A system and a method for event coordination using digital invitations

Abstract

A system (100) for event coordination using digital invitations is disclosed A design module (120) displays a set of invitation templates. A user input module (122) allows a user to select an invitation template, input event information and choose a plurality of invitees. A digital invitation module (124) generates a digital invitation and sends digital invitations. A multimedia engagement module (126) sends videos and photos with the digital invitation and provides real-time streaming. A response module (128) enables invitees to respond to the digital invitation and gather preferences of the invitees. A graphical representation module (130) generates a graphical representation of an expected arrival time and actual arrival time, providing a final status of arrival. A service providers integration module (132) integrates a plurality of service providers, enables the user to select the plurality of service providers and user to provide ratings, thereby providing event coordination using digital invitations.

Description

[0001] A SYSTEM AND A METHOD FOR EVENT COORDINATION USING DIGITAL INVITATIONS

[0002] EARLIEST PRIORITY DATE

[0003] This Application claims priority from a Complete patent application filed in India having Patent Application No. 202311063559, filed on September 21, 2023, and titled “A SYSTEM AND A METHOD FOR EVENT COORDINATION USING DIGITAL INVITATIONS”.

[0004] FIELD OF INVENTION

[0005] Embodiments of the present disclosure relate to the field of event management, and more particularly, a system and a method for event coordination using digital invitations.

[0006] BACKGROUND

[0007] Invitation cards hold important significance in a variety of instances, including events, special occasions, and corporate needs. Invitation cards are a way to greet and welcome a person, group or mass to attend a particular event or occasion. While invitation cards offer numerous advantages, they also come with some disadvantages.

[0008] One of the major disadvantages of the traditional invitation cards is the absence of a mechanism to confirm attendees' participation and gather necessary information from guests. This may lead to challenges for event coordinators and hosts to efficiently plan, manage, and customize events according to attendees' preferences. Once a physical invitation card is sent, hosts are left in a state of uncertainty regarding attendance. There is no way to know whether the recipients are actually planning to attend the event, at what time they may reach the event venue and the like. This unpredictability may lead to challenges, such as arranging seating and ensuring the overall smooth execution of the event. Further, traditional invitation cards often lack the means to collect additional information about attendees' preferences including dietary requirements, music preferences and the like, which might result in dissatisfaction with the event for the attendees.

[0009] Another drawback associated with traditional invitation cards is their impact on the environment. Printing invitation cards requires paper consumption. The mass production of physical cards contributes to deforestation and pollution which tends to ecological issues.

[0010] Furthermore, the cost, time and effort required to prepare and distribute physical invitation cards is more, especially for events with a large guest list that must span multiple locations.

[0011] Hence, there is a need for an improved system and method for event coordination using digital invitations which addresses the aforementioned issue(s).

[0012] OBJECTIVE OF THE INVENTION

[0013] An objective of the invention is to provide a digital platform for event planning and coordination by enabling users to create and send digital invitations.

[0014] Another objective of the invention is to generate a visual representation of the actual arrival time of the invitees for ensuring the overall smooth execution of the event by efficient planning.

[0015] Yet, another objective of the invention is providing an accurate attendance information by allowing invitees to confirm their attendance, specify the number of accompanying guests along with attendee preferences for various aspects like food, drinks, and music and the like.

