Every event in Prospero happens somewhere, whether that's a rehearsal in the Black Box, a load-in on the loading dock, or a check-in on Zoom. The Locations tab is where you set up every venue your organization uses, break each one down into individual Spaces, and, if you're using the Rentals module, set rates and reusable room layouts for each space. This guide walks through creating a Location and adding Spaces, setting rental rates, and building Space Configurations.
🗂️ Accessing the Locations Tab
You'll find Locations in the left-hand sidebar, alongside Projects, Inventory, and People. Click into it to see every Location your organization manages and schedules. Locations are structured as Spaces within Venues.
🏢 Creating a Venue
A Location represents a Venue or Space within a Venue, such as a building, room, or site where your events take place. Click + Venue to create a new one. When you create a Venue, you can add:
A name and address
Photos, including a cover photo that appears first in booking portals
Internal notes visible only to your team
Pricing, if you're using the Rentals module (more on this below)
ℹ️ Individual Spaces are usually what get added to events, instead of whole
Venues. If you add an entire Venue to an event, it will add all of the Spaces in that Venue to the event, e≈.g., for a venue-wide conference. Make sure to add at least one space to a venue before assigning it to events or portals.
🚪 Adding Spaces to Venues
Inside a Venue, add a Space for every individually bookable room, stage, studio, or area. From the Venue's card, click + Add Space and give it a name.
ℹ️ Spaces (and Locations) are listed in alphanumeric order automatically. This keeps your list predictable and consistent without any manual reordering.
💡 Want Spaces sorted by room number? Put the number at the start of the Space's title, for example, 101 - Studio A instead of Studio A. Since the list sorts alphanumerically, numbering Spaces this way arranges them in room-number order automatically.
Each Space can have its own:
Photos (star the one you would like displayed as the preview cover)
A color, to help identify it at a glance on the calendar
Internal notes, separate from the Location's own notes
Multiple Space Configurations and rates for the individual Space (if you're using Rentals)
Each Space has its own resource page, reachable from the Locations tab, with an Overview tab listing its details, configurations, and prices, and an Upcoming tab listing its next scheduled events, so you can see what's happening in the Space without leaving the Space's page.
💡 Scheduling virtual meetings? Prospero doesn't have a native video-conferencing integration, but you can still track Zoom and Google Meet sessions like any other resource: create a dedicated Space named Zoom or Google Meet within your main Venue. This lets you filter, schedule, and avoid double-booking virtual sessions for one person exactly the way you would a physical room.
🏷️ Setting Rates for Locations and Spaces
If your organization rents out its venues, the Rentals module lets you set customer-facing rates on Locations and individual Spaces, so a black box theater and its adjoining rehearsal studio can carry different prices, or you can set a flat rate for using the whole building.
To set up pricing:
Go to Settings > Rentals and create your Price Tiers (for example, Standard, Non-Profit, Educational). Once added, these price tiers will appear on every bookable resource, including Venues and Spaces.
Open a Space, click Edit, and under Prices, toggle on each tier you want to offer and set its rate: per hour, per item, or a custom unit. Toggle a tier off to leave it unapplied to that Space.
❗️If a Space has no price set for the tier selected on an invoice, no cost will be generated on the invoice for that Space.
For the full breakdown of tiers, taxes, overtime rates, and generating offers and invoices, see Rental Billing Rates and Invoice Generation.
🪑 Space Configurations
The same room can be used in many different ways: a classroom layout for a morning workshop, a U-shape for a board meeting, a podium stage for an evening reading. Each setup may seat a different number of people and require different resources to assemble.
Space Configurations let you save each layout so your team can easily reference a configuration from the Space resource page.
To add a configuration, open a Space, click Edit, and click + Add Configuration. Give each one its own:
Name (e.g., Classroom, U-Shape, Podium Stage)
Description
Photos, such as a floor-plan graphic showing the layout and different angles of the room after setup
Capacity
Items required to assemble it, pulled from your Inventory
Once added, configurations appear on the Space's resource page, so anyone on your team can see at a glance what each setup looks like and what it takes to build it.
ℹ️ Configurations aren't yet connected to bookings or rates. For now, they're a reference tool for your team rather than something bookers select in a portal. Integration with bookings is coming soon!
Using Locations and Spaces Elsewhere in Prospero
Once set up, Locations and Spaces show up throughout the app:
Select a Space, or an entire Venue to include all of its Spaces, when creating an event (see Creating Events).
Filter your calendar by Location or Space to check availability at a glance.
Set a default Space for an Inventory item, for where it's usually found, when creating or editing the item (see A Guide to Inventory and Items).
Make Spaces bookable to external users through a Booking Portal, including available hours and reservation buffers, which are set in the Booking Portal's Spaces tab (see How to Create a Booking Portal).
Questions about setting up Locations?
Reach out through the chat bubble in the app, or email us at support@prosperoapp.com.