UNIFEST: An Intelligent Fest Buddy Powered by AI/ML

Abstract

Events play a crucial role in college life, fostering student engagement in various activities, learning opportunities, and social interactions. However, relying on traditional methods like spreadsheets to manage numerous events, coordinators, venues, and participants often results in inefficiencies and communication breakdowns. To address these issues, this project introduces a Smart Event Management System built using the MERN stack (MongoDB, Express.js, React, and Node.js). This system offers a centralized web platform for efficiently creating, updating, and managing event details. Key features include real-time event listings, role-based administrative controls, coordinator information, and an online registration interface for students. Furthermore, the platform incorporates Artificial Intelligence (AI) through a chat-bot for automated query resolution and Machine Learning (ML) techniques to deliver personalized event recommendations, enhancing event discovery, participation, and the overall user experience at campus events.

Introduction

The Smart College Event Management System is a web-based platform designed to simplify and streamline the planning and management of college events. It serves as a centralized system for administrators, coordinators, and students to manage and participate in various events such as cultural, technical, and sports activities.

The platform is divided into three main panels: the General Secretary (admin) panel for overall control and monitoring, the Coordinator panel for organizing and managing specific events, and the Student panel for browsing, registering, and receiving updates about events. This structure ensures better coordination, transparency, and user engagement.

The system follows a secure, modular architecture with role-based access control, where each user has specific permissions. The backend processes requests and connects different modules like event management, role management, and registration, while the database ensures reliable data storage. It also integrates external services such as email notifications and payment gateways.

Key functionalities include event creation, admin verification, categorized event display, student registration, automatic certificate generation, and online payment integration. Overall, the system enhances efficiency, security, and user experience, transforming traditional event management into a more organized, interactive, and automated process.

Conclusion

The proposed system offers a clear way to manage and take part in college events. It lets students explore different types of events, such as cultural, technical, sports, and on-stage activities. Coordinators can create and manage events, which the admin must verify before they appear on the main page. The system ensures secure access with separate login tabs for admin, students, and coordinators, along with OTP verification for coordinators. Students can easily sign up for events and receive participation certificates if they take part successfully. There is also a payment gateway for paid events, and invoices are generated automatically. The system includes a recommendation feature that suggests events based on students’ participation history. Additionally, chatbots help users by answering questions and providing support. Overall, the platform provides an organized, secure, and user-friendly way to manage events at colleges. It makes communication simpler between students, coordinators, and administrators while keeping a clear flow of event creation, verification, and participation. By including features like payment processing, certificate generation, and smart recommendations, the system improves efficiency and boosts student involvement in college activities. Therefore, the proposed system offers a trustworthy and modern solution for effective college event management.

References

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Copyright

Copyright © 2026 Sanj Prashant Bari, Roshan Vijay Singh, Adiba Tasleem Khan, Tanzeel Shaikh, Monika Samir Pathare . 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.