[0016] BRIEF DESCRIPTION

[0017] In accordance with an embodiment of the present disclosure, a system for event coordination using digital invitations is provided. The system includes a processing subsystem hosted on a server. The processing subsystem is configured to execute on a network to control bidirectional communications among a plurality of modules. The processing subsystem includes a design module. The design module is configured to display a set of invitation templates based on type of an event organized by a user. The set of invitation templates includes a plurality of styles and a plurality of designs. The processing subsystem includes a user input module operatively coupled to the design module. The user input module is configured to allow the user to select an invitation template, input event information to customize invitation template content and choose a plurality of invitees from contacts on a user device for sending invitation. The processing subsystem includes a digital invitation module operatively coupled to the user input module. The digital invitation module is configured to generate a digital invitation using the event information and the invitation template. The digital invitation module is configured to enable the user to send digital invitations to the plurality of invitees. The processing subsystem includes a multimedia engagement module operatively coupled to the digital invitation module. The multimedia engagement module is configured to send at least one of video and one or more photos with the digital invitation. The multimedia engagement module is configured to provide a real-time streaming of the event for the plurality of invitees. The processing subsystem includes a response module operatively coupled to the multimedia engagement module. The response module is configured to enable the plurality of invitees to respond to the digital invitation with a number of accompanying guests. The response module is configured to generate recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees. The response module is configured to enable the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event. The processing subsystem includes a graphical representation module operatively coupled to the response module. The graphical representation module is configured to generate a graphical representation of an expected arrival time submitted by the plurality of invitees. The graphical representation module is configured to generate a visual representation of an actual arrival time of the plurality of invitees. The graphical representation module is configured to provide a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees. The processing subsystem includes a service providers integration module operatively coupled to the multimedia engagement module. The service providers integration module is configured to integrate a plurality of service providers through a registration process. The plurality of service providers includes at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls. The service providers integration module is configured to enable the user to select at least one of the plurality of service providers based on personal preferences of the user. The service providers integration module is configured to enable the user to provide ratings to the plurality of service providers, thereby providing event coordination using digital invitations. In accordance with another embodiment of the present disclosure, a method for event coordination using digital invitations is provided. The method includes displaying, by a design module, a set of invitation templates based on type of an event organized by a user. The set of invitation templates includes a plurality of styles and a plurality of designs. The method includes allowing, by a user input module, the user to select an invitation template, input event information to customize invitation template content and choose a plurality of invitees from contacts on a user device for sending invitation. The method includes generating, by a digital invitation module, a digital invitation using the event information and the invitation template. The method includes enabling, by the digital invitation module, the user to send digital invitations to the plurality of invitees. The method includes sending, by a multimedia engagement module, at least one of video and one or more photos with the digital invitation. The method includes providing, by the multimedia engagement module, a real-time streaming of the event for the plurality of invitees. The method includes enabling, by a response module, the plurality of invitees to respond to the digital invitation with a number of accompanying guests. The method includes generating, by the response module, recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees. The method includes enabling, by the response module, the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event. The method includes generating, by a graphical representation module, a graphical representation of an expected arrival time submitted by the plurality of invitees. The method includes generating, by the graphical representation module, a visual representation of an actual arrival time of the plurality of invitees. The method includes providing, by the graphical representation module, a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees. The method includes integrating, by a service providers integration module, a plurality of service providers through a registration process. The plurality of service providers includes at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls. The method includes enabling, by the service providers integration module, the user to select at least one of the plurality of service providers based on personal preferences of the user. The method includes enabling, by the service providers integration module, the user to provide ratings to the plurality of service providers, thereby providing event coordination using digital invitations.

[0018] To further clarify the advantages and features of the present disclosure, a more particular description of the disclosure will follow by reference to specific embodiments thereof, which are illustrated in the appended figures. It is to be appreciated that these figures depict only typical embodiments of the disclosure and are therefore not to be considered limiting in scope. The disclosure will be described and explained with additional specificity and detail with the appended figures.

[0019] BRIEF DESCRIPTION OF THE DRAWINGS

[0020] The disclosure will be described and explained with additional specificity and detail with the accompanying figures in which:

[0021] FIG. 1 is a block diagram representation of a system for event coordination using digital invitations in accordance with an embodiment of the present disclosure;

[0022] FIG. 2 is a block diagram representation of an exemplary embodiment of a system for event coordination using digital invitations of FIG. 1 in accordance with an embodiment of the present disclosure;

[0023] FIG. 3 is a block diagram of a computer or a server in accordance with an embodiment of the present disclosure;

[0024] FIG. 4(a) illustrates a flow chart representing the steps involved in a method for event coordination using digital invitations in accordance with an embodiment of the present disclosure; and

[0025] FIG. 4 (b) illustrates continued steps of the method of FIG. 4 (a) in accordance with an embodiment of the present disclosure.

[0026] Further, those skilled in the art will appreciate that elements in the figures are illustrated for simplicity and may not have necessarily been drawn to scale. Furthermore, in terms of the construction of the device, one or more components of the device may have been represented in the figures by conventional symbols, and the figures may show only those specific details that are pertinent to understanding the embodiments of the present disclosure so as not to obscure the figures with details that will be readily apparent to those skilled in the art having the benefit of the description herein. DETAILED DESCRIPTION

[0027] For the purpose of promoting an understanding of the principles of the disclosure, reference will now be made to the embodiment illustrated in the figures and specific language will be used to describe them. It will nevertheless be understood that no limitation of the scope of the disclosure is thereby intended. Such alterations and further modifications in the illustrated system, and such further applications of the principles of the disclosure as would normally occur to those skilled in the art are to be construed as being within the scope of the present disclosure.

