CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF STUDY

An event is a celebration or display of some theme to which the public is invited for a limited
time only, annually or less frequently” [Getz (1997)]. There are many types of events including
cultural celebrations, artsOland entertainment, business and trade, sport competitions,
educational and scientific seminars/conferences, and political events [Presbury et al. (2005)].
Events are important contributors to a destination’s economic, social and cultural fabric. They
play a part in creating, a favorable image of the destination as additional attractions, and image-
makers [Getz (1997)]. However, sometimes an event may create negative social and cultural
impacts, through crowding, crime, traffic congestion, community displacement and
commodification of culture, resulting in visitor, sponsor, and community dissatisfaction. These
impacts can disrupt the lives of locals for the duration of the festival or event [Small and
Edwards (2003)]. Events have the distinctive ability to bring people physically together, and to
motivate and make them communicate in ways that cannot be easily copied by other means.
Although events are important part of human life but the subject however is poorly developed
and there is need for proper enlightenment. (Malhotra,2002). An event covers extensive
functionality and many different contexts. It concept includes social gathering, sport, meeting,
entertainment, festival etc and it has become a fashion to use the word event for something that
involve people and time in a particular place. It is seen as a functionality “primitive” meaning
something that happens attached to a time frame. Events could be anything from an item in a
personal schedule, such as informal gathering, a formal gathering. Event is a word that is
generally used for an occurrence at a given place, a special circumstances, which can only occur
ones. One key characteristic of an event is that they are time limited, it is not a continuous
process, each event has a start and finish time and it is very difficult to replicate an event no
matter how one tries (Getz, 2007). Further study of this subject shows that beyond the ability to
create an event (time and scope), some functionality are also required such as registration of
event, email notification of event updates, multiple event administrators (with different level of
authentication). Though scheduling an event within similar or different group is a very tedious
work because it is very difficult to find suitable time between multiple individuals. Different
techniques, tools, technology have been developed in time past to solve problems relating to how
to properly manage an event. The need for scheduling was birth with the question of how to
manage time and execute plans in our daily life.
Booking is considered one of the old problems in the field of the computer science, this
problem has been recognized in number of computing field, in order to solve this problem
number of integrated solutions have been developed. A large number of the research works and
implementations of different algorithms have been designed, developed and simulated for
solving the critical problems linked with the booking system. There are numbers of common
algorithms which have been utilized for solving the scheduling problem such as “Priority
Scheduling, First-Come, First-Served (FCFS) Scheduling, Round Robin (RR), Shortest-Job-First
(SJR) Scheduling and many others”.
Event management is a new evolving field which was birth in order to manage different
kind of event, depending on the number of people involved. Event management is the
organization of all the tasks and activities necessary for the execution of an event booking
regarding its strategy, planning, implementation, and control, based on the principles of event
marketing and the methods of project management (Loos et al, 2008). The context of event flows
includes multiple states and participation from different people such as event booking, pending
registration, cancelled event, approved registration, attendees, and event managers. The manual
process of managing an event is time consuming as man is prone to error.As the world goes
through internet revolution, the demand for system that ease human from their daily work is
increasing and there are lots of internet applications that provide support for organisations so as
to help them achieve their goals. One of these applications is an android based application for
proper event booking management system.
1.2 STATEMENT OF THE PROBLEM
Many problems are associated with the present method (Manual Method) in used for the
administration/management of event booking management system, particularly in the case study
of this work (i.e. Adeline hall, Lead city university). However, these problems are the bases for
the designing of the new system. Some of the problems are;
i. Poor administration: since the system is manual, the administrative part of it is poor and
thereby reduces the efficiency of the system.
 ii. No database structure: due to the fact that every registration is done on paper, the record
can be easily lost.
iii. Lack of planning and optimization: This implies that there is no proper organization in
the garage.
iv. The manual way of conveying messages bring about certain restrictions such as non-
availability of the proposed receiver, omission of vital details from the dispatcher, etc
v. Another problem is people forgetting about the event date or time, because there is no
proper documentation about the event. Sometimes the purpose of the event is not well
sent out, so lack of preparation for such meeting occurs. In addition, we have different
unit in an institution, each with different work and functions. Sometimes different unit fix
the same event venue, the same day and time, without knowing that the venue as been
schedule for another meeting. This leads to congestion of event and most events as been
terminated or conducted lately because of lack of venue. It is in this light that this project
seeks to develop a system that will provide solution to these problems stated above.
1.3 AIM AND OBJECTIVES OF THE STUDY
The aim of this project is to develop an Event Booking Management Software for managing the
operation of Adeline Event center, lead city Ibadan. However, the objectives of the work
include;
i. Planning and optimizing of Events centers, conference hall, stadium and guest house.
ii. Adequate database for keeping client/customer’s record.
iii. To extensively carry out an analysis on how event is been managed in the institution.
iv. To improve on the existing method by automating the manual ways of scheduling an
event.
v. To develop and implement Event Booking System for the institution
1.4 JUSTIFICATION OF THE STUDY
This project which will be an adriod based application will handle issues related to booking and
management of event within the institution. It will be confined to creation of meetings by the
administrator, online venue reservation and sending of information as regards to the meeting to
employee, with detail meeting description such as time, duration, agenda and venue that will be
needed for meeting via their email and mobile phone. This system will also send a remainder
before the meeting, to enhance full awareness and preparation.
1.5 SCOPE OF THE STUDY
In academic environment, proper coordination of venues for an event and those that are to
participate in such event is of high importance towards preventing clashes of venues and also
uninvited personnel to a particular event. In this modern age where computing is becoming
ubiquitous, organizations are being encouraged to have an information system that will assist
them in the management of events.
The Event Booking Management System developed in this research work will be beneficial to
the staff of a particular institution ( Lead city University). The institution will benefit immensely
from implementing this system as it will make the assigning of event venues and sending of
notifications to attendee a seamless effort.
Finally, the organization can generate frequent reports on event venues, date, time and those that
are to attend a scheduled event.
1.6 RESEARCH METHODOLOGY
Software development is a key concept in designing a new system, however, there are certain
things that must be put into consideration and there must be a system cycle in which the method
of gathering data is one of the most important stages. The appropriate method that is used in
gathering the data needed for the developed of this new project work are as follows:

i. Interview method:- This has to do with carrying out one-one interview with those
involves, particularly, the staff of the organisation, so as to know their opinion as
regards the system.
ii. Observation method:- This involve self observation by the researcher to understand the
current system, and identify the shortcomings of the system in order to design the new
system.
The method employ for implementing the task was the Interview and Observation techniques.
The staff and clints at the case study were interviewed, so as to gather information. This was
done in order to know the method (which is manual) they adopted in Event Booking
management.