M1 - Inception
Project Overview
Creating a software to manage coffee breaks in events.
Context
AETTUA is a non-profit organization associated with DETI – University of Aveiro, dedicated to organizing events that foster networking and learning opportunities. They identified the need for a modular web-based event and conference management system to enhance their activities. This system aims to streamline event management processes, improve attendee engagement, and provide a customizable platform for various types of events.
As a Tech Partner of TEDxAveiro, AETTUA plans to test the new application during the event. This collaboration provides a real-world scenario to validate the system’s effectiveness and gather valuable feedback for further improvements.
Problem
Currently, AETTUA relies on manual methods for managing events, such as using Google Forms for workshop registrations. These methods are time-consuming and prone to errors, making it difficult to efficiently manage events and provide a seamless experience for attendees.
From this, the following problems arose:
- Lack of a modular design: The current system is not flexible enough to adapt to different event types, making it difficult to cater to diverse requirements.
- Rigid pricing structure: The existing pricing model does not accommodate varying budget requirements across events, limiting accessibility for smaller events.
- Limited aesthetic customization options: Event organizers do not have total freedom to build the event’s image, restricting the ability to create a unique and engaging experience.
- Inflexible integration of new modules: The system does not easily support the addition of new modules to meet specific requirements that may arise in particular events, hindering scalability and adaptability.
- Lack of scalability: Managing multiple events simultaneously becomes challenging without proper tools. While handling a single event might be manageable, organizing two or three events, or only a big one, in the same month can overwhelm the current system, leading to delays and errors.
Addressing these problems is crucial for developing a more effective event management system that can meet the diverse needs of different events and provide a better experience for both organizers and attendees.
Expected Results
By implementing this project, we aim to achieve the following key results:
A Comprehensive Website for Event Management: The platform will provide a website that allows users to instantiate, monitor, and collect data from each event, ensuring seamless management and data-driven decision-making.
A Mobile App for Event Synchronization: A mobile application will be available to reflect all configurations and selections made on the website, ensuring a consistent and accessible experience for users across different devices.
Essential Modules for Event Organization: The system will include all the necessary modules to efficiently organize events, such as TEDxAveiro, ensuring flexibility and adaptability to different event types.
Customizable Event Modules: Users will have access to a variety of additional modules that allow them to tailor their event to their specific needs, making the platform highly adaptable and scalable.
Comprehensive Documentation for Developers: The project will provide detailed and well-structured documentation, enabling developers to extend functionality by creating new modules and customizing the platform according to their requirements.
These results ensure that the platform is flexible, scalable, and user-friendly, making event management more efficient and accessible for organizers, participants, and developers alike.
High-Level Architecture
We have designed a high-level plugin-oriented architecture to outline the potential interactions within the system. This architecture will likely evolve as the project progresses. As shown in the image, the system consists of a core, which provides the essential functionality needed for it to operate. On top of this core, organizers will have the flexibility to enable or disable plugins based on their specific needs.
State of the Art
Selected Projects
Market Analysis Overview
These are some of the most relevant event management platforms currently available:
- CVENT: Enterprise-focused platform with comprehensive features
- Swapcard: Modern solution with strong networking capabilities
- Whova: User-friendly platform with good community features
- Bizzabo: Flexible solution with strong customization options
A detailed feature comparison and analysis can be found in the Elaboration phase.