Event Management System
Manage all your events, such as summits, congresses, seminars, exhibitions, festivals, and graduations, in one platform with program schedules, speakers, registration, archives, and reports.
Event Management Module Overview
The Event Management Module allows you to plan, announce, record, and archive the results of all your internal and external events through a digital platform. You can manage a wide variety of formats such as summits, congresses, seminars, exhibitions, organizations, workshops, spring festivals, medical congresses, and graduation ceremonies from a single system.
End-to-End Digital Process
It allows you to manage the entire process, from event idea and program design to registration, archiving, and reporting, all from a single dashboard.
Corporate Calendar and Announcements
All events are listed on the corporate calendar; your target audiences can access details with a single click, and announcements remain consistent and up-to-date.
Strong Registration & Participant Management
Online registration, invitations, attendance confirmation, name badge generation, and participant lists are all integrated into a single system.
Archive and Memory Management
Brochures, catalogs, invitations, books, and past programs are uploaded to the system, transforming your event series (1st, 2nd, ..., 20th) into corporate memory.
Event Types and Scope
It is designed to manage all event formats – academic, cultural, sporting, and corporate – under one roof.
Summit, Congress, Conference
- Multi-session structures, parallel halls, and multi-day programs.
- Presentations, panels, poster presentations, and special sessions.
Seminar, Workshop
- Quick setup for small to medium-sized events.
- Participant limits, registration requirements, and working group management.
Exhibition, Fair, Launch
- Booth allocation, hall/area planning, and logistical information.
- Corporate sponsorships, space usage plans, and visitor flow.
Spring Festival & Graduation
- Spring festivals, concerts, campus events
- Graduation ceremonies, protocol lists, and stage flow management.
Program, Session and Speaker Management
It includes a detailed scheduling engine that plans everything end-to-end, including date, time, venue, session, and speaker details.
1. Main Structure of the Event
Defining the event name, theme, date range, target audience, and overall objectives.
2. Venue and Time Planning
Room/hall definitions, maximum capacity, and technical requirements must be entered.
Session 3 & Adding Speakers
Session titles, speakers, panelists, and moderators will be assigned; and the times and durations will be finalized.
4. Creating a Program Calendar
Automatic or semi-automatic generation of detailed daily and room-by-room schedules; production of print and web versions.
5. Last-Minute Changes
Session, speaker, or room changes are reflected in real-time on the calendar and participant registration screens.
Registration, Participant and Invitation Management
It handles online registrations for all events, segments participants, and automates the invitation process.
- Customizable registration forms based on events.
- Participation type fields (student, academic, invited guest, sponsor, etc.)
- Checkboxes (data privacy policy, GDPR, photo/video permission, etc.)
- Email invitations and digital invitation links
- Clear tracking of participation status with Approve/Reject buttons.
- Name badges, attendance lists, session-based participant lists
- Post-event satisfaction and session-based evaluation surveys.
- The speaker, content, organization, and venue are the areas for evaluation.
- Connecting survey results with reports and event series.
Event Archive, Brochure and Publication Management
All outputs from each event are collected in a single archive; creating a strong organizational memory for future organizations.
Brochures, Invitations, Catalogs
Event brochures, invitations, program booklets, and catalogs are uploaded to the system as PDFs and become accessible on the past events page.
Recurring Event Series
Events such as "1st National Congress", "2nd National Congress" ... "20th National Congress" are archived in a series of versions under the same tree.
Presentations and Papers
Presentations, papers, and book chapters from the sessions are linked to the respective sessions; they may be shared with participants as appropriate.
Photo & Video Gallery
Album structure for event photos and videos; gallery screens filterable by year, event, and location.
Analytics, Reporting, and Strategic Outlook
It provides dashboards where you can view participant, distribution, feedback, and impact analyses for your events all in one place.
Participant Profile
- Number of participants, role distribution (student, academic, industry representative, etc.)
- Participation statistics by city, country, and institution.
Event Performance
- Registration/participation rates, hall occupancy rates
- The most popular sessions, speakers, and themes.
Feedback Analysis
- Survey results, satisfaction scores, NPS, and other metrics.
- Suggestions and action lists for future events
Series Event Comparisons
- Comparisons of participation and impact among series such as "1st – 5th – 10th Congress"
- Trends and growth graphs over time.
Integration with the TOKU Ecosystem
The Event Management System integrates seamlessly with other modules on the TOKU platform, providing an end-to-end experience.
Website Community Management
Events are automatically distributed across multiple websites (faculty, department, center, club, etc.); calendars and registration links are synchronized.
Student Affairs & Alumni Information System
Special events for students and alumni are integrated with student affairs and alumni information systems to create targeted invitation lists.
Continuing Education & Training Management
Education and course-based activities, working in conjunction with Educatum360 and the Trainee System, encompass examination, certification, and continuation processes.
Tournaments and Sports Organizations
Sports organizations can integrate with the Tournament Management System to manage fixtures, results, and award ceremonies under the same event umbrella.
Gallery
Example screenshots of event calendars, program pages, registration forms, and report boards.
Frequently Asked Questions
Yes. Many different formats, such as summits, conferences, seminars, exhibitions, spring festivals, graduation ceremonies, and medical conferences, can be managed with different templates and workflows based on the same core structure.
You can upload relevant PDFs, catalogs, books, and brochures as files from the event details page. These files are listed both in the event archive and under the relevant year/series.
No. You can define an event as a “series” and replicate it for the following year; by simply changing the date, session, and speaker, you can create a new event version in minutes.