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Developing a Web-Based Event Management Application: Research and Findings, Slides of Information Systems

University of BradfordInformation Systems

The research and findings of a study aimed at creating a web-based application to help event organizers manage and promote their events more efficiently. the benefits of online ticket sales, survey results on internet usage and ticket purchasing, and the development of a web application to simplify the event management process for both organizers and customers. The application allows organizers to create and manage events, sell tickets, and collect customer feedback, while buyers can easily find and purchase tickets for events that match their interests.

Typology: Slides

2021/2022

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International Conference on Information Systems for Business Competitiveness (ICISBC 2013)
MODELING INFORMATION SYSTEMS FOR EVENT MANAGEMENT
Natalia Limantara 1) Fredy Jingga 2) Lius Steven Sanjaya 3) Satya Windy 4)
1) 2) 3) 4) School of Information System, Bina Nusantara University
Jln. K.H. Syahdan No.9, Jakarta Barat
DKI Jakarta 11480, Indonesia
Abstract - Website that could help event organizer to organize
and manage Event wasn’t a new thing. But today most similar
portal providing services only for top-level steering committee
due to the cost is quite high. This is the background of the
author to conduct this research. Using the techniques of data
collection, analysis, and several stages of research, it can be
concluded that people required the website that could help
them not only for organizing the event but also
commercializing and helping them reach the customer. This
research resulted in the model of event management website
that dedicated for event organizers of the event from low to the
middle level, where in addition to providing services and sales
promotion, the portal also provides services for the evaluation
for the event management.
Keywords : Event Management; Web-portal; Information
System; Modeling; Ticket
I. Introduction
Globalization makes human’s needs become more
complex. People want everything instantly and easily.
That’s why so many automated systems are built to
accommodate them. Nowadays, people are getting more
dependent on technology, because technology makes their
life easier.
Technology can be used in every aspect, especially in
business. With technology, business process and
information distribution will run easily. Instant and accurate
information are very important, especially for those who
categorized as busy people. Hence, developing a web to
exchange information and run a business are highly needed.
A web which is able to gather the seller and the customer
can reduce those difficulties. A web will be able to manage
all business transaction better. All the data regarding to the
business process will be stored in the database, which can
minimize problems caused by human error.
Nowadays, ticket selling through website is very common
in Indonesia. But, those websites accommodate only on big
organizers in Indonesia. Moreover, those websites don’t
allow organizers to create their own event in the website
before they make an agreement with the website owner,
which obviously take a longer time. Hence, we want to
make a web-based application to accommodate organizers
and users to do the event management and transaction
easier.
Based on data in year 2012, there was 80 music concerts
and hundreds seminar that was held in Indonesia
(http://creativedisc.com/news/music-news/daftar-konser-
musik-mancanegara-di-tahun-2012/). Most of the customers
were a millennial generation that was born between the
years 1981 and 2000 and 93% of them go online
(http://www.pewresearch.org/millennials/teen-internet-use-
graphic/). Knowing that an entire community of consumers,
media and influencers will be in one place at one time has
proven to be an effective lens for joining the work of
multiple disciplines towards a common goal[3].
II. Preliminary Studies
Online tickets selling is often used by people nowadays.
However, these portals only provide facilities for promotion
and sales activities. These portals usually used by the high
level event organizers (EO). To become one of the partners
of the portal to use the features, they need to sign the
contract with the owner of the portals. After signing the
contract, this portal will display the information about their
activities. One of the example portal is RajaKarcis. This
portal has several features, including:
Event Information - This feature is used to view
information about the activities to be held. Activities are
divided into several categories: Clubbing, Dance,
Featured, Entertainment, Concerts, Promo, Seminars,
Sports, Theater, and Workshop. Information provided
include a brief description of the activities, how to
purchase tickets, ticket price, and floor plan.
Article - This feature contains review or news of
previous event.
RK Personal – This feature is used for members in
Rajakarcis.com. All visitors who want to purchase
tickets in Rajakarcis.com must create an account first,
and ticket purchasing information can be found through
this feature.
General Information - This feature contains general
information relating to Rajakarcis.com portals, such as
how to purchase tickets, calendar of events, how to
exchange tickets, and social media.
Figure 1. The Existing Event Management Portal
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Partial preview of the text

Download Developing a Web-Based Event Management Application: Research and Findings and more Slides Information Systems in PDF only on Docsity!

