M2 - Elaboration

State-of-the-art

Selected Features

These are the key features we identified in our market analysis.

Core Features

• Features Selection: Allows to (de)activate specific features
• Activities Scheduling: Allows the creation of the event program and exhibit it to attendees
• Extensibility: Integrate extra features through API’s, plugins, etc.
• Customized webpages: Have customization features to create event specific webpages
• Personal Schedule: Allows attendees and speakers to view a partial schedule with only their activities

Communication & Social

• Broadcast Notifications: Allows staff to send announcements to attendees and others
• Posts: Allows Organizers/staff to publish posts that attendees can see
• Attendees Chat: Allows messaging between attendees
• Discussion Topics: Allows the creation of a chat related to a topic of the event (e.g. lecture, workshop, etc.)
• Social feed: Allows attendees and speakers to publish content (text, images, etc.)
• Networking Suggestions: Indicates people with the same interests in the event

Event Management

• QR Code/e-badges: Allows the use of QR Codes / e-badges to verify attendees identity, activity registration or gamification features
• Schedule Meetings: Allows attendees to schedule meetings with others
• Gamification: Allows the creation of challenges to increase engagement
• Floor Plan: Allows the visualization of the event enclosure
• Live Q&A/Polls: Allows the creation of Q&A sessions or polls during a speech
• Online transmissions: Allows the visualization of the event online

Business & Analytics

• Sponsor disclosure: Allows disclosure of sponsors
• Sponsorship Tiers: Allows to increase publicity for main sponsors
• Event Stats: Allows organizers to collect and visualize some statistics of the event
• Reserve Seats: Allows attendees to reserve seat in an activity with limited number of participants
• Event feedback: Allows the collection of event feedback through surveys or ratings

Contact Features

• Attendees-Exhibitors Contact: Allows attendees to chat with exhibitors
• Attendees-Staff Contact: Allows attendees to contact with staff
• Exhibitors/Speakers-Staff Contact: Allows exhibitors and speakers to contact staff

Based on our market analysis during the inception phase, we conducted a detailed comparison of how each platform implements the identified features.

Core Features

Communication & Social

Event Management

Business & Analytics

Contact Features

Legend:

• ✅ Available
• ❌ Not Available
• 🟨 Partially Available

Requirements

Functional Requirements

All these requirements will be present in the Minimum Viable Product (MVP)

Users Management

1. The system must allow organizers to add new users.
2. The system must display a list of all users with their roles.
3. The system must allow organizers to edit user details.
4. The system must allow organizers to delete users.
5. The system must manage user roles and permissions.
6. The system must update access rights when a role is changed.

Activity Management

1. The system must allow organizers and staff to create new event activities.
2. The system must list all scheduled activities.
3. The system must allow organizers or staff to edit activity details.
4. The system must allow organizers or staff to delete activities.
5. The system must validate required fields (name, description, schedule, speaker) before saving an activity.

Plugin Management

1. The system must list all available plugins.
2. The system must allow organizers to enable and disable plugins.
3. The system must apply and save plugin configurations.

Event Page Management

1. The system must provide an editor for customizing the event page.
2. The system must display real-time updates to the event page.

Viewing Event Activities

1. The system must display a list of available activities to participants.
2. The system must allow participants to view activity details.

Viewing the Event Page

1. The system must allow public users to access the event page without logging in.
2. The system must display general event information on the event page.

Speakers Management

1. The system must allow organizers or staff to add new speakers.
2. The system must store and display speaker profiles.
3. The system must allow organizers or staff to edit speaker details.
4. The system must allow organizers or staff to delete speakers.
5. The system must allow participants to view a speaker’s photo and biography.

View Schedule

1. The system must allow participants to access the event schedule.
2. The system must display activity details (title, description, speaker, and schedule) when clicked.

Alert Management

1. The system should allow organizers and staff to create and configure alerts.
2. The system should support alert scheduling and priority settings.
3. The system should allow templates for quick alert creation.

Alerts System

1. The system must allow participants to subscribe to activity alerts.
2. The system must send notifications when an important update occurs.
3. The system must allow participants to disable alerts.

Floor Plan Management

1. The system must allow organizers to upload a venue floor plan.
2. The system must display the floor plan to participants.
3. The system must allow organizers to remove a floor plan.

Non-functional requirements

Performance & Scalability

1. The system should support at least 1,000 concurrent users without performance degradation.
2. Event activity and event page updates should be reflected with minimal latency.

Security

1. The system should encrypt critical user data in transit and at rest using AES-256 encryption.
2. User roles and permissions should be enforced via role-based access control (RBAC).
3. Only authorized organizers and staff members should be able to modify event details, speaker profiles, and user management settings.
4. All API endpoints should be protected against SQL injection, XSS, and CSRF attacks.

Usability & Accessibility

1. The floor plan should be zoomable for easier navigation.
2. The system should provide clear error messages when users miss required fields.
3. Event registration should include confirmation notifications via email.
4. Users should be able to toggle event notifications easily.

Reliability & Availability

1. The system should have 99.9% uptime to ensure uninterrupted event management and participation.
2. The system should support graceful degradation so that if one feature (e.g. floor plan) fails, the rest of the platform remains functional.

Maintainability & Extensibility

1. The plugin management system should allow third-party developers to integrate custom plugins via a documented API.

Integration & Compatibility

1. Event alerts should be delivered via push notifications and email for maximum reach.
2. The system should be mobile-responsive, ensuring smooth usage on both desktop and mobile devices.

Use Cases

Here we have the use cases for the MVP.

Use Case #1: Core

Use Case #2: Alerts

Use Case #3: Floor Plan

Use Case #4: Registration

Use Case #5: Speaker Management

Use Case #6: Sponser Management

Architecture

Container-level Diagram

Components-level Diagram

Mockups

You can checkout our mockups here.