[0028] The terms “comprises”, “comprising”, or any other variations thereof, are intended to cover a nonexclusive inclusion, such that a process or method that comprises a list of steps does not include only those steps but may include other steps not expressly listed or inherent to such a process or method. Similarly, one or more devices or subsystems or elements or structures or components preceded by "comprises... a" does not, without more constraints, preclude the existence of other devices, sub-systems, elements, structures, components, additional devices, additional subsystems, additional elements, additional structures or additional components. Appearances of the phrase "in an embodiment", "in another embodiment" and similar language throughout this specification may, but not necessarily do, all refer to the same embodiment.

[0029] Unless otherwise defined, all technical and scientific terms used herein have the same meaning as commonly understood by those skilled in the art to which this disclosure belongs. The system, methods, and examples provided herein are only illustrative and not intended to be limiting.

[0030] In the following specification and the claims, reference will be made to a number of terms, which shall be defined to have the following meanings. The singular forms “a”, “an”, and “the” include plural references unless the context clearly dictates otherwise.

[0031] Embodiments of the present disclosure relate to a system for event coordination using digital invitations. The system includes a processing subsystem hosted on a server. The processing subsystem is configured to execute on a network to control bidirectional communications among a plurality of modules. The processing subsystem includes a design module. The design module is configured to display a set of invitation templates based on type of an event organized by a user. The set of invitation templates includes a plurality of styles and a plurality of designs. The processing subsystem includes a user input module operatively coupled to the design module. The user input module is configured to allow the user to select an invitation template, input event information to customize invitation template content and choose a plurality of invitees from contacts on a user device for sending invitation. The processing subsystem includes a digital invitation module operatively coupled to the user input module. The digital invitation module is configured to generate a digital invitation using the event information and the invitation template. The digital invitation module is configured to enable the user to send digital invitations to the plurality of invitees. The processing subsystem includes a multimedia engagement module operatively coupled to the digital invitation module. The multimedia engagement module is configured to send at least one of video and one or more photos with the digital invitation. The multimedia engagement module is configured to provide a real-time streaming of the event for the plurality of invitees. The processing subsystem includes a response module operatively coupled to the multimedia engagement module. The response module is configured to enable the plurality of invitees to respond to the digital invitation with a number of accompanying guests. The response module is configured to generate recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees. The response module is configured to enable the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event. The processing subsystem includes a graphical representation module operatively coupled to the response module. The graphical representation module is configured to generate a graphical representation of an expected arrival time submitted by the plurality of invitees. The graphical representation module is configured to generate a visual representation of an actual arrival time of the plurality of invitees. The graphical representation module is configured to provide a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees. The processing subsystem includes a service providers integration module operatively coupled to the multimedia engagement module. The service providers integration module is configured to integrate a plurality of service providers through a registration process. The plurality of service providers includes at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls. The service providers integration module is configured to enable the user to select at least one of the plurality of service providers based on personal preferences of the user. The service providers integration module is configured to enable the user to provide ratings to the plurality of service providers, thereby providing event coordination using digital invitations.

[0032] FIG. 1 is a block diagram of a system (100) for event coordination using digital invitations.in accordance with an embodiment of the present disclosure. The system (100) includes a processing subsystem (105) hosted on a server (108). In one embodiment, the server (108) may include a cloud-based server. In another embodiment, parts of the server (108) may be a local server coupled to a user device ( 112). The processing subsystem (105) is configured to execute on a network (115) to control bidirectional communications among a plurality of modules. In one example, the network (115) may be a private or public local area network (LAN) or Wide Area Network (WAN), such as the Internet. In another embodiment, the network (115) may include both wired and wireless communications according to one or more standards and / or via one or more transport mediums. In one example, the network (115) may include wireless communications according to one of the 802.11 or Bluetooth specification sets, or another standard or proprietary wireless communication protocol. In yet another embodiment, the network (115) may also include communications over a terrestrial cellular network, including, a global system for mobile communications (GSM), code division multiple access (CDMA), and / or enhanced data for global evolution (EDGE) network.

