ABSTRACT

My project Event Planning and Organization is based on difficulty I faced on my own experience. Whenever we search for a place suitable and affordable for our event we either do not know the actual venue site or we see pictures that do not match the site. Whenever a person plans for an event we require the information about the place such as pricing or how many people can be at venue. This trivial information is not available at some of the better event organizer’s and planner’s websites. Sometimes you have to scout google or other sites to get full information regarding the venue. One of the biggest problems with these websites are that the data is rarely updated (if ever). In my project I will try to rectify some of these problems faced by users while handling these websites. I will try to give as much as data possible to users and extend the comfort to them. The users will no longer have to go to each and every venue and get large piles of cards/information booklets. The users will be able to gain this information from within the four walls of their house. This project will firstly focus on providing maximum information to the user. While improving some present features on other websites.

CHAPTER 1: INTRODUCTION TO EVENT PLANNING AND ORGANIZATION

Problem definition

The lack of information affects the users. They are unable to get information from the vicinity of their home. Users have to travel to the venue to get any kind of perception of the actual site. The users have to travel from venue to venue to find information about prices and packages. Even then some of the information is discrete. This results in waste of a lot of time on user side. The pamphlets/ information booklet result in lot of waste of paper. The travelling from place to place results in wastage of fuel. For an event happening at a far away location it is impossible to scout out venue beforehand.

Possible Solutions

Regularly updating the databank of the website as well as removing stagnant information can be useful. Information about the venue like package detail, banquet details, costing, as well as contact can be provided. Recommended hotels for banquets and party plots can be beneficial for events such as destination wedding. We can easily get information regarding a venue far away just from comfort of home.

Project Overview

In this project I will like to provide users with information and contacts of the venue managers. I will also try to provide information of the caterers, decorators and event managers. This will help people getting every contact to refer to for event. Event managers can become a user as well as a contact for this project. This project will be an improvement on already existing projects. His will be a kind of advancement to previously existing strategies.

Product Description

This product will contain information about venues, event managers and any other requirement of holding any event. The venues will have information about hotels, banquets and party plots. Each of these places will have banquet information, packages, charges and number of rooms (in case of hotels). There will be recommended section for showing hotels around the selected venue. In addition, the site will have various links to articles and blogs regarding recent trends in decorations and party throwing.

CHAPTER 2: DESIGN THINKING PHASE

AEIOU Summary:

• Activities are goal-directed sets of actions paths towards things people want to accomplish. What are the modes people work in, and the specific activities and processes they go through?
• Environments include the entire arena where activities take place. What is the character and function of the space overall, of each individual’s spaces, and of shared spaces?
• Interactions are between a person and someone or something else; they are the building blocks of activities. What is the nature of routine and special interactions between people, between people and objects in their environment, and across distances?
• Objects are building blocks of the environment, key elements sometimes put to complex or unintended uses (thus changing their function, meaning and context). What are the objects and devices people have in their environments and how do they relate to their activities?
• Users are the people whose behaviors, preferences, and needs are being observed. Who is there? What are their roles and relationships? What are their values and prejudices?

CHAPTER 3: FEEDBACK ANALYSIS WITH USERUSER SIDE:

Q-1: What is new in this system? Answer: I have provided more information regarding the venues and put a recommended section which provides users with more hotel suggestions near the venue.

Q-2: Is your application accessible from any device? Answer: I am developing the website which works with any browser and any device. Hence, it will be accessible from any device.

Q-3: How will we be able to search for venue? Answer: The website contains various filters which will allow users to get precise venue. you can also enter your choice of venue and look through the list to find the venue.

Q-4: Is there a mobile application? Answer: No, my primary goal is to create website. Maybe in future I may explore and create a mobile application.

Q-5: what is in the recommended section? Answer: This section contains hotels near the venue on the page. It will probably show hotels in vicinity of the venue. If there are no hotels in vicinity it will show a message ”no hotels in vicinity”.

CHAPTER 4: PRIOR ART SEARCH

Survey Paper 1: Title: Event Management System

Abstract: This proposed event management system allows only registered users to access the website, any new user is required to sign up/register. The proposed project only provides basic event types e. g. [marriage, birthday party, etc. ], allows to select date, time and place of the event. The data is stored into database and user gets a receipt number for booking. The data is sent to admins and they interact with the clients as per their ability.

Introduction: Event management system is an application which is used for managing festivities, personal and professional events. The proposed project is an online event management system. This project provides some of the most basic functionalities required for any event. It allows the user to select event type from given list. The flow of this application is: (1) registration of user, (2) user logs in, (3) after login, event details such as name, contact, address, venue, date, event operation time, cost of event, etc.

Conclusion: In this project, they attempted to introduce the concept of event management systems already existing in the society. They explain the concept of online event management systems which are already exist with the help of project. They also give a brief overview of the technologies that were used during the development of the proposed system. This project can be further refined and extended by introducing new and more innovative features.

