Education Event Management Platform for 6 Campuses
One custom platform replaced four disconnected tools for 1,900+ academic, student and alumni events a year. Registration, room scheduling, hybrid streaming, QR check-in and analytics now run in one place, connected to the university's SIS and LMS.
- less manual event work
- 68%
- fewer room clashes
- 94%
- weeks to full rollout
- 26
Convocation day
6 campuses, 320 rooms
Guests checked in
7,640 / 8,000
Entries per hour
6 sec avg-
Convocation
95% -
Career Fair
72% -
Hybrid Research Talk
88%
- Admissions open days
- Orientations
- Research symposiums
- Career fairs
- Sports meets
- Alumni reunions
- Convocations
- CPD workshops
A 6-Campus University Group Running an Event Every 90 Minutes.
The client is a private higher education group with 42,000 students, 3,100 faculty and staff, and an alumni base of 180,000 across six campuses. Its calendar covers admissions open days, orientations, research symposiums, career fairs, sports meets, alumni reunions and two large convocations every year.
Each campus had picked its own tools. The group wanted one education platform that every department could use, with central reporting for leadership and accreditation bodies.
Our EdTech app development team delivered it through custom software development, with mobile app development for students and staff and AI development services for attendance forecasting and event assistants.
Academic year at a glance
1,900+ events, 6 campuses
- Orientation (Sep)
- Career fairs (Nov)
- Convocation (Jan)
- Symposiums (Mar)
- Convocation (Jun)
Client
Private university group, 6 campusesName under NDA
Region
UAE and India
Timeline
26 weeks to full rollout
Great Events, Run on Broken Tools.
Event teams were skilled, but their tools worked against them. These six problems shaped the brief for the new platform.
Four tools, zero shared data
Registration, room booking, ticketing and email ran on separate systems. Staff re-keyed the same attendee data up to four times per event.
Approvals lived in spreadsheets
Event requests moved by email and Excel between departments, security, facilities and finance. The average approval took 9 working days.
Room clashes every week
No live view of 320 rooms meant about 60 double bookings a month, often discovered on the day of the event.
Convocation queues
Paper guest lists created 40-minute entry queues for 8,000 graduates and families at each convocation.
No evidence for accreditation
Attendance for workshops and CPD sessions could not be tied to student records, which made accreditation reporting slow and manual.
Privacy and access gaps
Student data sat in consumer tools with no single access policy, and registration forms failed basic screen-reader checks.
One Education Event Platform, Six Connected Modules.
We designed the platform around how each campus actually runs events, then built it as modules that share one attendee record. Switch tabs to see what each module does.
Registration
Branded Event Pages
Departments publish event pages from 14 templates in minutes, with campus branding and multilingual support in English, Arabic and Hindi.
Smart Forms and Ticketing
Free, paid and invite-only tickets, group bookings for parents, waitlists and promo codes. Forms pre-fill from the SIS after single sign-on.
Payments That Reconcile
Card, wallet and bank transfer payments post straight into Odoo, so finance closes each event without manual matching.
Room Scheduling
Live Campus Map
A real-time view of 320 rooms, labs and halls with capacity, AV kit and accessibility details for every space.
Clash-Proof Booking
Academic timetables sync from the SIS, so an event can never be booked over a lecture or exam.
Setup and Teardown
Facilities, catering, IT and security get task lists with times, so rooms are ready before guests arrive.
Approvals
Rule-Based Workflows
Approval routes change with event size, budget, guests and venue. A 30-person seminar needs one sign-off, a public concert needs five.
Mobile Approvals
Approvers act from email, WhatsApp or the app. Average approval time fell from 9 days to 1.5 days.
Full Audit Trail
Every change is logged with who, what and when, which satisfies internal audit and risk teams.
Hybrid and Virtual
One Agenda, Any Format
Sessions can be in person, streamed or both. Remote attendees join through Zoom or Microsoft Teams from the same agenda.
Recordings to the LMS
Session recordings publish to the right course in Moodle through LTI, with access limited to enrolled students.
Live Engagement
Polls, Q&A and moderated chat work the same way for people in the hall and people at home.
Check-In and App
QR and NFC Check-In
Guests scan a QR code or tap a student ID card. Convocation entry fell to about 6 seconds per guest.
Student Event App
A Flutter app for iOS and Android with personal agendas, reminders, maps and digital certificates.
Offline Mode
Check-in keeps working when venue Wi-Fi drops and syncs once the connection returns.
Analytics and AI
Accreditation Reports
Attendance links to student records, so CPD hours and co-curricular credits export in the accreditor's format.
AI Event Assistant
A generative AI assistant drafts event pages, answers attendee questions and suggests rooms based on history.
Attendance Forecasting
Machine learning predicts turnout from past events, cutting catering waste and helping size rooms correctly.
The AI features were built by our generative AI development and machine learning teams.
Connected to the SIS, LMS and ERP the Campus Already Runs.
An event platform in education is only as good as its integrations. We connected eight systems so one attendee record follows a student from sign-on to certificate.
Student Information System
Two-way sync of students, timetables and rooms through REST APIs and 1EdTech OneRoster.
LMS (Moodle)
Course-linked events and recordings through LTI 1.3, with enrolment-based access.
Single Sign-On
Microsoft Entra ID with SAML and OpenID Connect, so students and staff never create a new password.
Salesforce Education Cloud
Alumni and donor events feed the advancement CRM, built with our Salesforce integration team.
Odoo ERP Finance
Payments, refunds and event budgets post to Odoo through our Odoo integration connector.
Payment Gateways
Stripe for international guests and regional gateways for local cards and wallets.
Zoom and Teams
Streams, breakout rooms and attendance data flow back into the event record.
WhatsApp and SMS
Reminders and last-minute room changes reach guests where they already read messages.
