Design And Implementation Of Event Scheduling Management System

Project and Seminar Material for Computer Science and Computer Engineering

Design And Implementation Of Event Scheduling Management System


The workspace in our daily activities requires proper interaction as event is considered as one of the frequent task in an organization, 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, advancement in technology as reduces the rate of time consuming task and tedious activities because many tasks can now be automated with the help of use of some web application. The methodology use in this project is waterfall model, which involve proper analysis on the existing system, requirement for the new system, design of the new system and the implementation of the proposed design using C#.Net programming language along with Microsoft SQL as the database. Finally, an event management system that provides an interoperability platform for communication between the attendees/invitees and the host has been developed.

Table of Contents

  • Title
  • Declaration
  • Certification
  • Dedication
  • Acknowledgment
  • Abstract
  • Table of Contents
  • List of Tables
  • List of Figures

Chapter One:


  • 1.1 Background to the Study
  • 1.2 Statement of the Problem
  • 1.3 Aim and objectives
  • 1.4 Significance of Study
  • 1.5 Scope of Study
  • 1.6 Limitations of Study
  • 1.7 Operational Definition of Terms

Chapter Two:

Literature Review

  • 2.1 Introduction
  • 2.2 An Overview of Event
  • 2.3 Type of Event
  • 2.3.1 Corporate Event
  • Internal Event
  • External Event
  • 2.4 Event Planning and Analysis
  • 2.4.1 The event mission: objectives and aims
  • 2.4.1 The event mission: objectives and aims
  • 2.4.2 Target Group
  • 2.4.3 Venue Management
  • 2.4.4 Time
  • 2.5 Event Management
  • 2.6 Management Information System
  • 2.7 Scheduling System
  • 2.7.1 Scheduling Tools
  • Critical Path Analysis
  • Program Evaluation & Review Technique (PERT)
  • Calendars
  • Gantt Chart
  • 2.8 Existing Scheduling Application

Chapter Three:

System Analysis and Design

  • 3.1 Introduction
  • 3.2 Analysis of the Existing System
  • 3.3 Limitation of the Existing System
  • 3.3.1 Forgetfulness
  • 3.3.2 Timeliness
  • 3.3.3 Venue
  • 3.3.4 Event Details
  • 3.4 Justification of the New System
  • 3.5 Methodology
  • 3.6 Proposed Design System
  • 3.6.1 Administration Component Design
  • 3.6.2 Event Manager Component Design
  • 3.6.3 User Component Design
  • 3.6.4 Database Design
  • 3.7 Program Flowchart

Chapter Four:

System Implementation, Testing and Integration

  • 4.1 System Implementation, Testing and Integration
  • 4.2 Choice of Programming Language
  • 4.2.1 Microsoft Structured Query Language (MSSQL)
  • 4.3 System Requirement
  • 4.4 The System Main Menu Implementation
  • 4.5 Implementation of the Subsystem
  • 4.6 Query Subsystem Implementation
  • 4.7 System Testing and Integration
  • 4.8 The Test Plan
  • 4.9 Test Data

Chapter Five:

Summary and Conclusion

  • 5.1 Introduction
  • 5.2 Summary
  • 5.3 Findings and Discussion
  • 5.4 Suggestions for Further Work
  • 5.5 Conclusion
  • 5.6 Recommendation
  • References
  • Appendix

List of Tables

  • Table 3.1 Staff Information table
  • Table 3.2 Event Table
  • Table 3.3 Event Attendee Table
  • Table 3.4 Users Role Table
  • Table 3.5 Department table
  • Table 3.6 Venue Table

List of Figures

  • Figure 3.1 Welcome Page Flowchart
  • Figure 3.2 Administration Flowchart
  • Figure 3.3 Event Management Flowchart
  • Figure 3.4 User Flowchart
  • Figure 4.1 System Main page
  • Figure 4.2 Dashboard for User Setup
  • Figure 4.3 Setup for Approving Officer
  • Figure 4.4 Event Description
  • Figure 4.5 Event Setup

Chapter One


1.1 Background of Study

The continuous advancement in the information and communication technology as contributed a lot to the universe, making life easier for individual, organization, institution and every field now see the importance of ICT as the world goes global and tend towards ubiquitous computing. The rate of time consuming task and tedious activities has reduced as a result of this advancement because many tasks can now be automated with the help of technology improving the manual way of processing, storing, accessing, communicating and providing information from one person to another or among group of people. The role of information is inevitable in our daily lives. Information is extremely important to the successful functioning of any organisation. The constant and steady stream of communication and information helps to build credibility and reflect a sense of transparency in our daily interaction. Various people assemble together for the purpose of communicating with one another towards achieving the organisation’s goal.