Survey Paper 2: Title: Smart Event Management System

Abstract: Nowadays, the events such as festivals, wedding etc. have become a core part of life which has resulted in mass requirement event planning and Management Companies to rise. With the number of customers and events increasing at high rate, it has become difficult to use traditional system like spreadsheets, traditional database, logs, etc. In order to overcome these drawbacks, a new Smart Event Management System has been introduced which uses the. Net Framework for managing various tasks and plans for employees, customers, location, transport and more. With the help of this technology, the distance between customer and management team is reduced.

Introduction: This project, deals with implementing and managing of the events through various software technologies. It consists of various modules dealing with managing customers and employees information, event information, services, e-card creation and Event management website for status check. The first module of the project, Customer information handles all the information regarding a customer, and Employee information handles all the information regarding an employee. The second module is concerned about managing event information. Third module manages the services associated with the events. Fourth module is for e-card creation and the fifth module is for checking customer status through Event Management website. This project had been implemented using two languages – Microsoft SQL Server 2005 as backend with Microsoft Visual Studio 2005 as front end.

The database of customer information consists of personal information and date of entering information. The database of employee information consists of personal information and their skill. The database of event information deals with information regarding event such as type of event, type of package selected and the employees and customers associated with that event. Customer check status website retrieves all database related to events from event database. The proposed system is computerized and has been developed using advanced language therefore, it gives more facilities than present systems. It provides quicker access to data from the respective database. In this system users have to enter the data once and for further use it gets linked with all the files. This reduces the workload of user and it saves a lot of time. This system maintains all records easily.

Conclusion: This project will help the respective events to manage accordingly to the automated database in the network. The project will reduce the human effort and make the task of users, customers and administrators easier. It is a very user-friendly application. Thus, they are developing an Event management software which has total control of customers and employees and their respective services and events. Previous projects: Name: VenueLook. com Abstract: VenueLook. com is a website that provides platform for looking at venues and booking them for your event. It was founded in 2014 by TENXT SOLUTIONS PVT LTD, an Indian internet company. It is a small project spanning across 16 cities in India. It provides venue information, event related services and retailers. This website is primarily made for event managers. Features:

• Suggests venue based on agenda and location
• Contains venue photos
• Contains venue information such as menu, address, payment method, services, landmark. Etc.
• Can check availability
• Shows similar venues
• Has an android and iOS application

Conclusion: in end, this is a very good website for information regarding restaurants but lacks a few points such as nearby recommendation of hotel. Some of the good points of this website should be considered for developing my own website. I liked the overall getup as well as functionality of this website. Name: WedMeGood. com Abstract: WedMeGood is an Indian Wedding Planning Website and application. Here we can find the wedding vendors, with prices and reviews. They provide contacts of all service providers required for a wedding. They have blogs which provides ideas and inspiration for wedding. It provides venue information such as package pricing, hall capacity and other information. Features:

• Suggests venue based on service and location
• Venue photos
• Check availability and prices
• Venue information such as capacity, per plate costing, amenities and address.
• Provides wedding services such as photographer, decorators, makeup artists, mehndi artists, wedding planners, caterers, etc.
• Contains blogs regarding newest trends and ideas
• Has website and application both

Conclusion: This is a very good website for wedding. It contains many features which I wish to implement in my own website. The major drawbacks of this system is that it does not contain much information regarding the venues and that the website is solely dedicated to wedding events. I wish to implement blogs and idea feature from this website.

CHAPTER 5: SUMMARY OF THE LEARNING FROM DESIGN THINKING

• In empathy phase, the developer has to have an empathetic understanding of the problems that are being dealt by users. As a user of event managing and organizing websites I have been facing certain difficulties. I consulted other people who have been working in developing field as well as users of such websites. From my own user point of view, I realized some problems. I have done extensive observations and information gathering to understand user’s needs and problems.
• In define phase, I put together all the observations and data which had been gathered during empathy phase. I analyzed these observations to define core problems existing in current event management systems. I will try to solve some of these core problems in duration of this project. My core problem that I will try to solve in this project is to show hotels in proximity of any selected venue.
• In ideation phase, I tried to jot down possible solutions to my problem statements. Some of the ideas that I concluded as solutions are: (1) To provide a recommended bar for each and every venue which contains nearby hotels, (2) To check for availability of bulk amount of rooms, (3) Regularly updated information regarding venue halls and packages, (4) Contact details of Caterers, Decorators and Event Managers, (5) Blogs and Pinterest boards for ideas.
• In the prototyping phase, I laid down the basic structure of the project. Basic Design and how the website should work as whole has been detailed in prototype. The new features of this system are highlighted in the prototype.
• In end we present the real-time ideas that are going to be implemented in this project. In my project, the basic outline will remain same as other websites, but I will tweak certain aspects of these systems to accommodate my solutions.

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