Event Management and Registration System

A web-based system for managing the organisation's events end to end: registration, participant records, and the reporting that follows. Events across a large, geographically spread organisation are difficult to administer with paperwork, because registration data has to be collected, checked, and then turned into attendance and participation figures for people who need them afterwards.

Organisational events were registered on paper. The resulting participant data was then re-keyed into whatever system needed it, and each event consumed a disproportionate amount of administrative effort. For an organisation spanning 92 divisions, the aggregate cost of that repetition was significant, and the delay meant post-event analysis was never part of the process — it was a separate exercise undertaken afterwards if there was time.

What made it hard

• Separated registration — the data capture point — from event administration and reporting, so that a change to one did not require changing the other.
• Established that registration data, captured once and validated at entry, should be the source for every downstream figure, including attendance.
• Identified that the value of moving to a system lies as much in the reporting that follows as in the registration itself.
• Designed the data model around the organisation's divisional structure so that registration and reporting share one hierarchy.

A web-based application with a MySQL database handling registration and participant records. Registration is captured and validated through the application rather than on paper, with the database providing a consolidated view of registrations across events and divisions. Because registration data is captured once at source, the reporting that follows — who attended, what the participation looked like, how it compares across divisions — is produced from the same records rather than reconstructed afterwards.

Registration layer

Participants register through the application, with data validated as it is captured.

Data layer

MySQL holds participant records as the consolidated source across events and divisions.

Administration layer

Organisers manage event and participant records through the application.

Reporting layer

Attendance and participation figures are produced from the registration data rather than reconstructed separately.

• Mapped the registration and reporting steps of the existing manual process, identifying where duplicate data entry occurred.
• Designed the MySQL schema around participants, events, and the divisional structure that connects them.
• Built the registration interface with validation applied at entry.
• Developed the administration views organisers need to track registrations across events.
• Deployed the system and verified it against the manual process for an initial set of events before retiring the paper process.

• Web-based participant registration with validation at the point of capture.
• Consolidated participant records across events and divisions.
• Organiser-facing administration of event and registration data.
• Attendance and participation reporting derived from the registration records.

• Removed the paper registration and re-keying cycle from the event workflow.
• Produced post-event reporting from the registration data itself, making analysis a by-product of registration rather than a separate exercise.
• Reduced the administrative effort each event required, a saving that scales with the number of events the organisation runs.

Screenshots for this project have not been published yet.