[0033] The processing subsystem (105) includes a design module (120). The design module (120) is configured to display a set of invitation templates based on type of an event organized by a user. The set of invitation templates is designed for different types of the event including weddings, birthdays, corporate conferences, and the like. The user is an individual or an organization who intends to organize the event. The set of invitation templates includes a plurality of styles and a plurality of designs. The plurality of styles and the plurality of designs refers to different layouts for the set of invitation templates based on the type of event.

[0034] The processing subsystem (105) includes a user input module (122) operatively coupled to the design module (120). The user input module (122) is configured to allow the user to select an invitation template in accordance with a theme of the event from the set of invitation templates. Further, the user input module (122) allows the user to input event information to customize invitation template content. The event information includes name, date, time, venue, description, theme, dress code, contact information and other relevant information of the event for customizing content for the invitation template. The dress code includes the expected attire for the event. Furthermore, the user input module (122) allows the user to choose a plurality of invitees from contacts on a user device (112) for sending invitations.

[0035] It is to be noted that the user device (112) may include, but is not limited to, a mobile phone, desktop computer, portable digital assistant (PDA), smart phone, tablet, ultra-book, netbook, laptop, multi-processor system, microprocessor-based or programmable consumer electronic system, or any other communication device that a user may use. In some embodiments, the user device (112) may comprise a display module (not shown) to display information (for example, in the form of user interfaces). In further embodiments, the user device (112) may comprise one or more of touch screens, accelerometers, gyroscopes, cameras, microphones, global positioning system (GPS) devices, and so forth.

[0036] In an embodiment, the user may either browse and select the set of invitation templates or create a personalized invitation from scratch which allows user to incorporate their level of creativity and match the exact vision they want in the event. This may be done by inbuild designing tool or by a third-party application.

[0037] The processing subsystem (105) includes a digital invitation module (124) operatively coupled to the user input module (122). The digital invitation module (124) is configured to generate a digital invitation using the event information and enables the user to send the digital invitations to the plurality of invitees.

[0038] In a specific embodiment, the digital invitation module (124) allows the user to send digital invitations to the plurality of invitees through various communication channels, including email, text messages, WhatsApp, and similar social media platforms.

[0039] The processing subsystem (105) includes a multimedia engagement module (126) operatively coupled to the digital invitation module (124). The multimedia engagement module (126) is configured to send at least one of a video and one or more photos with the digital invitation. Examples of multimedia content includes a pre-wedding video for a wedding event, an individual's video message for a birthday event, an event agenda for a corporate event, and other similar media that may or may not align with the event's theme. The multimedia engagement module (126) is configured to provide a real-time streaming of the event for the plurality of invitees. The real-time streaming of the event allows remote invitees (who may be unable to attend the event physically) to participate actively in the event.

[0040] The processing subsystem (105) includes a response module (128) operatively coupled to the multimedia engagement module (126). The response module (128) is configured to enable the plurality of invitees to respond to the digital invitation with a number of accompanying guests.

[0041] In an embodiment, the digital invitation may include an RSVP button. The RSVP button helps the plurality of invitees to respond to the digital invitation. When the plurality of invitees receives the digital invitation, they may simply click on the RSVP button, which enables them to confirm their availability at the event and the number of accompanying guests.

[0042] In another embodiment, the digital invitation may include a quick response (QR) code, associated with each invitation. When the plurality of invitees receives the QR code, they can simply scan it using their user device (112), which instantly directs them to send the response or confirmation of his / her presence.

[0043] The response module (128) is configured to generate recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees. The response module (128) is configured to enable the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event.

[0044] The processing subsystem (105) includes a graphical representation module (130) operatively coupled to the response module (128). The graphical representation module (130) is configured to generate a graphical representation of an expected arrival time submitted by the plurality of invitees. The graphical representation module (130) is configured to generate a visual representation of an actual arrival time of the plurality of invitees. The graphical representation module (130) is configured to provide a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees. Examples of types of graphical and visual representations may include bar graphs, histograms, line plots, pie charts and the like. In an embodiment, the graphical representation and the visual representation may be a line graph for showing trends over time. The representation may display the expected and actual arrival times of attendees, allowing event organizers to compare patterns and make decisions accordingly.

[0045] The processing subsystem (105) includes a service providers integration module (132) operatively coupled to the multimedia engagement module (126). The service providers integration module (132) is configured to integrate a plurality of service providers through a registration process. This enables service providers to showcase their offerings within the platform. The plurality of service providers includes at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls. Using personal preferences provided by the user during the event planning process, the service providers integration module (132) empowers users to select service providers that align with their specific requirements and preferences. The service providers integration module (132) is configured to enable the user to provide ratings to the plurality of service providers. This promotes transparency and accountability, helping other users make informed decisions while selecting service providers for their own events, thereby providing event coordination using digital invitations.

