Multi-Vendor Event and Venue Booking Platform

Abstract

In the last few years, customers have found it difficult to organize an event and book a venue on one sin- gle platform. It makes the whole process of event planning sluggish and inefficient. This paper proposes a multi-vendor event and venue booking platform that shall provide a simple and integrated solution. The system caters to different types of events, such as weddings, birthdays, and concerts. It allows the booking of various venues like hotels, function halls, restaurants, and conference centers. Being designed with three cardinal modules, namely Customer, Vendor, and Admin, the customers can securely browse, search (based on event name, location, description, etc.), and book for any event or venue. The vendor can list his venue and services within the same network and manage the bookings. It will support multiple vendors operating independently. The admin module would be responsible for over- all system monitoring, user management, and security control. The application will be developed using Java and Spring Boot for developing backend services and JWT-based authentication, whereas the frontend will be developed using HTML, CSS, and React.js. MySQL will be used for database management. It reduces time consumed in event planning and enhances overall efficiency and user experience.

Introduction

Numerous studies have explored software-based solutions to automate event management, booking systems, and scheduling processes. Prior research focused on reducing manual coordination through web-based event platforms, online booking systems, and digital attendance tracking technologies such as QR codes, RFID, GPS, and face recognition. While theoretical and analytical works provided foundational knowledge of event management practices, many systems were domain-specific (e.g., railway reservations, bakery bookings, consultation platforms) or focused primarily on monitoring rather than comprehensive booking design.

Despite technological advancements, event planning and venue booking remain inefficient due to fragmented systems, lack of integration, outdated information, manual coordination, double-booking risks, and absence of reliable reviews. Customers and vendors often rely on phone calls, emails, and spreadsheets, leading to time consumption, errors, and management difficulties.

To address these challenges, the paper proposes a centralized multi-vendor event and venue booking platform. The system integrates customers, vendors, and administrators within a single web-based interface. Customers can browse venues, submit booking requests, and make secure payments. Vendors manage venue details, pricing, and availability, while administrators oversee user management and system monitoring. A centralized database stores booking, payment, and user information.

Performance evaluation shows the system operates smoothly, handles multiple user interactions efficiently, and provides accurate real-time booking updates. The results demonstrate that the proposed platform improves coordination, transparency, efficiency, and user experience compared to traditional manual booking methods.

Overall, the study presents an integrated digital solution that simplifies event planning and enhances event and venue management.

Conclusion

In conclusion, the proposed system titled “Multi-Vendor Event and Venue Booking Platform” successfully fulfills the challenges of the traditional manual event booking process by offering an efficient digital solution for the problem domain. Overall, the system provides customers, vendors, and admins on the same platform by ensuring the accuracy of information for each entity and helps complete the transaction process more accurately and safely. In brief, the traditional manual event booking system has challenges that can be solved by the proposed system effectively and accurately. Therefore, the proposed system provides an efficient way for event planning in today’s modern society.

