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Unit 1: An Introduction to Event Management

Event Directors need to appreciate that sport and recreation depends very considerably on the Notes
input of voluntary persons. Therefore systems should be put in place to recognize the
contribution of volunteers and to provide non-monetary rewards. In consultation and close
cooperation, the Event Director should develop and/provide a job description for each
department head.

1.9 Event Management Information System

A basic Event Management Information System (EMIS) needs to contain information concerning
the following:
General Event Information: Event Category ID, Event Variation ID, Name, Type ID, Status,
Location, the start date/time, end date/time, Required staffing, confirmations, available
spaces, event description in brief and the employee ID of the event managers.

Event Attendees: Attendee ID, First/Last Name, Title, Company Name, Address, Phone/
Fax/E-Mail, Website URL.

Event Registration: Registration ID, Attendee ID, Employee ID, Event Category ID, Event
variation ID, Registration date/time, Sales tax rates, Fee schedule ID, Registration fee.

Event Category: Event Category ID, Event Variation ID.
Employees and staff assigned to the Event: Employee ID, Name, Title, Phone/Fax/
E-Mail.

Event Pricing: Fee schedule ID, Event ID, Fee Description Fee.
Event Management Company Information: Setup ID, Sales Tax Rate, Company Name,
Address, Phone/Fax/E-Mail, Default Payment Terms, Default invoice Description.
Payment Records: Payment ID, Registration ID, Payment Amount/Date, Payment mode
(credit card – name/expiry date/cheque/cash), Payment method ID.
Payment Methods: Payment Method ID, Payment Method, Debit/ATM card and Credit
card.
This system should be able to generate queries such as:

the number of attendee at any given event,
the sum of all payments,

total registrations by an attendee etc.,
Reports that should be available from this system are: attendee listings, invoices, sales by
employee and event type.

The identity numbers are used to clearly distinguish between items and are usually unique and
generated by the system automatically. It keeps track of relevant records such that there is no
repetition and duplication of entries as well as keeping a sequential record of relevant fields
such as attendees and registrations etc, ID’s help in maintaining and generating records. This
basic framework can be expanded to be a web-based system that can be accessed from any
computer anywhere. Thus, giving greater control over information about the status of the event
due to real time availability.

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