From First Workshop to a Live Higher Education Event Platform in 26 Weeks
A phased plan let the client see working software every two weeks and put a real campus on the platform before full rollout.
26-Week Delivery Timeline
Discovery and Benchmarking
Workshops with 11 departments, 64 requirements scored, and a build-vs-buy review of five vendors.
UX and Architecture
Clickable prototypes tested with 40 students and staff, plus a cloud architecture sized for convocation peaks.
Agile Build
Two-week sprints with a demo every sprint. Registration and room scheduling shipped first, then approvals and hybrid.
Integrations and Pilot
SIS, LMS, SSO and Odoo connected, then piloted on one campus across 120 real events.
Rollout and Hypercare
Campus-by-campus launch, 38 staff trained as champions, and a support team on call for the first convocation.
A Cloud-Native Stack for University Event Management Software.
We picked proven, well-supported tools so the university's own IT team can maintain the platform after launch. Hosting follows our cloud transformation blueprint.
Frontend and Mobile
- React / Next.js
- Node.js
- Python
- Flutter
- TypeScript
- GraphQL
Cloud and Data
- AWS
- Docker
- Kubernetes
- PostgreSQL
- Redis
- OpenSearch
Integrations and AI
- Salesforce
- Odoo
- Entra ID
- Stripe
- Zoom SDK
- OpenAI
Outcomes the Registrar Can Put in a Report.
Twelve months after launch, the group measured the platform against the baseline it captured in discovery.
68%
Less Manual Coordination Time
Event teams now spend their time on programming and guest experience instead of spreadsheets. The group ran 23% more events in year one with the same headcount.
| Metric | Before | After |
|---|---|---|
| Event approval time | 9 days | 1.5 days |
| Room double bookings / month | ~60 | 3 to 4 |
| Convocation entry per guest | ~20 sec | ~6 sec |
| Staff hours per mid-size event | 22 hrs | 7 hrs |
| Tools in the event stack | 4 | 1 |
| Accreditation report prep | 3 weeks | 2 days |
| Uptime during peak weeks | Not tracked | 99.95% |
Secure, Accessible Campus Event Software Built for Student Data
Education platforms hold records about young people. Privacy, accessibility and security were acceptance criteria from sprint one, not a checklist at the end.
Student Privacy by Design
Role-based access and data minimisation aligned with FERPA principles for the group's US exchange programmes.
Regional Data Laws
Data stays in-region, with consent flows designed for the UAE PDPL and India's DPDP Act 2023.
WCAG 2.2 AA Accessibility
Every form, page and app screen was tested against WCAG 2.2 with screen readers and keyboard-only users.
Enterprise Security
Encryption in transit and at rest, SSO with MFA, and delivery under SDLC Corp's ISO 27001 management system.
What the Client Says About the Platform.
After the first convocation on the new platform, the group's student life team shared how the day went for families, staff and leadership.
"Convocation used to be the most stressful week of our year. This year families walked straight in, every room was ready, and I had attendance numbers for the board before the reception ended."
Why Universities Build with SDLC Corp.
One team for the platform, the integrations and the AI, with full ownership handed back to your campus IT.
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Education Domain Depth
Our EdTech development teams have shipped LMS, exam and campus platforms, and trained 51K+ practitioners on the BPMInstitute.org platform.
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ERP and CRM Under One Roof
Official Odoo partner and Salesforce Summit partner, so finance and alumni integrations are built by the same team.
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AI That Is Production-Ready
From attendance forecasting to event assistants, built by our AI development practice.
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You Own the Code
Full IP transfer, documentation and handover to your IT team.
Education Event Management Platform Questions, Answered
Straight answers on scope, cost, timelines and compliance. Still have a question? Talk to our team.
It is software that helps schools, colleges and universities plan and run events from one place. A typical platform covers event pages, registration and ticketing, room and resource scheduling, approvals, check-in, hybrid streaming and reporting, and connects to the institution's SIS, LMS and finance systems.
Buy when one product covers most of your events and integrations. Build when you run a high volume of events, need deep SIS, LMS or ERP integration, or want to own your data and avoid per-event licensing. In this project, five vendors were benchmarked first and a custom build won on cost at scale and integration depth.
A focused MVP with registration, ticketing and check-in usually takes 10 to 14 weeks. A full multi-campus platform with room scheduling, approvals, hybrid events, integrations and a mobile app, like this one, typically takes 20 to 30 weeks.
Cost depends on modules, integrations and the number of campuses. As a guide, an MVP often starts around $40,000 to $80,000, and an enterprise platform with mobile apps and AI features ranges higher. We give a fixed estimate after a short discovery phase.
Yes. We integrate with student information systems through REST APIs and OneRoster, and with LMS platforms such as Moodle, Canvas and Blackboard through LTI 1.3. Single sign-on works with Microsoft Entra ID, Google Workspace and other SAML or OIDC providers.
We build to WCAG 2.2 AA and design data handling around the laws that apply to you, such as FERPA, GDPR, the UAE PDPL or India's DPDP Act. Accessibility and privacy are tested every sprint, not only before launch.
Yes. Every launch includes hypercare, and most education clients continue with a support and enhancement plan covering monitoring, updates, new features and peak-season cover for events like convocation.
Planning an Event Platform? Let's Scope It Together.
Tell us about your campuses and systems. We will map a build plan and timeline in one free call.
- Contact Us
Let's Plan Your Event Platform
Tell us about your campuses, event volume and the systems you run today. We will help you decide between building and buying, and map the integrations, timeline and rollout plan.
What happens next?
- We review your campuses, events and current tools
- Scoping call with our education platform team
- Clear roadmap, timeline and estimate
- NDA Protected
- Enterprise Grade Delivery
- Global Clients