[0046] In one embodiment, the various functional components of the system may reside on a single computer, or they may be distributed across several computers in various arrangements. The various components of the system may, furthermore, access one or more databases, and each of the various components of the system may be in communication with one another. Further, while the components of FIG. 1 are discussed in the singular sense, it will be appreciated that in other embodiments multiple instances of the components may be employed.

[0047] FIG. 2 is a block diagram representation of an exemplary embodiment of a system for event coordination using digital invitations of FIG. 1 in accordance with an embodiment of the present disclosure. The processing subsystem (105) includes a navigation module (134) operatively coupled to the user input module (122). The navigation module (134) is configured to receive location information of a venue of the event provided by the plurality of invitees through the user input module (122). The navigation module (134) is also configured to provide optimal routes to the plurality of invitees for navigating to the location of the venue. The processing subsystem (105) includes a reminder module (136) operatively coupled to the response module (128). The reminder module (136) is configured to automatically send personalized event reminders to the plurality of invitees by utilizing corresponding response from the plurality of invitees.

[0048] The system (100) includes a database (110) configured to store and manage event-related data, user profiles, invitation templates, multimedia content, invitee’s responses, and graphical representation data.

[0049] Consider an example, a user ‘X’ is utilizing the system (100) for event coordination using digital invitations. He / she selects a wedding invitation template from a design module (120), customizes it with event information and a message, and chooses his / her guest list through a user input module (122). A digital invitation module (124) generates a digital invitation, with a pre-wedding video and photos using a multimedia engagement module (126). After sending out the invitations, user ‘X’ receives responses along with preferences from the guests through a response module (128), that also generates food and drink recommendations based on their preferences. Further, guests contribute to the playlist using the response module (128). On the wedding day, a graphical representation module ( 130) visually presents the arrival time of his / her guest list, aiding in event scheduling. User ‘X’ also benefits from a service providers integration module (132) for selecting a wedding planner, caterer, and disc jockey (DJ) based on ratings and personal preferences. Further, a navigation module (134) takes location data and offers optimal navigation routes to the invited guests for the wedding. A reminder module (136) automatically sends personalized event reminders to the invited guests.

[0050] FIG. 3 is a block diagram of a computer or a server in accordance with an embodiment of the present disclosure. The server (200) includes processor(s) (230), and memory (210) operatively coupled to the bus (220). The processor(s) (230), as used herein, means any type of computational circuit, such as, but not limited to, a microprocessor, a microcontroller, a complex instruction set computing microprocessor, a reduced instruction set computing microprocessor, a very long instruction word microprocessor, an explicitly parallel instruction computing microprocessor, a digital signal processor, or any other type of processing circuit, or a combination thereof. The memory (210) includes several subsystems stored in the form of executable program which instructs the processor (230) to perform the method steps illustrated in FIG. 1. The memory (210) includes a processing subsystem (105) of FIG.l. The processing subsystem (105) further has following modules: a design module (120), a user input module (122), a digital invitation module (124), a multimedia engagement module (126), a response module (128), a graphical representation module (130), and a service providers integration module (132).

