project that fulfills the functions of an event manager. New users
may register on the application and the system allows logged-in users to log in. The system
assists in managing users, events, and elements associated to them. This was envisioned as a web
application. The system then allows the user to choose the date, time, location, and event
equipment after the project has provided the majority of the fundamental functionality needed for
an event type, such as (Marriage, Birthday Parties, etc.).(“Review Paper on an Event
Management System”, Amir Saleem1, Davood Ahmed Bhat2, Mr. Omar Farooq Khan3. ISSN
2320–088X, Vol.6 Issue.7, July- 2017.)

2.3 Deviation of work

2.3.1 Similarities of work to others
The writing on the online web design by me on tourism which is been accomplish basically with
internet connections, this is also similar with Vinay Mishra & Madhuri Dubey on event
management which is also achieved through Information Technology. j.M. Raja Shanmugam &
P.Thirunavukarasu also stated 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.
Khalil Pinjari & Khan Nur also stated that events like weddings and festivals are now an
essential part of life, which has caused the need for event planning and management companies
to increase.

9
2.3.2 Differences from other works
O.PRINCEWILL, A.AINA & O.KINGSLEY
We wrote about the modernized method for
event managing which uses online method of
findings
SUSHAMA KULKARNI
She wrote on event planning stating it's not
simple to plan an event which may not be an
online web based design.

It broadens the information and gives it a broad This research has a small sample size and a
focus. narrow scope.

2.3.3 Improvement to other works

We personally made findings on the topic event management in respect to Nigeria and found out
that event planners spends most of their day tackling a mountain of paperwork. From mailed in
registration forms needing to be entered onto thier spreadsheet to invoices and confirmation
letters that need to be sent out, the paperwork seems never ending. This made us to be inquisitive
in going deep into research and making sure there is valid way of organizing event.

10
 Chapter 3: METHODOLOGY/DESIGN
3.0 Introduction
The creation of an online web application for an
event management system is a dynamic, organic
process. It is dynamic, not static; as a result,
improvements are made to it periodically. Using
the internet to research it is one of the most
popular solutions. Most clients will be able to
discover a simple answer to their problems with
this method, especially when the information is
provided online. Due to the abundance of event
venues without reliable online information, it is
now very important.

3.1 Method Used

3.1.1 Iterative Model
Iterations are used to add additional features to this base software product until the final system
is complete. The iterative process model is a software development life cycle (SDLC) approach
in which the first development work is undertaken based on initial requirements that are clearly
stated. The objective of this SDLC methodology is not to provide an exhaustive specification
plan. The iterative development approach, on the other hand, is a technique for dividing any
sizable software development project into smaller pieces. It is intended to build only a section of
the software iteratively, starting with the bare minimum requirements. The prototype is then
reviewed once more to see if there are any more requirements, and the remaining planning,
requirement analysis, deployment, and maintenance are all carried out. This helps in identifying

11
risks associated with the requirements at a early stage and mitigate them.

Figure 1: Iterative Model diagram of Event Management System

3.2 System Architecture

TMS Server

Database
User
Admin

3.3 Data Flow Diagram

Event Management System Data flow diagram is often used as a preliminary step to create an
overview of events without going into great detail, which can later be elaborated. It contains all
of the userflow and their entities such as the flow of customer, package, booking. Below are the
diagrams designed for this projects for clarity of data processing and structured design of the
Event management system process.

12
CustomerManagement Generate customer report

Package Management Event

Generate package report
Management
System
Booking Management Check booking details

Figu re 2: Dataflow diagram of Tourism Management System

3.4 Unified Modeling Language

Diagram
3.4.1 Use Case Diagram
The Use Case Diagram is a graphic depiction of the interactions among the elements of Event
Management System. It represents the methodology used system analysis to identify, clarify and
organize system requirements of an Event Management System (Event Management System
UML Diagrams, n.d.). Major elements of the UML use case diagram is shown below:

