Event planning project

Abstract

Due to the rapid growth of technology,everything is transforming in the digital world.  Numbers of respondents are keening to book their orders by considering the various online websitesthatare offering their services for event planning and management. The research paper is focused on the improvement of the website that is working on event management and planning events online. The sais study is conducted by using both source's data collection primary andsecondary sources. The mixed research technique has been employed in this study by using simple randomsampling techniques. Data is collected from 150 respondents from which only 146 questionnaireshave been received in filling forms. The respondents have been provided their responses according to the question and answers of respondents are conducted in graphical forms by using the percentages in pie charts.

1      Introduction

1.1 Background

Withthe rapid growth of technology,everythingis moving towards digitization. The technology has been adopted in each area of life. Even every industry is keening to adapt the digitalization in order to make functions convenient as well as to enhance its productivity by decreasing its cost.Event management is a wide field and in this era of 5g or 6g, the adoption of technology has been more important in this field. The trend of e-commerce has increased its sales more effectively by providing order on one click.  Now for organizing your event you cancall the event planners by conducting one click only. It was notbeing wrong that your event planners are far away at one click (Park, 2016).

According to the various terms of the social sciences, the events areconsidered as the typically unplanned occurrences as compared to their particular outcomes that have been targeted for deliberation of the activities of event management. It has been examined by several research studies that the organizational fields and organizations are influenced by event management effectively. Even the particular idea of the management is linked with project management. To organize an event is also considered as the project in various aspects (O'Toole, 2000).

The said study is conducted in order to examine the digitization in event management by considering andproposing the various kinds of strategic perspectives that are related to event management.  The said study also explores the field configuration of the various events for instance conferences and trade events. By assuming and considering the events as the form so the sequence of the activities of overlapping as well as processes by which an organization can affect the various fields. The current study also compares and contrasts the strategies of event planning with digitization and without digitization. The profit for the firms is also calculated by considering the various strategies of digitalization. Various studies have been explored in order to examine the role of management in various phases of the course events (Müller-Seitz, 2013).

There are wide ranges of studies that have been particularlyconducted in the context of event management and project planning but there are fewer studies that have been conducted to explores the process of digitalization in event management. The major aim of the said study is to track a movement that is required for the event management for the model of project management.The said study significantly contributes to the knowledge of the event planners who are engaged in providing their duties for planning even in effective manners.

1.2 Problem statement

Under which philosophy and approach the digital transformation in the event management industry has been explored. The most important thing is that what are the methods used to explores the theories.

2     Database Design

2.1.1              Database Model Components

The following table shows the main database structures

1.    Account Table: to store the user’s information and registration details.

2.    Order Table: to store all users’ orders and related information.

3.    Order Details Table: to store all order details related to products and quantity.

4.    Services Table: to store all company products need to view on the web.

5.    Order Status Table: to store order status for tracking and fast searching.

6.    Order Status Details Table: to store order status details for log and tracking purpose.

2.1.1.1            Account Table

 

Main Fields	Key	Data Type	Default Value	Allow Null
userID	Primary Key	Number	Auto-Generated	No
Username(email)	Unique	String		No
password		String		No
Full Name		String		No
User Type	Foreign Key (User Type)	Number		No
Status		Number	0 (disactive)	No
Security Question ID	Foreign Key (Security Question)	Number		No
Security Answer		String		No
Created At		Timestamp	timestamp	No
Address		String
Phone		String
Location		String
Note		String

 

Explanation:

Based on the research and the survey that we have conducted we can gather that our web-based event management brokerage platform is going to be a hit if and only if we are going to be able to establish such a platform that is extremely user friendly and can easily be used by any person who has a piece of technical knowledge or not because in case of our event management brokerage platform there is no limit to the audience that we have because anyone may want to plan an event may it be teenage planning to throw a party, an adult planning a marriage or any other event thus we need to make it user friendly and display a tutorial video on the front page to make it easier for the users to understand it better. Further, we have to get a huge amount of audience diverted towards our website for which we will have to introduce such a system that no other online event management website is providing right now otherwise there will be no motivation for the users to be preferring to use our website over the other platforms available to them.

 

2.1.1.2       Orders Table

 

Main Fields	Key	Data Type	Default Value	Allow Null
ID	Primary Key	Number	Auto-Generated	No
Username(email)	Unique	String		No
Order Type		Number		No
Order Date		Timestamp	timestamp	No
Customer ID	Foreign Key (Customers)	Number		No
Order Status		Number		No
Payment Type		Number		No
Total Cost		Decimal

 

Table: Data Structure of Orders Table

Figure: Create Table Query

                                          Figure3: Table Created

Explanation:

The Orders table plays a vital role in booking a product or a service. For the same, the data structures had to be well defined, taking in account of users from different backgrounds, looking for varied services. For this the table “user Type” has been defined, which defined the type of user accessing the orders. In the orders table the Table1, defines the order_id to be the primary ket, customer) id to be the foreign key, so that the customers can be mapped correctly to the orders. In the figure below that, the create query has been written, which encompasses all the data types and possible values, defined in the data structure table. The third figure, figure 3 shows the successful creation of the table using the query. The Orders table is now ready to be used commercially.

