If your organization uses Prospero to manage bookings, they will provide a Booking Portal link where you can view available spaces and submit requests. Here’s a step-by-step guide to help you request a booking through the portal.
Step 1: Open the Booking Portal
Click the link provided by your organization to access their Prospero Booking Portal. If the portal has restricted access, you will need to enter a password provided by the organization. You’ll land on a branded page with the organization's logo, description, and list of available spaces.
Step 2: Start Your Booking
To begin a booking request, click Book a Space next to the description. If your organization has enabled calendar browsing, you’ll see a calendar view that shows availability for each space on a given day. If the booking calendar is not enabled, you will be taken straight to the booking form to begin inputting your booking information.
When the booking calendar is enabled, you can also click Booking Calendar from the portal sidebar. Events that are already confirmed will be displayed as Booked, and pending requests may appear as Requested if visible. Use the dropdown menu at the top right to switch between venues if more than one is available to book.
Step 3: Choose a Space & Time
In the booking form, click anywhere on the preview calendar on the right in the time slot you want to request. This will open the booking form for that space and time.
Alternatively, click on a space name in the sidebar to view its description, street address, available items, and photos if available. You can also Book this Space directly from this page.
Step 4: Fill Out the Booking Form
The first Contact page will ask for your name, email, and any other information your organization collects for contact purposes. If your organization has enabled Multi-Event Bookings, you will be asked for the overarching event name and be able to book spaces for multiple days.
Once you have filled in your contact info, click Continue to move on to the Event details.
For a multi-event booking, you can create as many individual space bookings as you need. Create one event booking per space per day. For each, provide:
a name for the specific event
the requested space
a start and end time for the use of the requested space
an event description
A preview of the requested time will appear in the calendar on the right. The grid in the upper right corner will give you an at-a-glance view of your event distribution across the days you are requesting.
At the bottom of the form, you will be able to add more information such as the event type or related Projects depending on the options your organization has made available.
If you would like to request equipment or other items, you can add available inventory items by clicking Select Items to open the shopping cart-style inventory selection. Choose the items you want for the selected event, and Save Selection.
If you have several events that share the same details or items, you can + Clone the event to duplicate it in the booking form, and then adjust it if needed. To delete an event from your booking, click the red trash icon next to the Event heading.
Click Continue to move on to the confirmation page. Here you can view the details of each request in your booking by clicking the dropdown arrow.
Step 5: Submit Your Request
Once you have confirmed that all the request details are correct, scroll down to add any additional Notes for the admin, and Agree to the Terms per your organization's guidelines.
Click Submit, and your booking request will be submitted for review. You will be taken to your booking landing page where you can see the timestamped booking history with all the booking details, request a change, cancel the booking, or make a new booking. Any changes requested will appear on the booking page to reflect the updated history.
ℹ️ Note that you may only submit a single change or cancellation request per booking at once. Your current request must be approved or denied by an admin before you may submit another change or cancellation request for a given booking.
Step 6: Check Your Email for Updates
A confirmation email with a link to your booking page will land in your inbox shortly after you submit your request. You will receive another email when your request is approved, approved with changes, or denied, so you’re always kept in the loop.
Questions?
If you have any questions about availability or requirements, contact the organization admin directly using the contact info available in the footer of your booking emails.