References

[1] A. Khalil Pinjari and K. Nur, “Smart Event Manage- ment System,” International Journal of Computer Science Trends and Technology (IJCST), vol. 4, no. 2, pp. 45–49, Mar.–Apr. 2016. [2] J. Nagesh Babu, S. J. M. Srujana, U. M. Srusti, and S. Kulkarni, “Event Management System,” International Journal of Engineering Research in Computer Science and Engineering (IJERCSE), vol. 6, no. 5, pp. 112–116, May [3] 2019. [4] S. A. Pasi, A. T. Shah, and A. B. Kasture, “A Study and Implementation of Event Management System,” International Journal of Innovative Research in Management and Pharma- ceutical Sciences (IJIRMPS), 2018. [5] A. Saleem, D. A. Bhat, and O. F. Khan, “Review Paper on an Event Management System,” International Journal of Computer Science and Mobile Computing (IJCSMC), vol. 6, no. 7, pp. 45–50, July 2017. [6] K. Maske, P. Neware, N. Jamgade, A. Jamgade, and P. Dubey, “Review Paper on Event Management System,” Dec. 2017. [7] V. Mishra, M. Dubey, P. Banarjee, A. Jumle, P. Raipure, and P. Wankhede, “Event Management System,” International Journal of Trend in Research and Development, vol. 3, no. 6, Nov.–Dec. 2016. [8] A. Khan, A. Pundalik, T. Shinde, S. Gupta, and S. [9] J. Patil, “Event Management System,” International Research Journal of Engineering and Technology (IRJET), vol. 6, no. 1, Jan. 2019. [10] “A Smart Meeting Room Scheduling and Management System with Utilization Control and Ad-hoc Support Based on Real-Time Occupancy Detection,” IEEE, 2016. [11] O. Mussawar and K. Al-Wahedi, “Meeting Schedul- ing Using Agent-Based Modeling and Multi-Agent Decision Making,” in Proc. 3rd Int. Conf. Innovative Computing Tech- nology (INTECH), 2013, pp. 252–257. [12] T. Mishima, K. Takahashi, T. Kawamura, and K. Sugahara, “Meeting Scheduling System Using Unpleasant Notification,” in Proc. Int. Conf. IT Convergence and Security (ICITCS), 2013, pp. 1–4. [13] Z. Yu and Y. Nakamura, “Smart Meeting Systems: A Survey of State-of-the-Art and Open Issues,” ACM Comput- ing Surveys, vol. 42, no. 1, pp. 1–30, 2010. [14] C. W. Shiang, S. W. Loke, S. Krishnaswamy, and [15] S. Ling, “Adding Flexibility to a Room Booking Sys- tem Using Argumentation-Inspired Negotiations,” in Proc. IEEE/WIC/ACM Int. Conf. Intelligent Agent Technology, 2004, pp. 401–404. [16] P. A. Jonasson, M. Fjeld, and A. F. Yamashita, “Expert Habits vs. UI Improvements: Re-Design of a Room Booking System,” in Proc. British HCI Conf., 2007, pp. 51–54. [17] N. F. Basir, S. Kasim, R. Hassan, H. Mahdin, A. Ramli, M. F. M. Fudzee, and M. A. Salamat, ”Sweet Bakery Booking System,” Acta Electronica Malaysia, vol. 2, no. 2, [18] pp. 14–19, 2018. [19] W. Zongjiang, “Railway Online Booking System Design and Implementation,” Physics Procedia, vol. 33, pp. 1217–1223, 2012. [20] I. Stonebraker, “Special Libraries and YouCan- Book.me: Easy Consultation Scheduling Through an Online Booking System,” Public Services Quarterly, vol. 12, no. 4, [21] pp. 334–338, 2016. [22] V. Parmar, A. Large, C. Madden, and V. Das, “Online Outpatient Booking System Improves Attendance Rates,” Journal of Innovation in Health Informatics, vol. 17, no. 3, [23] pp. 183–186, 2009. [24] Z. Ayop, C. Yee, S. Anawar, E. Hamid, and M. Syahrul, “Location-Aware Event Attendance System Using QR Code and GPS,” International Journal of Advanced Com- puter Science and Applications, vol. 9, no. 9, pp. 466–473, 2018. [25] N. T. Son et al., “Implementing CCTV-Based Atten- dance System Using Deep Face Recognition,” Symmetry, vol. 12, no. 2, p. 307, 2020. [26] R. Derakhshan, M. E. Orlowska, and X. Li, “RFID Data Management: Challenges and Opportunities,” in Proc. IEEE Int. Con f. RFID, 2007. [27] A. Chandrasekharan, N. Venkat, A. P. B., and S. R. [28] K. Somayaji, “Barcode Enabled Event Management System for Logistics and Consumables Management,” Nov. 2016. [29] S. Kumar and E. Walia, “Analysis of Various Event Management Techniques,” IEEE Transactions, vol. 2, no. 4, 2011. [30] P. Chitte, K. Aher, S. Ghorpade, and K. Ingale, “Web- based event management system,” International Research Journal of Modernization in Engineering, Technology and Science (IRJMETS), vol. 7, no. 4, pp. 9760–9767, Apr. 2025. [31] R. Khatipov, M. Mazzara, A. Negimatzhanov, V. Rivera, A. Zakirov, and I. Zamaleev, “Hikester: The event management application,” in Proc. 32nd Int. Conf. Ad- vanced Information Networking and Applications Workshops (WAINA), IEEE, 2018, pp. 462–468. [32] Uttarakhand Open University, ”Event Management (HM-402),” Nainital, India: Uttarakhand Open University, 2023. [33] G. Verma, G. Srivastava, H. Verma, M. Johri, and A. Bhalla, “Study on event management applications,” Interna- tional Journal of Innovative Science and Research Technology (IJISRT), vol. 2, no. 4, pp. 99–105, Apr. 2017. [34] G. Mu¨ller-Seitz and E. Schu¨ßler, “From event manage- ment to managing events: A process perspective on organized and unexpected field-level events,” Management Forschung, vol. 23, pp. 193–226, Sept. 2013. [35] D. Getz, Event Studies: Theory, Research, and Policy for Planned Events. Abingdon, U.K.: Routledge, 2019. [36] G. Bowdin, J. Allen, W. O’Toole, R. Harris, and I. Mc- Donnell, Events Management. Abingdon, U.K.: Routledge, 2016. [37] A. Shone and B. Parry, Successful Event Management: A Practical Handbook. Andover, U.K.: Cengage Learning EMEA, 2018.

Copyright

Copyright © 2026 Poojitha Varanasi , Pallavi Manne, Madhuri Thota, Dinny Mallavarapu, Sindhu Kusuma, Ganga Bhavani Billa. 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.