3     Research Methodology

Under this section of the research study, materials and methods are discussing that areparticularly utilized to research examining the digital transformation in the management industry. The chapters of the research methodology are considered as one of the most important sections in a research study because it explored the particular means and modes that are specifically used for collecting study by considering any topic. This section is particular utilized in order to describe and explains the structures of the study along with its importance that is required for the particular process of data collection.

It explores the information about what kinds of particular design has been utilized to conduct the research. The primary source of data collection is utilized to conduct this study because it was necessary to know about the reviews of the respondents related to the market reviews. The quantitative research methods are considered as the best methods under the experimental research design and inductive research approach. The systematic literature review has been conducted by considering the positivism research approach.

3.1 Sources of data collection

In order to collect the data, the primary source of data collection has been employed in the current study.Primary data is the information that will be obtained using strategies such as questionnaires, interviews, and focus groups. The information collected using these methods is unique data and belongs only to the author. There are many benefits to using these methods, such that the data collected is reliable and provides good results. It also has some drawbacks, however, as it takes a great deal of time and expense.

3.2 ResearchMethods

From both of the research methods as qualitative and quantitative the combination of both these methods has been utilized in the said study.To maintain quite efficient effective parameters this research mainly consists of a blend of secondary and primary data collection sources. The data will be collected and analyzed in a way that should be relevant to the objectives of the research. The research design aims to maintain the effectiveness of this report hence both quantitative and qualitative will be collected. For primary data collection, we have used a questionnaire to different managers and suppliers. The questionnaire was divided into two parts.The first was to access the growth of this model and the second part was to analyze the impeding factors.

3.3 Research instrument

We developed questionnaires to find out what do these people think about such an event management brokerage platform as the one that we plan to develop. Other than just conducting a literature review, questionnaires have also been considered in this research as a primary method of finding information and collecting reliable data. A questionnaire is an important source of collecting information because it enables researchers to find information on their own without any type of uncertainty involved in it. As had been explained above, a mix of secondary and primary methods of research has been considered in this study. With the use of questionnaires, direct responses of respondents have been obtained. A few of the important questions that we included in our questionnaire are:

·         What feature do you want on the event management website?

·         How many times you have booked an event management service online?

·         How many events do you host in a month?

·         How many times have hire an event planner to date?

·         How many events do you attend in a month?

3.4 Sampling and population

A simple random sampling technique has been utilized in this study. The data is collected from 150 respondents. The questionnaires have been sent to the 150 respondents from which only 146 has been received in the filled forms. It means our sample size is 150. The research method used in the analysis of the potential market and target audience was primary research through a quantitative survey data approach. We asked 100 people to fill this form to identify the following:

·         Potential market

·         Most liked features

·         Degree of inclination towards digital event management

4     Results

The results of the data were of a mixed review regarding our model. This mixed review was a blend of listing many certainty and uncertainty regarding growth however a significant trend was visible that endorse short-term hurdles and long-term growth.

Questions and interpretation	Graph
What feature do you want on the event management website? This is the first question of the survey that is discussing the feature of the websites in order to improve it. The percentage related to responses of the respondents has been representing in the attractive colors of the pie chart. It has been illustrated that 43.8% of respondents are depending upon the customer’s reviews for the features of the websites. 14.4 % of respondents of the total population stated that they required good previous history. 11.6% of the total respondents re rely upon the good deliverables of the website. 20.5% of respondents needed good customers to support, meanwhile, only 9.6 requires UIX.
How many times you have booked an event management service online? This is the second question of the survey that is discussing the timing of booking online service. The percentage related to responses of the respondents has been representing in the attractive colors of the pie chart. It has been illustrated that 37.7% of respondentshave book event management services online 1.6 times. 37.7% of respondents have book event management service online 6.10 times.8.2 % of respondents have book event management service online 11.20 times time. 16.4% of respondents have never book event management services online.
How many events do you host in a month? This is the third question of the survey that is discussing the event of the number that they have hosted in the month.  The percentage related to responses of the respondents has been representing in the attractive colors of a pie chart. It has been illustrated that 72.6% of respondents have hosted 1-6 events permonth. 11% of respondents have hosted 6-10 events per month. 4.8 % of respondents have hosted 11.15 events per month. 11.6 % of respondents have not hosted any events overthe whole month.
How many times have hire an event planner to date? This is the fourth question of the survey that is discussing the timing of booking online service. The percentage related to responses of the respondents has been representing in the attractive colors of the pie chart. It has been illustrated that 63% of respondents have tohireevent planners 1-10 times. 24.7% of respondents have never hiredan event planner. 6 % of respondents have hired event planners 10-20 times.  4% of respondentshave hired event planners 20-30 times There are 3% of respondents who have hired event planner more than 30 times.
How many events do you attend in a month? This is the fifth question of the survey that is discussing the number of events that they have attended in a month.  The percentage related to responses of the respondents has been representing in the attractive colors of the pie chart. It has been illustrated that 39.7 % of respondents have attended 1-5 events per month. 39% of respondents have attended 6-10 events per month. 15.8 % of respondents have attended 11.15 events per month. The remaining 5.5 % of respondents are those who have not to attend any event in the whole month.

