Website for Event

Background : Approximate number of 65-70 families ( around 300 members ) gather every year to celebrate the Spring Festival ; an event which encompasses cultural programmes , socializing and dining . The event is spread across a period of 5 days . Problem Statement : PAYMENT UPDATION 1) The cost of the event is divided amongst the participating families and each family pays their share of cost beforehand / at the venue to the concerned co-ordinator . 2) The co-ordinator manually updates the contribution in a “ Master Excel sheet / Google Spreadsheet “ and keeps a track of the same . Now the issue arises when there are multiple changes / versions / edit which are required on the sheet . It is a painstaking process to update these excel sheets manually and it is quite natural to lose track of the versions . It is also to be noted that these Google Sheets are shared amongst all members with the “Edit” option available for everyone. Unintentionally, there are chances that while updating something , the members might inadvertently erase / edit some other cells / rows / columns in the sheet FOOD And JUICE ALLOCATION 1) During the course of the 5 day event , families need to notify beforehand their food preference for each day ( breakfast / Lunch / Dinner ) . 2) A Google spread sheet is circulated and the members are requested to update their daily count and preference for breakfast / lunch and dinner . 3) These spreadsheets are again subject to unintentional errors . GUEST POLICY 1) Each member can bring in guests for this occasion and needs to notify about the same in the Excel Sheet / Google Sheet 2) The same issue arises where unintentionally while updating / adding some names / details there are chances of editing / deleting some other information SOLUTION : The major issue is the Manual Intervention and the chance of Inadvertent errors . To address the same we propose to create a Online Portal which will allow for seamless addition / updates without the risk of unintentional errors MEMBER PORTAL : 1) Every Family to be given a Username / Password . 2) Each Family to update their preference of food / soft drinks / no . of guests ( The layout to be made will be absolutely simple and low bandwidth ) 3) Once the details are filled the total cost of the particular family shall be displayed . 4) The member shall deposit the required amount at the counter prior to the event 5) To ensure minimal logistical inconvenience , editing on the portal ( food choice / guests etc ) to be disabled 24 hours prior to the particular event day ( In case of any changes post cut off period approval required and the same needs to be updated through the master portal ) ADMIN PORTAL DESIGN : 1) Create a master portal [login to view URL] ( Username and Password Protected ) . To be shared with the Finance Co-ordinator . Once a payment is made at the counter by any member , the finance co-ordinator updates the payment against his / her name with pre-populated drop downs ( Payments can be made against event contribution / Food / Juice / Guest etc ) 2) Once the payment is recorded in the system , the member receives a confirmation message on whats app / email ( Whats app is just an example , can be any sort of system generated message ) . QR CODE : Before the start of the event , after all payments has been made , the member/s of the family ( incase they have opted for food during the event ) shall receive an exclusive QR code ( specifically for Food ) . To share an example , lets assume Mr A along with his wife and 2 kids have opted for Lunch on Day 2 . For Day 2 , Mr A will received “1” QR code ( to be shared amongst the family and guest/s ) which will have an allocation for 4 Lunch Plates . Every time the QR code is scanned it will automatically update the pending number of Lunch Plates within the Code .QR code will be Unique and separate for Breakfast / Lunch / Dinner / Drinks for each day .