Host & Go

Framing the Problem

The problem we are addressing is the underutilisation of community spaces and low attendance. Across towns and cities, community spaces are sitting empty while local events struggle to attract attendees. Despite the abundance of cultural, educational, and social activities being organised, turnout remains low. Why? Poor visibility, scattered information, and limited marketing budgets.

This disconnect hits hardest for:

• New  & Current residents: who don’t know what’s happening or where to go

• Local event organisers: who can’t easily find venues or reach potential attendees.

• Councils and Community Venues: whose spaces go unused while community engagement stays low.

Idea Explanation

We propose the development of a dynamic, location-based website that serves as a centralised Digital hub for community engagement. This platform will allow residents to easily discover and access local community spaces available for hosting events, as well as browse and share real-time event listings based on their ZIP code or current location.

Key Objectives:

• Centralise Information: Create a comprehensive directory of community venues—such as halls, parks, and cultural centers—with details on availability, amenities, and booking procedures.

• Promote Local Events: Enable individuals and organisations to post and promote events, workshops, and gatherings, making them visible to nearby residents.

• Enhance Accessibility : Utilize geolocation and ZIP code filters to help users quickly find nearby events and venues. Prioritize inclusivity by highlighting spaces that are wheelchair-accessible, family-friendly, and pet-welcoming—ensuring that every resident can find a space that fits their needs and feels truly inviting

• Foster Participation: Encourage greater community involvement by making it easier to discover, attend, and contribute to local events.

This platform will bridge the gap between underused community resources and the people who need them, fostering stronger, more connected neighborhoods.

Implementation

The project has two main user roles: Event Hosts and Event Attendees.

Frontend

Hosts can:

• Submit events (if they already have a venue).

• Search for available community spaces and request to host events.

• View and manage their events via a host dashboard.

Attendees can:

• Discover events near them using geolocation or postcode search.

• RSVP to events and view a “My Upcoming Events” section.

Backend

• Stores all venue and event data in a centralised database.

• Handles RSVP tracking (such as Email Calendar), venue availability, and event submissions.

• Integrates with council systems (e.g., Outlook Calendar API) to prevent double-booking of official leisure centre spaces.

Challenges

Venue Co-ordination & Booking Conflicts

• Challenge: Avoiding double-booking when community venues are managed by third parties or councils.

• Solution: Proposed API integration with council-managed calendars like Outlook for real-time space blocking.

Geo-Mapping & Location Accuracy

• Challenge: Mapping events to correct councils and communities.

• Solution: Leveraged council GIS tools (e.g., Southwark Leisure Map) and postcode databases for accurate tagging.

Balancing Simplicity with Functionality

• Challenge: Creating an interface that works for both tech-savvy users and older community members.

• Solution: Developed a clean, intuitive UI with simple navigation and mobile-first design.

Accomplishments

Venue Co-ordination & Booking Conflicts

• Challenge: Avoiding double-booking when community venues are managed by third parties or councils.

• Solution: Proposed API integration with council-managed calendars like Outlook for real-time space blocking.

Geo-Mapping & Location Accuracy

• Challenge: Mapping events to correct councils and communities.

• Solution: Leveraged council GIS tools (e.g., Southwark Leisure Map) and postcode databases for accurate tagging.
  

Balancing Simplicity, Accessibility, and Functionality

• Challenge: Designing an interface usable by both tech-savvy users and those with limited digital skills or special accessibility needs.

• Solution: i) Built a clean, mobile-first UI with user-friendly navigation.

  ii) Added a “Host & Go" AI chatbot assistant to guide users through event discovery, RSVPs, and bookings step-by-step.

Next Steps

• Enhance Integration

  Collaborate with local councils to integrate their booking systems (e.g., calendar APIs) to streamline space reservations and avoid double-booking.

• Improve Accessibility

  Add filters for event type (in-person, virtual, or hybrid), accessibility features (e.g., wheelchair access), and optional filters like age group and interests.

• Marketing & Outreach

  i) Partner with councils and local businesses for sponsorship.

  ii) Enable QR code flyers that link directly to event pages for easy mobile RSVPs.

• Monetisation & Sustainability

  i) Offer voluntary donations after events from both hosts and attendees.

  ii) Explore grants or sponsorships to keep the platform free and community-driven.

• Waitlist & Notification Features

  Let users join waitlists for full events and subscribe to notifications for newly listed or similar events.