Dr.

Rafiq Zakaria Campus

Maulana Azad College of Arts, Science & Commerce
Dr. Rafiq Zakaria Marg, Rauza Baugh, Aurangabad.

Department of Management Sciences & Computer Studies (BCS & BC

BCS PRPJECT SYNOPSIS

On

Event Management System

By

Name: Shaikh MOHD Yahiya

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Under the Guidance of

Naseema Mam

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In partial fulfillment of award of the degree of

Bachelor of Computer Science B.sc (CS/BCS)
Dr. Babasaheb Ambedkar Marathwada University
Aurangabad
1. Project Title:

 Royal Event

2. Introduction:

Overview:
The "Royal Event " is a comprehensive solution designed to streamline and enhance the
planning, execution, and evaluation of events. In a world where events play a pivotal role
in various domains, from corporate gatherings to social celebrations, the need for an
efficient project management system becomes imperative. "Royal Event" aims to be the
go-to platform for event organizers, providing them with the tools and features required to
orchestrate seamless and memorable experiences.

Purpose and Significance:

The purpose of the Royal Event is to revolutionize the way events are planned and
executed. By centralizing tasks, communication, and resources, the system will eliminate
inefficiencies, reduce errors, and elevate the overall event management process. Its
significance lies in empowering event organizers to focus on creativity and attendee
experiences rather than getting bogged down by administrative complexities.

Objectives and Goals:

The primary objectives of the Royal Event are threefold:

2.1 Efficiency Enhancement:

Streamline the event planning process by providing intuitive tools for task management,
budgeting, and resource allocation.

2.2. Collaborative Platform:

Foster seamless communication and collaboration among event organizers, vendors, and
stakeholders through integrated features, ensuring everyone is on the same page.

2.3 Data-Driven Decision Making:

Enable informed decision-making by offering robust analytics and reporting
functionalities, allowing organizers to evaluate the success of past events and optimize
future ones.

Achieving Excellence:
As we embark on this project, our overarching goal is to redefine the standards of event
management. "Royal Event" aspires to become synonymous with precision, creativity,
and flawless execution in the world of events. By aligning technology with the intricacies
of event planning, we envision a future where every event, regardless of scale or nature, is
a resounding success.

In summary, the "Royal Event " emerges as a solution poised to transform the dynamics
of event management, ensuring a royal touch to every occasion. Join us on this journey as
we set the stage for a new era in the art of event orchestration.

3. Problem Definition:

Issue and Challenge:

The event management landscape is rife with challenges, marked by complexities in
planning, coordination, and execution. Organizers often grapple with disjointed
processes, inefficient communication, and the daunting task of managing myriad details.
The lack of a centralized, streamlined solution poses a significant challenge, leading to
increased stress, potential errors, and a diminished focus on the creative aspects of event
planning. Recognizing this, the "Royal Event" seeks to address these pain points and
redefine the paradigm of event management.

Importance and Impact:

The importance of solving the challenges inherent in event management cannot be
overstated. Events play a crucial role across industries, from fostering business
connections in corporate conferences to creating memorable experiences in social
gatherings. The impact of the Royal Event system lies in its ability to revolutionize how
events are conceptualized and executed.

Firstly, the system aims to alleviate the stress and workload on organizers by providing a
unified platform for task management, budgeting, and resource allocation. This
streamlining of processes not only reduces the likelihood of errors but also frees up
valuable time for organizers to focus on the creative aspects of event design.
Secondly, the collaborative nature of event management is enhanced through seamless
communication features, ensuring all stakeholders are on the same page. The impact of
improved coordination extends beyond just efficiency – it directly translates into elevated
event experiences and heightened attendee satisfaction.

Lastly, the system's emphasis on data-driven decision-making introduces a transformative

element to the field. By providing organizers with insightful analytics and reporting
functionalities, Royal Event enables informed decision-making, allowing for continuous
improvement and optimization of future events.

In conclusion, the Royal Event addresses the critical challenges plaguing the event
management landscape. Its impact is not only felt in the increased efficiency of
organizing events but also in the enhancement of overall event experiences. By providing
a solution that combines efficiency, collaboration, and data-driven insights, Royal Event
is poised to make a substantial contribution to the evolution of event management
practices. Join us as we embark on this journey to transform challenges into opportunities
and set a new standard for excellence in the realm of event planning.

