Functional requirements of Event Management System with non-functional

Functional Requirements

1. User Management:
   • Admin Module:
     • Manage user roles and permissions (e.g., organizers, attendees, vendors).
     • Oversee system-wide settings and configurations.
     • Generate reports and analytics.
   • Organizer Module:
     • Register and manage organizer profiles.
     • Create and manage events.
     • Communicate with attendees, vendors, and other stakeholders.
   • Attendee Module:
     • Register and manage attendee profiles.
     • View event details, schedules, and related content.
     • Register for events, sessions, and activities.
   • Vendor Module:
     • Register and manage vendor profiles.
     • Manage booth assignments and resources.
     • Track orders, payments, and inventory.
2. Event Creation and Management:
   • Event Setup:
     • Create events with detailed descriptions, dates, venues, and schedules.
     • Define event categories (e.g., conferences, workshops, concerts) and types.
   • Agenda Management:
     • Create and manage event agendas, including sessions, speakers, and activities.
     • Allow organizers to update agendas in real-time.
   • Venue Management:
     • Manage venue details, including location, seating arrangements, and capacity.
     • Assign rooms or spaces for different sessions and activities.
3. Registration and Ticketing:
   • Online Registration:
     • Allow attendees to register for events online.
     • Collect and store attendee information securely.
   • Ticketing System:
     • Generate and manage tickets for events.
     • Support various ticket types (e.g., general admission, VIP, early bird).
     • Allow for online payment processing and ticket delivery (e-tickets).
   • Check-in and Badge Generation:
     • Enable digital check-in for attendees at the event.
     • Generate and print attendee badges.
4. Payment Processing:
   • Payment Gateway Integration:
     • Integrate with payment gateways to handle ticket purchases, vendor payments, and sponsorships.
   • Invoice Management:
     • Generate invoices for ticket sales, vendor services, and sponsorship deals.
   • Refund Management:
     • Process refunds for ticket cancellations or event changes.
5. Communication and Notifications:
   • Email and SMS Notifications:
     • Send automated confirmations, reminders, and updates via email or SMS.
   • In-App Messaging:
     • Provide messaging features for communication between attendees, organizers, and vendors.
   • Announcements:
     • Post announcements related to event updates, schedule changes, or important notices.
6. Event Promotion:
   • Marketing Tools:
     • Create and manage promotional campaigns, including email marketing, social media integration, and promotional codes.
   • Affiliate Program:
     • Implement affiliate marketing to allow partners to promote events and earn commissions on ticket sales.
7. Vendor and Sponsor Management:
   • Vendor Registration:
     • Allow vendors to register and manage their booths or services.
   • Sponsorship Management:
     • Manage sponsorship packages, agreements, and visibility options (e.g., banners, logos).
   • Resource Allocation:
     • Track and manage resources allocated to vendors and sponsors (e.g., booth space, marketing materials).
8. Attendee Engagement:
   • Interactive Features:
     • Enable live polls, Q&A sessions, and feedback forms during events.
   • Networking Opportunities:
     • Provide tools for attendees to connect with each other, such as matchmaking, chat rooms, and attendee directories.
   • Event Apps:
     • Offer a mobile app for attendees to access event details, schedules, and networking features on the go.
9. Reporting and Analytics:
   • Event Analytics:
     • Track attendance, ticket sales, revenue, and attendee engagement.
   • Custom Reports:
     • Allow organizers to generate custom reports based on various metrics (e.g., financials, demographics).
   • Post-Event Surveys:
     • Collect feedback from attendees, vendors, and sponsors to assess event success and areas for improvement.
10. Integration with External Systems:
    • CRM Integration:
      • Integrate with Customer Relationship Management (CRM) systems for managing attendee and sponsor data.
    • LMS Integration:
      • Integrate with Learning Management Systems (LMS) for events focused on training or education.
    • Social Media Integration:
      • Allow attendees to share event details, schedules, and updates on social media platforms.

Non-Functional Requirements

1. Performance:
   • The system should handle high traffic during peak registration periods without significant slowdowns.
   • Response times for user actions (e.g., ticket purchase, registration) should be within 2-3 seconds.
2. Scalability:
   • The system should be scalable to handle multiple large events simultaneously, with thousands of attendees.
   • Support cloud-based infrastructure to accommodate growth and geographic distribution.
3. Security:
   • Implement data encryption for sensitive information (e.g., payment details, personal data).
   • Use role-based access control to restrict access to different parts of the system.
   • Regularly update security protocols and conduct vulnerability assessments.
4. Reliability:
   • Ensure the system has an uptime of 99.9% to support 24/7 accessibility.
   • Implement failover and backup systems to prevent data loss during unexpected outages.
5. Usability:
   • The system should offer an intuitive user interface that is easy to navigate for all user types (organizers, attendees, vendors).
   • Provide consistent user experiences across different devices (desktop, tablet, mobile).
   • Include user guides, tooltips, and help documentation.
6. Maintainability:
   • The system should be modular to allow for easy updates, bug fixes, and feature additions.
   • Ensure the code is well-documented for future developers and maintainers.
7. Compliance:
   • Comply with relevant data protection regulations (e.g., GDPR, CCPA).
   • Ensure accessibility standards (e.g., WCAG) are met for all users, including those with disabilities.
8. Availability:
   • The system should be available 24/7, with planned maintenance communicated well in advance.
   • Minimize downtime during maintenance through efficient deployment practices.
9. Interoperability:
   • The system should integrate seamlessly with third-party services, such as payment gateways, CRM systems, and marketing tools.
   • Support standard data formats (e.g., CSV, XML, JSON) for importing and exporting data.
10. Data Integrity:
    • Ensure data accuracy and consistency across the system, especially for critical operations like registration and payment processing.
    • Implement transaction management to maintain data integrity during concurrent user actions.
11. Response Time:
    • The system should respond to critical user actions like registration, payment processing, and ticket generation within 2-3 seconds.
    • Complex operations like report generation should complete within 5-10 seconds.
12. Auditability:
    • Maintain logs of all critical actions (e.g., ticket purchases, registration changes) for audit purposes.
    • Provide audit trails to track changes made to the event, user data, and system settings.