CampusGrid – University Event Management System with Automated Chatbot Assistance

Abstract

Managing university events manually is often messy. Posters get lost, emails get ignored, registration lists end up scattered across sheets of paper, and students frequently miss out on events simply because they did not know about them in time. CampusGrid was built to solve exactly these problems. CampusGrid is a web-based university event management system that brings all campus events into one centralized platform. Students can browse upcoming events, register with a single click, track their registered events, view their event history, and communicate with administrators through a contact page. Administrators can create and manage events, organize them into categories, manage user accounts, monitor participation, and respond to student queries. The system also includes a rule-based chatbot that provides instant answers to common event-related questions, available on every page [3]. The system was developed using Spring Boot for the backend, HTML, CSS, JavaScript, and Bootstrap for the frontend, Thymeleaf as the template engine, and MySQL for the database [13]. Security features include BCrypt password hashing, JWT-based authentication, email verification during registration, and role-based access control separating user and admin privileges [4][6]. The main goal was to create a system that is simple to use, reduces administrative workload, and ensures that students never miss an event due to poor communication. Testing showed that the system performs reliably under expected loads, handles concurrent registrations correctly, and provides a smooth experience on both desktop and mobile devices. Future enhancements could include a dedicated mobile application, payment gateway integration for paid events, QR code-based attendance tracking, and AI-powered event recommendations.