Unified Conference Management System with Automated Scheduling and Mobile Accessibility

The organization faces inefficiencies due to relying on separate legacy systems for event planning and public information dissemination. Manual scheduling, fragmented community engagement, and limited real-time updates hinder effective event management and attendee participation, especially given high traffic volumes. Additionally, existing platforms lack seamless integration and mobile accessibility, reducing user engagement and operational efficiency.

A large educational organization hosting multiple international conferences, workshops, and educational events annually, seeking to streamline event planning and enhance attendee engagement.

• Automate conference scheduling processes to prevent overlaps and double bookings using predefined criteria.
• Integrate conference planning modules with existing websites to ensure real-time synchronization of event data.
• Enhance user engagement by providing self-managed community creation, interest groups, and activity organization.
• Develop scalable architecture capable of supporting high user concurrency and traffic growth.
• Deliver mobile-friendly access through native applications and progressive web applications, ensuring broad device coverage and cost-effective maintenance.
• Reduce manual efforts, improve resource availability, and offer intuitive interfaces for event organizers and attendees.

• Automated event scheduling with conflict detection and venue management.
• Integration with attendance request modules for submission, review, and approval workflows.
• Community creation and management, including interest groups, leadership election, and internal activities.
• Resource management for locations, floor plans, and inventory tracking.
• Financial module for recording and managing conference-related funds.
• Multi-platform access supporting web, native mobile apps, and progressive web applications.
• Intuitive admin interface with onboarding prompts and workflow assistance for new users.
• User authentication and authorization for attendee and admin roles.
• Real-time updates and synchronization with existing organizational websites.

• Existing organizational website for data synchronization
• Attendance request management platform for handling participant submissions
• Payment and funds management systems
• Location and venue mapping systems

• Support for high traffic volumes with scalable microservices architecture
• Page load times optimized to under 3 seconds with lazy loading techniques
• System availability with fault-tolerance and automatic load balancing
• Secure user authentication and data protection compliant with industry standards
• Cost-effective support through PWA and hybrid mobile applications

The implementation of the integrated conference management system aims to deliver a threefold reduction in infrastructure costs, a tenfold improvement in page load speeds, and enhanced user engagement through seamless web and mobile platforms. It will streamline event planning, maximize resource utilization, and expand attendee reach, supporting the organization’s growth and operational efficiency.