Event Scheduler

Abstract

Internet and smartphones have become an integral part of our daily lives in today\'s society, due to their easy accessibility. Without a doubt, the internet has taken over our life and the internet and web-based technologies can be used for a variety of things. As technology advances in today\'s environment, we may discover a plethora of societally useful applications which help us to proceed with our daily activities. The application of such technologies to event scheduling and management has the potential to improve current procedures. Web-based apps are one of the most important and fastest-growing aspects of the events and meetings business. Applications are useful for streamlining event management, delivering information and content, recording data and analytics, and connecting participants and organizers. Attracting the maximum number of participants is a big problem for any event organizers (e.g., event planning and marketing businesses, venues), as it has a significant impact on the event\'s success and, as a result, the projected rewards (e.g., income, artist/brand publicity). Through this paper, we would be suggesting a technological solution that would simplify the process of event scheduling and hosting.

Introduction

I. INTRODUCTION

An event is a collection of activities to which some visitors or participants are invited for a set amount of time. Different types of events include cultural celebrations, commercial events such as seminars and product launches and promotions, marriage ceremonies, educational activities, and so on. An Event Scheduling System can be conceived of as a management and scheduling platform for event organizers as well as a portal for attendees. Our project is an online event management system, or more precisely, a website-based portal that will assist both the event organizer and the event attendees in their respective functions. The project takes care of the majority of the event's necessities. A website-based event scheduling platform is the focus of our project and this paper.

The ultimate idea of this research is to improve people's lives by making it easier for them to collaborate and organize and schedule their events. All of the events and schedules can be tracked using the event scheduler system. It is also vital for the event organizer to send out continuous reminders to all event participants. This web app enables the event organizer to send frequent reminder emails automatically to all event participants via their e-mail addresses. In our initiative, we also introduced the concept of a shareable QR code, which when scanned will redirect the participants to the event without any hustle.

II. OBJECTIVES OF THE PROJECT.

The project's major purpose is to smoothen the process of event scheduling and organizing the events. It allows both the event hosts and participants to collaborate and stay connected.

The project's goals are as follows:

1. The application's primary principle is to allow hosts to virtually schedule and organize the events of their choice via the internet.
2. It tries to eliminate the problem of event participants forgetting important events by Sending automated email reminders.
3. The system will assist users in managing their daily schedules as well as remembering important dates on the basis of days, weeks, and months.
4. Data from events would be stored on the server using a relational database management system (RDBMS), and reminders should be delivered depending on specific time periods.
5. By reminding everyone of the event, the web app should be able to relieve the host's worry and stress.
6. Based on the event details entered a sharable QR code should be generated as an invitation, which will allow the host to share the event details on different social media platforms.
7. The event scheduler web application is capable of handling both single as well as multiple users efficiently.

III. EXISTING SYSTEM

There are no free applications in the market for event scheduling all of the high-featured applications are highly-priced and expensive. One of the main barriers to people using these high-end event scheduling software and web apps is their cost.

Although open-source event schedulers are free, they are difficult to understand and use, and they lack features such as consistent email-based reminders, sharable QR-Codes for the event and participants cannot access the events without logging into the site.

An example if we consider:

1. Zoho Calendar (Online Web Application): Zoho is a software suite with a wide range of functions. Zoho Calendar is a part of the Zoho suite. It is not available for free use.   The calendar is simple to use and has a simple style. It may be used at work. It can exchange and sync schedules with other calendars, among other things. This feature makes it a good choice for arranging meetings and coordinating with team members, but it comes at a steep cost.
2. Teamup Calendar: To increase team cooperation, calendars can be customized to an individual's preferences and readily shared. Users may share plans, timetables, activities, and status updates using Teamup's simple platform. The Teamup calendar offers multiple color codes for different projects, teams, jobs, resources, and so on. The platform is managed from a single location, and you must grant individual users authorization, but team members must create accounts in order to utilize it.

IV. PROPOSED SYSTEM

The proposed system's fundamental system overview is shown below Fig 1 depicts how the program works and the features available to event hosts, attendees, and super-admins. Each platform has its own set of use cases that are tailored to the needs of its consumers.