[0051] In accordance with an embodiment of the present disclosure, a system (100) for event coordination using digital invitations is provided. The system (100) includes a processing subsystem (105) hosted on a server (108). The processing subsystem (105) is configured to execute on a network (115) to control bidirectional communications among a plurality of modules. The processing subsystem (105) includes a design module (120). The design module (120) is configured to display a set of invitation templates based on type of an event organized by a user. The set of invitation templates includes a plurality of styles and a plurality of designs. The processing subsystem (105) includes a user input module (122) operatively coupled to the design module (120). The user input module (122) is configured to allow the user to select an invitation template, input event information to customize invitation template content and choose a plurality of invitees from contacts on a user device (112) for sending invitation. The processing subsystem (105) includes a digital invitation module (124) operatively coupled to the user input module (122). The digital invitation module (124) is configured to generate a digital invitation using the event information and the invitation template. The digital invitation module (124) is configured to enable the user to send digital invitations to the plurality of invitees. The processing subsystem (105) includes a multimedia engagement module (126) operatively coupled to the digital invitation module (124). The multimedia engagement module (126) is configured to send at least one of video and one or more photos with the digital invitation. The multimedia engagement module (126) is configured to provide a real-time streaming of the event for the plurality of invitees. The processing subsystem (105) includes a response module (128) operatively coupled to the multimedia engagement module (126). The response module (128) is configured to enable the plurality of invitees to respond to the digital invitation with a number of accompanying guests. The response module (128) is configured to generate recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees. The response module (128) is configured to enable the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event. The processing subsystem (105) includes a graphical representation module (130) operatively coupled to the response module (128). The graphical representation module (130) is configured to generate a graphical representation of an expected arrival time submitted by the plurality of invitees. The graphical representation module (130) is configured to generate a visual representation of an actual arrival time of the plurality of invitees. The graphical representation module (130) is configured to provide a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees. The processing subsystem (105) includes a service providers integration module (132) operatively coupled to the multimedia engagement module (126). The service providers integration module (132) is configured to integrate a plurality of service providers through a registration process. The plurality of service providers includes at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls. The service providers integration module ( 132) is configured to enable the user to select at least one of the plurality of service providers based on the personal preferences of the user. The service providers integration module (132) is configured to enable the user to provide ratings to the plurality of service providers, thereby providing event coordination using digital invitations.

[0052] The bus (220) as used herein refers to be internal memory channels or computer network (115) that is used to connect computer components and transfer data between them. The bus (220) includes a serial bus or a parallel bus, wherein the serial bus transmits data in bit-serial format and the parallel bus transmits data across multiple wires. The bus (220) as used herein may include but not limited to, a system bus, an internal bus, an external bus, an expansion bus, a frontside bus, a backside bus and the like.

[0053] FIG. 4(a) illustrates a flow chart representing the steps involved in a method for event coordination using digital invitations in accordance with an embodiment of the present disclosure. FIG. 4 (b) illustrates continued steps of the method of FIG. 4 (a) in accordance with an embodiment of the present disclosure. The method (300) includes displaying, by a design module, a set of invitation templates based on type of an event organized by a user. The set of invitation templates includes a plurality of styles and a plurality of designs in step 310. The set of invitation templates is designed for different types of the event including weddings, birthdays, corporate conferences, and the like by the user. The user is an individual or an organization who intends to organize the event. The method (300) includes allowing, by a user input module, the user to select an invitation template, input event information to customize invitation template content and choose a plurality of invitees from contacts on a user device for sending invitation in step 320. The event information includes name, date, time, venue, description, theme, dress code, contact information and other relevant information of the event for customizing content for the invitation template. The dress code includes the expected attire for the event.

[0054] In an embodiment, the user may either browse and select the set of invitation templates or create a personalized invitation from scratch which allows user to incorporate their level of creativity and match the exact vision they want in the event. This may be done by inbuild designing tool or by a third-party application.

[0055] The method (300) includes generating, by a digital invitation module, a digital invitation using the event information and the invitation template in step 330.

[0056] The method (300) includes enabling, by the digital invitation module, the user to send digital invitations to the plurality of invitees in step 340.

[0057] In a specific embodiment, the digital invitation module allows the user to send digital invitations to the plurality of invitees through various communication channels, including email, text messages, WhatsApp, and similar social media platforms.

[0058] The method (300) includes sending, by a multimedia engagement module, at leastone of video and one or more photos with the digital invitation in step 350. Examples of multimedia content include a pre-wedding video for a wedding event, an individual's video message for a birthday event, an event agenda for a corporate event, and other similar media that aligns with the event's theme.

[0059] The method (300) includes providing, by the multimedia engagement module, a real-time streaming of the event for the plurality of invitees in step 360.

[0060] The method (300) includes enabling, by a response module, the plurality of invitees to respond to the digital invitation with a number of accompanying guests in step 370.

[0061] In an embodiment, the digital invitation may include an RSVP button. The RSVP button serves as a call-to-action that helps the plurality of invitees to respond to the digital invitation. When the plurality of invitees receives the digital invitation, they may easily click the RSVP button, which leads them to send their availability on the event and number of accompanying guests if they are attending the event.

[0062] In another embodiment, the digital invitation may include a quick response (QR) code, associated with each invitation. When the plurality of invitees receives the QR code, they can simply scan it using their user device, which instantly directs them to send response.