Login/Logout
Destination

Clients
Register
Event activities

View details

Make Bookings

Add Details

Modify Details

Delete Details

Figure 3: Use Case Diagram of a Tourism Management System

13
 3.4.1 Activity Diagram

Login to Event
Mangement System
Start

Check User Level and

Permissions

Check
Check Check Permission
Permission Permission

Logout from the End

Manage Customer Manage Booking Manage Package system

3.4.2 Class Diagram

An example of a structure diagram is an event management system class diagram, which lists the
requirements for the system being represented (Lucidchart, n.d.).
The proposed project's class diagram is shown in the picture below:
14
 Customer Class

+customer_id: int
+customer_name: string
+customer_mobile: string
+customer_email: string
+customer_address: string
+customer_username: string
+customer_password: string
+addCustomer()
+editCustomer() Package Class
+deleteCustomer()
+package_id: int
+searchCustomer()
+package_name: string
User Class
+package_type: string
+user_id: int +package_description: string
+user_name: string +addPackage()
+user_email: string +editPackage()
Booking Class
+user_dob: date +deletePackage()
+user_address: string +booking_id: int +updatePackage()
+booking_type: string +searchPackage()
+addUser() +booking_description: string
+editUser() +booking_date: date
+deleteUser() +addBooking()
+searchUser()
+editBooking()
+deleteBooking()
+searchBooking()

Figure 4: Class Diagram of Tourism Management System

15
Chapter 4:

IMPLEMENTATION
4.0 Introduction
This chapter explains how the suggested project will be carried out.

4.1 Software Development Life

Cycle (SDLC)
The SDLC is a crucial methodology or procedure required for this project to be completed
effectively. Every step of the Event Management System software development process is
covered by this method, from ideation to project release and maintenance. Five (5) extremely
important phases/steps make up the Event Management System SDLC, and they are as follows:
• Requirements Phase: After understanding the issues with the online event system, I start
gathering as many requirements as I can for a workable solution. As a developer, I will be
able to refer back to this phase's detailed documentation at any moment to stay on track.

• Analysis: After the paperwork, I consider the issue at hand. The project life circle starts
here. The requirements for the system are formalized during the analysis phase.
• Design: During this stage, software and system designs are created in accordance with
the guidelines outlined in the requirements documents.
• Implementing: is the location where the actual code is written and created using the
design requirements.
• Testing: The code is checked to see if it satisfies all of the criteria established in the first
step when development is complete. There is testing, including system testing, etc.
• Deploy and Maintenance: In this last phase, the audience is given access to the finished
software for viewing.

4.2 Implementation/Simulation
4.2.1 ER Diagram

16
4.2.2 MVC Architecture
The Model-View-Controller (MVC) framework is an architectural pattern that separates an
application into three main logical components namely Model, View, and Controller. (Guru99,
2021)
The Model includes all the data and its related logic, View presents data to the user or handles
user interaction while Controller is an interface between Model and View Components.

17
 (MVC Architecture and Framework Explained, n.d.)

4.3 Programming Languages

and tools for the proposed
project
The client-side, or frontend, of the program would be created using HTML5, CSS3, and
JavaScript, while the server-side, or backend, would be created using PHP with MariaDB as the
database management system.
The project will be developed locally using the XAMPP (Cross-Platform Apache MySQL PHP
and Perl) application, and the scripts that will power the application will be written in the text
editor visual studio code.

18
 Chapter 5: RESULT
5.0 Introduction
This is a summary of the researcher's accomplishments, challenges encountered, and
recommendations for future work on the developed system. The study findings, the conclusions
drawn by the researcher based on the research findings, and the researcher's suggestions with
regard to the research topic are all covered in this chapter. It provides a summary of the
researcher's successes, difficulties, and suggestions for further research on the created system.

5.1 Results
The project goal is to automate the booking processes at Lendy Event Planners.by designing and
developing an online event management system.

The research project's major goal is to design and implement an online event management
system. This goal is met, and the resulting system includes the functionalities suggested by the
various system users.

5.2 Conclusion
Customers won't need to physically reserve events anymore thanks to the suggested technology,
which also helps event administrators effectively manage client data and queries. This would
make event scheduling more simpler while also assisting in reducing the quantity of staff needed
for these tasks.

19
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Chulmo, K., Ulrike, G., William, C. H., & Chung, N. (2015). The Role of IT in Tourism.
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