Eventify

In a bustling academic environment like NITK Surathkal, organizing college events often involves logistical challenges, particularly in booking suitable venues without clashes or miscommunication. Eventify is a web-based platform developed to streamline the process of booking rooms and venues for college events, ensuring efficient management and conflict-free scheduling. The system provides a centralized interface where students, faculty, and clubs can view available rooms, submit booking requests, and receive real-time confirmation, significantly reducing manual effort and coordination overhead. By integrating role-based access and an approval workflow, Eventify also ensures proper authorization and transparency. The platform aims to enhance event organization by promoting clarity, reducing booking conflicts, and fostering smoother collaboration within the campus community.

Google Meet Link: https://meet.google.com/gbx-icmk-hmr
Github Repository: https://github.com/Rudr-1705/Eventify/

Eventify is a full-stack event management platform where students can register for events and managers can create, track, and analyze events using QR-based entry and real-time analytics.

Aim

To develop a web-based platform that enables seamless event registration for students and provides event managers with tools to create events, track attendance via QR codes, and analyze participant data effectively.

Introduction

Eventify is a modern web application designed to simplify event management in academic institutions. It allows students to easily discover, register for, and attend events, while providing managers with an intuitive interface to create events, manage participants, and track attendance using QR codes. With built-in filtering, real-time analytics, and secure authentication, Eventify offers a complete solution for organizing and monitoring events efficiently.

Technologies

Frontend: React.js, Tailwind CSS
Backend: Node.js, Express.js
Database: MongoDB with Mongoose
Authentication: JWT (Cookie-based)
File Uploads: Multer + Cloudinary
QR Code Generation: qrcode npm package
Email Delivery: Nodemailer
Version Control: Git & GitHub

Methodology

Requirement Analysis:
Identified the need for a platform where students can register for events and managers can efficiently organize and track events.

System Design:
Designed a modular full-stack architecture separating frontend, backend, and database layers. Defined API routes, database schemas, and component structure.

Frontend Development:
Built using React.js with Tailwind CSS for responsive UI. Implemented pages for event listing, registration, QR code display, and manager dashboard.

Backend Development:
Developed with Node.js and Express.js. Created RESTful APIs for authentication, event management, registration, QR code generation, and analytics.

Authentication & Authorization:
Used JWT with cookie-based storage to manage sessions and protect routes based on user roles (student/manager).

Database Integration:
Used MongoDB with Mongoose to model users, events, and registrations, including relations for attendance and analytics.

QR Code & Email Integration:
Generated unique QR codes for each registration using the qrcode package and sent them via email using Nodemailer.

Attendance & Analytics:
Managers scanned QR codes to mark attendance, and analytics were calculated using MongoDB aggregation (registered count, attendance, gender/branch/year distributions).

Results

The platform enables students to register for events and view their registered events along with unique QR codes both on the website and via email.
Event creation, modification, and deletion are managed through an intuitive dashboard.
QR code scanning facilitates real-time, accurate attendance tracking at event entry.
The analytics dashboard provides comprehensive insights including total registrations, attendance percentage, and distributions by gender, branch, and graduation year.
Secure, role-based access is maintained through JWT authentication.

Overall, the system delivers an efficient and seamless event management and attendance tracking solution.

Conclusion

The Eventify platform successfully streamlines event registration and management by integrating secure authentication, QR code–based attendance tracking, and detailed analytics. It enhances user experience through easy access to event information and personalized QR codes, while providing organizers with effective tools to monitor and analyze participation.

Future Scope

Integration of payment gateways for paid events
Implementation of push notifications and WhatsApp alerts for event updates
Support for recurring events and automated reminders
Enhanced real-time analytics with predictive insights
Mobile app development for greater accessibility and convenience

References

Mentors and Mentees Details

Mentors:
SK Sharhaan Naim
Nilayan Mazumdar

Mentees:
Rajsimha M V
Rudraksh Mahajan
Prem Sai Kothapalli
Nishchal Shah

Virtual Expo 2025

Abstract