[0063] The method (300) includes generating, by the response module, recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees in step 380.

[0064] The method (300) includes enabling, by the response module, the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event in step 390.

[0065] The method (300) includes generating, by a graphical representation module, a graphical representation of an expected arrival time submitted by the plurality of invitees in step 400.

[0066] The method (300) includes generating, by the graphical representation module, a visual representation of an actual arrival time of the plurality of invitees in step 410.

[0067] In an embodiment, the graphical representation and the visual representation may be a line graph for showing trends over time. The representation may display the expected and actual arrival times of attendees, allowing event organizers to compare patterns and make decisions accordingly.

[0068] The method (300) includes providing, by the graphical representation module, a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees in step 420.

[0069] The method (300) includes integrating, by a service providers integration module, a plurality of service providers through a registration process. The plurality service providers include at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls in step 430. The method (300) includes enabling, by the service providers integration module, the user to select at least one of the plurality of service providers based on personal preferences of the user in step 440.

[0070] The method (300) includes enabling, by the service providers integration module, the user to provide ratings to the plurality of service providers in step 450. It promotes transparency and accountability, helping other users make informed decisions while selecting service providers for their own events, thereby providing event coordination using digital invitations.

[0071] Various embodiments of the system and method for event coordination using digital invitations as described above provide a digital platform for event planning and coordination by enabling users to create and send digital invitations. The graphical representation module of the system generates a visual representation of the actual arrival time of the invitees and provides a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees, thereby ensuring the overall smooth execution of the event with efficient planning. Further, the system eliminates the costs associated with printing, postage, and physical materials. Furthermore, the response module of the system helps the host to gather attendee preferences for a personalized event experience, such as food, drinks, music choices and the like. Moreover, the system reduces paper usage and waste, minimizing deforestation and pollution. Additionally, the service providers integration module facilitates the integration of various service providers, making it easier for event hosts to find and select professionals such as event planners, caterers, disc jockeys, and the like.

[0072] The techniques described in this disclosure may be implemented, at least in part, in hardware, software, firmware, or any combination thereof. For example, various aspects of the described techniques may be implemented within one or more processors, including one or more microprocessors, digital signal processors (DSPs), application-specific integrated circuits (ASICs), field-programmable gate arrays (FPGAs), or any other equivalent integrated or discrete logic circuitry, as well as any combinations of such components. The term “processor” or “processing subsystem” may generally refer to any of the foregoing logic circuitry, alone or in combination with other logic circuitry, or any other equivalent circuitry. A control unit including hardware may also perform one or more of the techniques of this disclosure. Such hardware, software, and firmware may be implemented within the same device or within separate devices to support the various techniques described in this disclosure. In addition, any of the described units, modules, or components may be implemented together or separately as discrete but interoperable logic devices. Depiction of different features as modules or units is intended to highlight different functional aspects and does not necessarily imply that such modules or units must be realized by separate hardware, firmware, or software components. Rather, functionality associated with one or more modules or units may be performed by separate hardware, firmware, or software components, or integrated within common or separate hardware, firmware, or software components.

[0073] It will be understood by those skilled in the art that the foregoing general description and the following detailed description are exemplary and explanatory of the disclosure and are not intended to be restrictive thereof.

[0074] While specific language has been used to describe the disclosure, any limitations arising on account of the same are not intended. As would be apparent to a person skilled in the art, various working modifications may be made to the method in order to implement the inventive concept as taught herein.

[0075] The figures and the foregoing description give examples of embodiments. Those skilled in the art will appreciate that one or more of the described elements may well be combined into a single functional element. Alternatively, certain elements may be split into multiple functional elements. Elements from one embodiment may be added to another embodiment. For example, the order of processes described herein may be changed and are not limited to the manner described herein. Moreover, the actions of any flow diagram need not be implemented in the order shown; nor do all of the acts need to be necessarily performed. Also, those acts that are not dependent on other acts may be performed in parallel with the other acts. The scope of embodiments is by no means limited by these specific examples.