MODELING INFORMATION SYSTEMS FOR EVENT MANAGEMENT

Natalia Limantara 1)^ Fredy Jingga 2)^ Lius Steven Sanjaya 3)^ Satya Windy 4)

      1. 4)^ School of Information System, Bina Nusantara University Jln. K.H. Syahdan No.9, Jakarta Barat DKI Jakarta 11480, Indonesia

Abstract - Website that could help event organizer to organize and manage Event wasn’t a new thing. But today most similar portal providing services only for top-level steering committee due to the cost is quite high. This is the background of the author to conduct this research. Using the techniques of data collection, analysis, and several stages of research, it can be concluded that people required the website that could help them not only for organizing the event but also commercializing and helping them reach the customer. This research resulted in the model of event management website that dedicated for event organizers of the event from low to the middle level, where in addition to providing services and sales promotion, the portal also provides services for the evaluation for the event management.

Keywords : Event Management; Web-portal; Information System; Modeling; Ticket

I. Introduction

Globalization makes human’s needs become more complex. People want everything instantly and easily. That’s why so many automated systems are built to accommodate them. Nowadays, people are getting more dependent on technology, because technology makes their life easier. Technology can be used in every aspect, especially in business. With technology, business process and information distribution will run easily. Instant and accurate information are very important, especially for those who categorized as busy people. Hence, developing a web to exchange information and run a business are highly needed. A web which is able to gather the seller and the customer can reduce those difficulties. A web will be able to manage all business transaction better. All the data regarding to the business process will be stored in the database, which can minimize problems caused by human error. Nowadays, ticket selling through website is very common in Indonesia. But, those websites accommodate only on big organizers in Indonesia. Moreover, those websites don’t allow organizers to create their own event in the website before they make an agreement with the website owner, which obviously take a longer time. Hence, we want to make a web-based application to accommodate organizers and users to do the event management and transaction easier. Based on data in year 2012, there was 80 music concerts and hundreds seminar that was held in Indonesia (http://creativedisc.com/news/music-news/daftar-konser-

musik-mancanegara-di-tahun-2012/). Most of the customers

were a millennial generation that was born between the years 1981 and 2000 and 93% of them go online (http://www.pewresearch.org/millennials/teen-internet-use- graphic/). Knowing that an entire community of consumers,

media and influencers will be in one place at one time has proven to be an effective lens for joining the work of multiple disciplines towards a common goal[3].

II. Preliminary Studies

Online tickets selling is often used by people nowadays. However, these portals only provide facilities for promotion and sales activities. These portals usually used by the high level event organizers (EO). To become one of the partners of the portal to use the features, they need to sign the contract with the owner of the portals. After signing the contract, this portal will display the information about their activities. One of the example portal is RajaKarcis. This portal has several features, including:  Event Information - This feature is used to view information about the activities to be held. Activities are divided into several categories: Clubbing, Dance, Featured, Entertainment, Concerts, Promo, Seminars, Sports, Theater, and Workshop. Information provided include a brief description of the activities, how to purchase tickets, ticket price, and floor plan.  Article - This feature contains review or news of previous event.  RK Personal – This feature is used for members in Rajakarcis.com. All visitors who want to purchase tickets in Rajakarcis.com must create an account first, and ticket purchasing information can be found through this feature.  General Information - This feature contains general information relating to Rajakarcis.com portals, such as how to purchase tickets, calendar of events, how to exchange tickets, and social media.

Figure 1. The Existing Event Management Portal

But organizers usually have to pay the cost high to promote their event by printing brochures, posters, banners, and tickets if they use the existing portals. They also have to spread the brochures and stick the banners and posters in public places to promote their event. Not only that but also organizers must have lots of employees to fulfill the customers’ order face-to-face, find out what kind of events are on trend, have the most interest from people, and also to get feedback from customers. All this old methods surely need much effort, time and cost which end to inefficiency and ineffectiveness. To have a better understanding about the problem, a survey needs to be conducted on online ticket selling. To see whether this is beneficial or not. Based on 100 people surveyed the results are listed below (figure 2). From the survey result about How Often People Use Internet Daily above, in average people use internet more than 4 hours every day. This means that most of people are familiar in using internet and the numbers of internet users are high because of the improvement of internet infrastructure and technologies.

14%

24% 62%

How Often Do You Use Internet Daily? <2 Hours 2 - 4 Hours >4 Hours

Figure 2. Survey Result of How Often People Use Internet Daily

Another interesting result from the survey above that people isn’t really into buying an online ticket. Based on the survey about ‘How Often People Buy Ticket Online’, almost all of them are never. This might be caused by lack of public confidence in transactions using the internet and lack of security in online transactions.

