CASE STUDY:

Beyond Creative: Event Management System

Beyond Creative is a company offering event management services for their individual or corporate clients. As Beyond Creative continues to grow, the owner discovers that he can provide much better services to his clients if he utilizes some of the technology that is currently available. The owner wants to computerize their business to manage their services, vendors, clients, event scheduling, payments, etc, of course, a sophisticated system will be needed. The owner asked your team to work with him as an IT consultant. He wants you to help Beyond Creative develop a new information system that will support the company's operations and future growth. At your initial meeting, he provided you with some company background information and situation.

Beyond Creative employs staff for different positions such as administrator, event team, marketing, sales, billing, etc. The company also works with external vendors that provide various service types such as venue providers, catering, cleaning, audio systems, lighting, etc. Vendors could register through a new system by indicating their service type, and rate. The Beyond Creative company will need to undergo some verifications before agreeing on the partnership with the vendor. Upon the partnership agreement, the vendor will then be listed and available for events.

Beyond Creative offers several event durations, including hourly, daily, weekly, biweekly, and monthly. First, a client may request an event service through the new system, where the client must first create an account and login into the system. The client will need to select an event type $($such as conferences, seminars, annual dinners, launches, press conferences, team building, social events, etc$),$ date, event duration, number of guests, catering package, entertainment required $($emcee$,$ live band, dance show, comedy show, etc.$),$ and other details required for their event. The system will then provide an invoice and the client should make payment within a certain period, or the Beyond Creative system cancels the original request. Upon receiving the payment, the system will generate an event request confirmation for the client. For each confirmed event, the company will then assign a team that includes different roles such as floor manager, event coordinator, logistics coordinator, audio & video technician, etc. The client can then request meeting slots with the event team through the system during the event preparation.

In addition, to build trust and reputation on Beyond Creative, clients can submit a review after each event is complete. Besides, a small fee will be charged to the vendor for each completed event. At the end of each month, Beyond Creative calculates what they owe each vendor at the agreed service rate and sends them a statement and check.

The Beyond Creative manager and administrator will also be able to manage events, staff, event job scheduling, payments, generate a variety of business reports, etc. The owner has allocated RM $100,000$ for the project and the estimated timeline is five $(5)$ months. You are required to plan, analyse, design, and develop a prototype for Beyond Creative.

$3.$ Create a 'throw$-$away' prototype for the Beyond Creative system $($a simple form of a prototype that is for demonstration purposes$).$