The workspace in our daily activities requires proper interaction as event is considered as one of the frequent task in an organization. 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. Scheduling 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 scheduling. 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 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 registration, 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 a web based application for proper event management.

1.2 Statement of the Problem

Event involves bringing people together within a time frame in a particular place. The major problem is how information about the event is been communicated and how to secure a proper venue for each event. 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. 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

The aim of this project is to design and implement a web based event scheduling management system. To achieve this, we shall be guided by the following specific objectives.

  1. To extensively carry out an analysis on how event is been managed in the institution.
  2. To improve on the existing method by automating the manual ways of scheduling an event.
  3. To develop and implement event scheduling management system for the institution.

1.4 Significance of 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 Management System developed in this research work will be beneficial to the staff of a particular institution (Federal University of Technology). 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.

The employee of the organization will also be able to get notification when a new event is created in which they are to be part of, also the System will send a reminder in form of SMS and Email to the attendee in some days or hours as it is being setup by the organization.

Finally, the organization can generate frequent reports on event venues, date, time and those that are to attend a scheduled event

1.5 Scope of Study

This project which will be a web based application will handle issues related to scheduling 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.

1.6 Limitation of Study

This study is not a new concept but a modification of existing concepts using the new designing and development technology to design an effective application. Although this project is designed with mobile connectivity in mind, but the mobile application interfacing with this application is not developed. Also the application does not include a conference or video calling integration.

This system is a web application design only for Information and communication technology staff, FUT Minna. This project does cover the whole institution.

1.7 Operational Definition of Terms


Knowledge communicated or received concerning a particular fact or circumstance; news


An occurrence, especially one that is particularly significant, interesting, exciting or unusual


Planning work that needed to be done, showing the order in which tasks are to be carried out and the amounts of time allocated to them.


A group of people identified by a shared purpose or interest.


The act of controlling or handling something successfully.


An assembly of computer hardware and software peripheral working together.

Chapter Five

Summary and Conclusion

5.1 Introduction

This project work was carefully carried out using the waterfall model of software lifecycle. WATER FALL MODEL was being chosen because all requirements were known beforehand and the objective of our software development is the computerization/automation of an already existing manual working system.

5.2 Summary

In this study therefore, the researchers hope to accomplish the following:

  1. To design a better way of organizing and scheduling event.
  2. To solve the problem of clash of venues and forgetfulness
  3. To send notification to staffs about an events.

5.3 Findings and Discussion

It is discovered that the university uses the manual method of event scheduling and management which has a lot of setbacks.

5.4 Suggestions for Further Work

A mobile version of event management system will provides for a better usage of technology. Since mobile devices are unarguably ubiquitous and are becoming extremely competent in terms of availability of system resources, targeting the mobile platform will be highly profitable for the implementer and extremely beneficial to the user population. Mobile operating systems and Frameworks like Android, Blackberry and Windows, would enjoy the application by being able to skim through a selected project and send projects to a registered e-mail account.

5.5 Conclusion

A detailed description of the characteristics, challenges and modalities of event management had been presented in this project. Discussions on event management life cycle, event scheduling, mitigation, readiness, were also presented. Finally, an event management system that provides an interoperability platform for communication between the attendees/invitees and the host has been developed. Using the system for communication between ICT staff within FUT, Minna revealed its capacity for better event management.

5.6 Recommendation

I hereby recommend that the project should be implemented along with policy usage so as not to sabotage the proposed system. The use of more specific automated software/system like the one produced in this study as well as update of the system is recommended from time to time to promote efficiency

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