1. Event hosts, for example, can organize events by entering event details in the event form, manage events and their schedules depending on date and time, and manage participants.
2. Event hosts can issue Sharable QR code-based invitations to new attendees via email.
3. Participants can attend activities that are scheduled for them based on the event's date and time.
4. The event's participants are alerted of the event through email.
5. Super admin has complete access to manage the users, and participants and manage the platform, and has complete access to edit the details of the event.

V. TECHNOLOGIES USED

We have used a wide variety of technologies and open-source packages to achieve the objectives of our proposed system.

For Frontend the following technologies are used: -

1. React.Js
2. Next.Js
3. Material-UI
4. Basic HTML and CSS

For Frontend Node.js is used.

For Database PostgreSQL is used.

For Emails, SMTP Server is used.

VI. SCREENSHOTS OF OUR SYSTEM

1. Screenshot 1- This is the Sign-in page of our website through which users can sign into their accounts.

2. Screenshot 2- This is the Month-Based Calendar view of the event scheduler with an option to create the event on the left.

3. Screenshot 3- This is the Day-Based Calendar view of the Event Scheduler.

4. Screenshot 4- This is the list of all the upcoming events that were added by the event host along with a countdown timer.

5. Screenshot 5- This is the specific event details page of an event. It contains all the details of the event with a Sharable-QR to share and invite more participants. It is sent as a mail to the participants.

6. Screenshot 6- This is the specific event details page of an event with an option to enter the name and email-id of the participant. So as to mark the participant's attendance for the event.

Conclusion

This online event scheduling system could be used in a number of scenarios to organize different events. This system is capable of hosting and managing events of any scale online. There are several event scheduling systems on the market that do a good job, but they are expensive and certain features are outdated. Our project, \'Event Scheduler,\' adds a few extra features, such as event-based Sharable-QR Codes and automatic reminder emails based on a Countdown timer, and it\'s absolutely free for all users to manage and schedule their events. Some event management software is lacking. Our event scheduling system is easy to use and navigate. During the investigation, it was observed that many event schedulers on the market have a highly complicated user interface, making them tough to use. It has been observed that events play a significant role in a person\'s life and that there are numerous events, activities, and schedules that occur on a daily basis. With our event scheduler project, a person can schedule and organize events of any size and limit. It is designed in such a manner that it is suitable for all kinds of events and activities.

References

[1] Ioannis Boutsis, Stavroula Karanikolaou, and Vana Kalogeraki, “Personalized Event Recommendations Using Social Networks,” ResearchGate, Jun. 2015. https://www.researchgate.net/publication/303984305_Personalized_Event_Recommendations_Using_Social_Networks . [2] “Social event planning, organization and mining,” Nbikakis.com, 2019. https://www.nbikakis.com/social_event_scheduling.html. [3] “Predicting activity attendance in event-based social networks | Proceedings of the 2014 ACM International Joint Conference on Pervasive and Ubiquitous Computing,” ACM Conferences, 2014. https://dl.acm.org/doi/abs/10.1145/2632048.2632063 . [4] “Kaiyu Feng,” Google.com, 2017. https://scholar.google.com/citations?user=3Rn3sJ4AAAAJ&hl=ar. [5] Nikos Bikakis, Vana Kalogeraki, and Dimitrios Gunopulos, “Social Event Scheduling,” ResearchGate, Jan. 25, 2018. https://www.researchgate.net/Social_Event_Scheduling . [6] “On social event organization | Proceedings of the 20th ACM SIGKDD international conference on Knowledge discovery and data mining,” ACM Conferences, 2014. https://dl.acm.org/doi/10.1145/2623330.2623724. [7] X. Liu, Q. He, Y. Tian, W.-C. Lee, J. McPherson, and J. Han, “Event-based social networks,” Proceedings of the 18th ACM SIGKDD international conference on Knowledge discovery and data mining - KDD ’12, 2012, doi: 10.1145/2339530.2339693.

Copyright

Copyright © 2022 Naman Jain, Shaik Abhishaik. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.