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: Browse the Booking Calendar
From the portal sidebar, click Booking Calendar or Book a Space next to the description. You’ll see a calendar view that shows availability for each space on a given day. 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
Click anywhere on the calendar 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 directly from this page.
Step 4: Fill Out the Booking Form
The form will ask for:
Your name and contact info.
An event title.
Requested space(s), date(s), and time(s).
A short description of the event (optional).
Depending on how your organization has set it up, you may also see options to:
Request multiple spaces for your selected time slot
Select inventory items (like microphones, lights, tables) or consumable items (coffee, gaffer's tape, paper goods).
Choose a project or event type tag to associate with your event/
Leave a note for the admin.
Accept the terms and conditions.
A live preview of your booking will appear in the calendar to the right of the form on the calendar.
Step 5: Submit Your Request
Once you’ve filled out the form and accepted any terms, click Submit Request.
You’ll be taken to your unique booking page, where you can:
View booking status.
Request changes.
Cancel the booking (if needed).
See a log of any updates.
Create a new booking.
Save this URL to quickly refer back to the booking page, or access the link from your booking email.
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
You’ll receive a confirmation email with a link to your booking page when you submit your request. Prospero will send you 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.