4.1 Summary and Evaluation

We conducted a small survey that was carried upon by a small group of random participants over the internet who were interested in using such a platform as the one we are planning to build. They were sent an email explaining all the reasoning and explanation for the conduction of the survey and if they would want to be a part of the survey on their own choice.

We got around 146 responses which don’t seem to be a large number of people because we had time constraint however it did provide us with a great deal of help in the planning and final implementation of the online-based platform that we will be developing especially its interface and features that we shall be including in it. So among these important questions, five of them were open-ended while only one of them was a close-ended question. To these questions, we got the response of the users which helped us a lot to make certain changes to the layout of the website that we had planned. We decided to add the most important feature as per the survey to our platform as well which was to add such an algorithm which could give an estimate of a budget for the event the user plans just by inputting the number of dished and number of people to be included in the event. This also helped to question for adding the AI function to the last open-ended question as we received similar responses to both these questions.

5     Discussion

The results of the research were highlighting a few loopholes in the design of the business.Moreover, it was also mentioned that allowing suppliers on board might deem the brand image of the company of its own. The major response to the first question was that this project seems to be hindered in the initial stage however this will be sustainable in the long term. This question helps us to gain major insight from the current market operators. From this question, we acknowledged that we will face external and internal hindrances at the initial phase. The second question was that majority of the respondents were that they haven’t work in any e-commerce business Moreover this helps us to determine that there are less Ecommerce based event managers hence we have scheduled an intensive hiring program for the operators.

 

Based on the research and the survey that we have conducted we can gather that our web-based event management brokerage platform is going to be a hit if and only if we are going to be able to establish such a platform that is extremely user friendly and can easily be used by any person who has a piece of technical knowledge or not because in case of our event management brokerage platform there is no limit to the audience that we have because anyone may want to plan an event may it be teenage planning to throw a party, an adult planning a marriage or any other event thus we need to make it user friendly and display a tutorial video on the front page to make it easier for the users to understand it better. Further, we have to get a huge amount of audience diverted towards our website for which we will have to introduce such a system that no other online event management website is providing right now otherwise there will be no motivation for the users to be preferring to use our website over the other platforms available to them.

The collected data depicts that the potential market is huge and the inclination towards the digital approach of EM suggests that this market is growing at a high pace. Lastly, this question also helps us to acknowledge different market conditions that might force us to impeded this project like the responses were that we can face technology break down and hacking attempts. Following these responses, we have increased the capacity of the website traffic and also have prioritized it on a future basis. To get rid of hacking attempts we are having anti-hacking software that will help us to eliminate malicious activities. Overall these responses help us to modify a few things mentioned above that will be effective once the website will be launched.

6     Conclusion

It has been concluded that event digital even management is effective for the event management industry. The digitalization in even management can enhance the productivity of this industry.Ecommerce based event managers hence we have scheduled an intensive hiring program for the operators. In a nutshell, digital even management for planning several projects of the event management is effective and crucial. It has been observed in this study that there are numbers of the customer who likes to books their events online by considering the reviews of their customers and respondents. Moreover, some challenges would also be there after the launch of the website. The significant challenges highlighted in the result were intense pressure from the existing channel and management of different suppliers might rise contradiction andmiss management However it is also visible in the data collected that these initial obstacle handling will determine the future growth of the website. The efficient ways used to overcome these obstacles the more are the chances of long term growth.

6.1 Recommendations

We will be eliminating the competitive by providing low price packages moreover we will focus on new ways of value addition that will attract customers to give us a try. Lastly, we will be providing strong communication among the supplier. This will be done by making a spate supplier portal which will enhance the communication way.