0% 5% 14%

19% 62%

How Often Do You Buy Ticket Online?

Once a week Once a month Sometimes a month Once a year Never

Figure 3. Survey Result of How Often People Buy Ticket Online

Based on the survey, most people agree that an online ticket sale is beneficial to them. By purchasing tickets online through website, people can save their time and increase the level of ticket sales itself.

Figure 4. Survey Result of Online Ticketing Beneficial to People

Based on the survey about People Interest in a ‘Website That Provide Services to Sell or Buy a Ticket’ (Figure 5), most of them are interested. The high number of internet users lead people’s demand for online transaction. Various payment options and increasing purchasing power make online ticket sale a viable business.

9%

67%

24%

Are You Interested in a Website That Provide Services to Sell or Buy a Ticket? Really Interest Interest Do Not Interest

Figure 5. Survey Result of People Interest in a Website That Provide Services to Sell or Buy a Ticket

Based on the survey about ‘People Interest in a Website That Provide Services to Create and Promote Event’ (Figure 5), most of them are interested. Information dissemination will be faster using the internet and reach to all elements of society.

Figure 6. Survey Result of People Interest in a Website That Provide Services to Create and Promote Event

III. Discussion

After finish creating the event, organizer can add promotional codes to that event. A promotional code consists of the code, amount of discount and maximum usage of the code. Promotional code can be applied to one or more ticket types. Next, organizer can create custom register information to acquire additional information from buyer. Custom register information can be had for every order or for every ticket purchased by the member Last, organizer can change the status of the order that has been paid by the buyer. If the buyer has confirmed order payment by creating payment confirmation, organizer can then change order status to paid.

Figure 8. Activity Diagram of Organizer Side

First thing first, in order to be a buyer (Figure 9), user must get into the website and sign up to buy the ticket. They can directly click sign up button on the top of the page. The second option to be signed up to the website is by buying ticket, because when users buy ticket, the system will ask for their personal information and it directly cause users signed up in the website. When users have signed in into the website, the order they make can be processed. To explore the desired events, they can visit event page and search for category at the search box. The result of all events from the search keyword will show up. After choosing the event they want to attend, they need to click

’`buy ticket” and it will be proceed to the order transaction phase. Buyers will be asked to fill the registration form, which consist of default form of name, email address, etc and customized form which is the form made by the event organizer to ask additional information. After they click ”order”, the system will send them email consist of order’s summary, payment method and payment due date. After made the payment, buyers need to confirm their payment. After the organizer received buyer’s payment and confirmed it, buyers will get the ticket which is sent to their email, or available in the website. The buyers then can print the ticket to attend the event. When the event has passed, there will be a possibility of buyers to fill the feedback form provided by the organizers. This feedback form depends on the organizers whether or not they make it. The form will be available in the website.

Figure 9. Activity Diagram of Buyer’s Side

From information system perspective, we suggest that the web-based application for event management should have some features (Figure 10). As a member, actor can create event, create custom registration form, search event, create order, edit event information, sign up, view event detail, confirm payment, edit account information, fill evaluation form, create organizer profile, share event, login, remove event, view ordered tickets, change order status, view ticket sales information, contact event creator, and create event evaluation. As a web admin, actor can block user, manage homepage, remove event, create event type, and create event category.

uc Use Case Model Event Management Website

Create Ev ent

Create Custom Registration Info

Create Order

Edit ev ent Info

Sign up

Confirm Payment

View Ev ent Detail

Edit Account Info

Fill Ev aluation Form

Create Organizer Profile

Create Promocode

Member

Share Ev ent

Login

Remov e Ev ent

View Ordered Tickets

Search Ev ent

Change Order Status

View Ticket Sales Information

Contact Ev ent Creator

Create Ev ent Ev aluation

Member

Block User

Manage Homepage

Remov e Ev ent

Create Ev ent Type

Create Ev ent Category

Web admin

Figure 10. Use case diagram for event management portal

IV. Conclusions

The research of event management website produce gives several results. Business process occurs easily, all costumer who have registered in event management web portal as the organizer can sell their own tickets. Either for a big event or just a small event without having an agreement with the online ticketing website.

Business processes that use the event management portal will simplify organizer’s job in making the event, collecting buyers’ data, and reduce the event promotion cost. It also simplify a buyer to search and order event tickets. All activities become easier, faster and more efficient because the system is computerized.