4. System Requirement Specification:

4.1 User Interview: Insights into User Needs, Preferences, and Requirements

In order to create a user-centric project management system, extensive user interviews

were conducted to understand the diverse needs, preferences, and requirements of event
organizers. Key insights gathered include:

 Task Management: Organizers expressed the need for a centralized task

management system that allows them to create, assign, and track tasks efficiently.
Prioritization and real-time updates were highlighted as crucial features.

 Collaboration Tools: Users emphasized the importance of seamless communication

and collaboration among team members, vendors, and stakeholders. Integration with
communication tools and real-time notifications were identified as essential
functionalities.
 Budgeting and Resource Allocation: Effective budgeting and resource allocation
were identified as pain points. Users expressed the need for a system that simplifies
budget tracking, manages expenses, and optimizes resource allocation.

 Analytics and Reporting: Organizers highlighted the significance of data-driven

decision-making. Comprehensive analytics and reporting functionalities were
identified as essential for assessing event success, identifying areas for improvement,
and making informed decisions.

4.2 Current System Flow Diagram:

The current system operates with a series of disjointed processes, leading to inefficiencies
and potential errors. The diagram illustrates the fragmented nature of the existing
workflow, showcasing the need for a more integrated and streamlined solution.

4.3 Proposed System: Functionalities and Improvements over the Current System

The proposed Royal Event Project Management System aims to address the identified
user needs and enhance the overall event management experience. Key functionalities and
improvements include:

 Centralized Task Management: The system will feature an intuitive task

management module, allowing organizers to create, assign, and track tasks
seamlessly. Prioritization features and real-time updates will enhance task efficiency.

 Collaboration Hub: Royal Event will serve as a collaborative platform, integrating

communication tools and providing real-time notifications. This ensures effective
communication and collaboration among event organizers, vendors, and stakeholders.
 Budgeting and Resource Optimization: The proposed system will streamline
budget tracking, manage expenses effectively, and optimize resource allocation. This
will alleviate the challenges associated with financial management in event planning.

 Comprehensive Analytics: Royal Event will introduce robust analytics and reporting
functionalities. Organizers will have access to insightful data, enabling them to
evaluate the success of past events, identify trends, and make data-driven decisions
for continuous improvement.

 Intuitive User Interface: The user interface will be designed with a focus on user
experience, ensuring ease of navigation and accessibility. Intuitive dashboards and
customizable features will contribute to a user-friendly environment.

 Mobile Accessibility: Recognizing the dynamic nature of event management, the

proposed system will be accessible through mobile devices. This enhances flexibility
and allows organizers to manage events on the go.

 Security and Data Privacy: The system will prioritize security and data privacy,
implementing robust measures to protect sensitive information and ensure compliance
with privacy regulations.

In conclusion, the Royal Event is envisioned as a comprehensive solution that not only
addresses the current challenges faced by event organizers but also introduces a set of
functionalities and improvements to elevate the overall event management experience.
This system aims to set new standards for efficiency, collaboration, and data-driven
decision-making in the realm of event planning. Join us as we embark on this journey to
create a platform that empowers event organizers and transforms the way events are
orchestrated.
5. E-R Diagram (Entity-Relationship Diagram):
Visualizing Relationships and Database Structure
The Entity-Relationship (E-R) Diagram offers a snapshot of key entities and their
interconnections within the Royal Event Project Management System:

 User: Identified by User_ID, engaged in relationships with Task, Communication,

Budget, Resource, and Analytics entities.
 Task: Linked to User_ID, encompassing attributes like Task_ID, Description,
Deadline, and Status.
 Communication: Associated with User_ID, featuring Communication_ID,
Message, and Timestamp.
 Budget: Connected to User_ID, including Budget_ID, Expense, and Allocation.
 Resource: Tied to User_ID, comprising Resource_ID, Type, and Availability.
 Analytics: Affiliated with User_ID, involving attributes such as Analytics_ID,
Metric, and Report.
This E-R Diagram provides a concise yet comprehensive overview, emphasizing entity
relationships and the database structure crucial for effective event planning and management.

6. DFD (Data Flow Diagram):

The Data Flow Diagram (DFD) takes an input-process-output view of a system. Data
objects flow into the software, are transformed by processing elements and resultant data
objects flow out of the software. Data objects are represented by labeled arrows and
transformations are represented by circles..