Claims

I CLAIM:

1. A system (100) for event coordination using digital invitations comprising: a processing subsystem (105) hosted on a server (108), wherein the processing subsystem (105) is configured to execute on a network (115) to control bidirectional communications among a plurality of modules comprising: a design module (120) configured to display a set of invitation templates based on type of an event organized by a user, wherein the set of invitation templates comprises a plurality of styles and a plurality of designs; a user input module (122) operatively coupled to the design module (120), wherein the user input module (122) is configured to allow the user to select an invitation template, input event information to customize invitation template content and choose a plurality of invitees from contacts on a user device (112) for sending invitation; characterized in that, a digital invitation module (124) operatively coupled to the user input module (122), wherein the digital invitation module (124) is configured to: generate a digital invitation using the event information and the invitation template; and enable the user to send digital invitations to the plurality of invitees; a multimedia engagement module (126) operatively coupled to the digital invitation module (124), wherein the multimedia engagement module (126) is configured to: send at least one of pre-wedding shoot video and one or more photos with the digital invitation; and provide a real-time streaming of the event for the plurality of invitees; a response module (128) operatively coupled to the multimedia engagement module (126), wherein the response module (128) is configured to:enable the plurality of invitees to respond for the digital invitation with a number of accompanying guests; generate recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees; and enable the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event; a graphical representation module (130) operatively coupled to the response module (128), wherein the graphical representation module (130) is configured to: generate a graphical representation of an expected arrival time submitted by the plurality of invitees; generate a visual representation of an actual arrival time of the plurality of invitees; and provide a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees; a service providers integration module (132) operatively coupled to the multimedia engagement module (126), wherein the service providers integration module (132) is configured to: integrate a plurality of service providers through a registration process, wherein the plurality service providers comprise at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls; enable the user to select at least one of the plurality of service providers based on personal preferences of the user; and enable the user to provide ratings to the plurality of service providers, thereby providing event coordination and engagement using digital invitations.

2. The system (100) as claimed in claim 1 , wherein the processing subsystem (105) comprises a navigation module (134), wherein the navigation module (134) is operatively coupled to the user input module (122), wherein the navigation module (134) is configured to:receive location information of a venue of the event provided by the plurality of invitees through the user input module (122); and provide optimal routes to the plurality of invitees for navigating to the location of the venue.

3. The system (100) as claimed in claim 1 , wherein the processing subsystem (105) comprises a reminder module (136), wherein the reminder module (136) operatively coupled to the response module (128), wherein the reminder module (136) is configured to automatically send personalized event reminders to the plurality of invitees by utilizing corresponding response from the plurality of invitees.

4. The system (100) as claimed in claim 1, wherein event information comprises name, date, time, venue, description, theme, dress code contact information of the event for customizing content for the invitation template.

5. The system (100) as claimed in claim 1, comprises a database (110) configured to store and manage event-related data, user profiles, invitation templates, multimedia content, invitee responses, and graphical representation data.

6. A method (300) for event coordination using digital invitations comprising: displaying, by a design module, a set of invitation templates based on type of an event organized by a user, wherein the set of invitation templates comprises a plurality of styles and a plurality of designs; (310) allowing, by a user input module, the user to select an invitation template, input event information to customize invitation template content and choose a plurality of invitees from contacts on a user device for sending invitation; (320) characterized in that, generating, by a digital invitation module, a digital invitation using the event information and the invitation template; (330) enabling, by the digital invitation module, the user to send digital invitations to the plurality of invitees; (340)sending, by a multimedia engagement module, at least one of pre-wedding shoot video and one or more photos with the digital invitation; (350) providing, by the multimedia engagement module, a real-time streaming of the event for the plurality of invitees; (360) enabling, by a response module, the plurality of invitees to respond for the digital invitation with a number of accompanying guests; (370) generating, by the response module, recommendations for at least one of food, drinks, and alcohol based on personal preferences of the plurality of invitees; (380) enabling, by the response module, the plurality of invitees to submit a list of favorite songs to be played in the event and arrival time of the event; (390) generating, by a graphical representation module, a graphical representation of an expected arrival time submitted by the plurality of invitees; (400) generating, by the graphical representation module, a visual representation of an actual arrival time of the plurality of invitees; (410) providing, by the graphical representation module, a final status of guests based on an analysis of the arrival time and the actual arrival time of the invitees; (420) integrating, by a service providers integration module, a plurality of service providers through a registration process, wherein the plurality service providers comprise at least one of event planners, caterers, disc jockeys, studios, decorations, resorts, and banquet halls; (430) enabling, by the service providers integration module, the user to select at least one of the plurality of service providers based on personal preferences of the user; and (440) enabling, by the service providers integration module, the user to provide ratings to the plurality of service providers, thereby providing event coordination and engagement using digital invitations. (450)

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