A basic Event Management Information System (EMIS) needs to contain information concerning the following:
1. 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.
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2. Event Attendees:
Attendee ID, First/Last Name, Title, company name, address, phone/fax/email, Website URL.
3. 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.
4. Event Category:
Event category ID, Event Variation ID.
5. Employees and staff assigned to the event:
Employee ID, Name, Title, phone/ fax/email.
6. Event Pricing:
Fee schedule ID, Event ID, Fee Description, Fee.
7. Event Management Company information:
Setup ID, Sales tax rate, Company Name, address, phone/fax/email, default payment terms, default invoice description.
8. Payment records:
Payment ID, Registration ID, Payment Amount / date, Payment mode (credit card- name/expiry date/cheque/cash), Payment method ID.
9. 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 attendees 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.
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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
Finally, the value of focused databases of information obtained from the audience is an invaluable asset for the event organizers and their clients. Such information in the form of organized databases can be extremely lucrative when sold as a product.
A Web-based B2B portal on the lines of a yellow pages service for event suppliers (B2B e-Commerce) that maintains a web-based active database containing names, contact numbers, addresses, rates, etc. would be very profitable to the event organizer.
Every transaction generated with that supplier through the web shall be an opportunity generated by the event organizer for the supplier. Hence, there can be a contract-fee for maintaining information on the website.
Allowing access to potential clients to this database would allow the customer, especially the corporate ones, to trust the organizer more and trust is a major part of the events business. Similar web-based services directly to individual customers can be set up as a B2C engine.