Event Planning Platform Powered by Artificial Intelligence

Abstract

This study aims to develop an event management system, a web-based application that makes useofa digital event management planning system. EMS enables the customers to organize events on asingle console, removing the need to travel to a different console and therefore making the process more convenient. There are four strategies to conduct the research which are technical research, EMSdevelopment, mixed method data collection, and data analysis. In addition, this study also presented thesystemarchitecture, project planand implementation of the EMS. Then, the EMS has been tested and allows the userto pick the day and time ofthe event, as well as the location and event equipment, among other things. And then browse various hotel venues and book one that meets their needs, as well as browse various food catering services and book from them. They may check on the availability of party decoratorsand DJs and make appropriate appointments. Prior to making any bookings, the consumer may study thecompany\'s ratings, pricing, and sample work. by 2 users in both client and admin side

Introduction

Overview of Event Management System (EMS)

• Definition: Event Management is the process of planning and managing festivals, conferences, social events, and corporate gatherings.

• Purpose: The system aims to automate event planning, including budgeting, scheduling, venue booking, catering, and post-event analysis to ensure Return on Investment (ROI).

• Functionality:

  • Online platform where users can register, select event types (e.g., wedding, birthday, dance show), and manage bookings.

  • Users can view and choose services like venues, food, decoration, and music, based on availability, cost, and reviews.

  • Event organizers can keep track of all vendors and services in one place.

  • Communication and notifications (e.g., via SMS) are built into the system for both organizers and attendees.

2. Methodology

• The EMS replaces traditional manual planning with a web-based system.

• Clients register and submit booking requests.

• Admin reviews and confirms bookings.

• All data is stored securely in a centralized database.

• The system supports end-to-end event planning via an easy-to-use interface.

3. Problem Statement

• Traditional Limitations:

  • Manual, time-consuming event planning processes.

  • Limited service customization on existing platforms.

  • Lack of direct communication between users and service providers.

  • Complicated interfaces frustrate non-tech-savvy users.

• EMS Solution:

  • Centralized platform for all event planning needs.

  • Flexible service selection with detailed information.

  • Direct messaging and live chat with service providers.

  • Simplified user interface for a better user experience.

4. Literature Review

A. Current System Analysis

• Event managers manually handle bookings and timelines.

• Pre-defined packages are available but lack flexibility.

• The Monitoring System helps with schedules but lacks automation and AI integration.

B. Requirement Gathering

• Functional: Event booking, scheduling, vendor coordination.

• Non-functional: Usability, scalability, automation, data security.

C. Previous Research Insights

• Studies highlight the benefits of automation in improving:

  • Stakeholder communication

  • Event coordination

  • Registration and scheduling

• Suggested improvements: AI personalization, mobile access, interactive interfaces, and enhanced attendee engagement tools.

5. Role of AI in Event Management

• Key AI Applications:

  • Predictive Analytics: Forecast attendance, optimize timing, recommend services.

  • Chatbots & Virtual Assistants: Real-time user support and interaction.

  • Facial Recognition: Enhance event security and access control.

  • Automated Marketing: Targeted campaigns based on user behavior.

  • Real-time Analytics: Monitor performance and attendee engagement.

• Benefits:

  • Reduces manual labor and human error.

  • Offers personalized attendee experiences.

  • Cuts costs through optimized resource allocation.

  • Supports multi-location and large-scale event planning.

• Challenges:

  • Data privacy and security.

  • Integration with legacy systems.

  • High initial implementation cost.

  • Reliability of AI predictions.

6. Future of AI in EMS

• Emerging Technologies:

  • AR/VR: For immersive event experiences.

  • AI-driven Networking: Matching attendees for better interactions.

  • Blockchain: For secure ticketing and data management.

• Trend: The future EMS will be automated, AI-powered, and highly interactive, enabling real-time decision-making, better communication, and enhanced attendee satisfaction.

Conclusion

This paper discusses the \"Event Management System “project been planned and put to the test. It has been created by integrating functionality from all of the used software components. With the assistance of evolving technology.The project has been carried out successfully. Project will unquestionably lessen human effort and simplify taskfor users, customers, and administrators. It is simple to use and to improve. Consequently, bearing in mind the benefits and uses. We are creating event management software with complete customer management control and appropriate service for various events. The future of event management has been exhaustively examined over the past 18 months by specialists who have looked at all indications of a more varied use of digital technologies to improve customer experience. Even whilethe precise figures are yet unknown, the numerous applications and immense prospects it brings with them point to a paradigm change in event management as we once knew it. Change is frequently initiallyperceived as a difficult situation that requires time to become acclimated to and adapt to in the best way possible. Similar steps were taken to go from traditional event management to digital event management. When shifted to an online environment, a sector that depends on social interaction and physical networking had to make significant changes.

References

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Copyright

Copyright © 2025 Tushar Maurya, Surya Prakash Singh, Sarvajeet Chauhan, Suraj Gupta, Mr. Harendra Singh, Dr. Saumya Chaturvedi, Dr. Suresh Wati. 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.