EventHQ: How to Book an Event using your Organization's Public Portal as an External Requester

This guide provides step-by-step instructions on how to book an event using the Public Portal as an external requester. It includes information on navigating the portal, viewing venues and their details, selecting dates and times, adding spaces, creating an event group, providing event details, selecting services and equipment, agreeing to rules and policies, and submitting the event request for review. Following this guide will help individuals easily book events through the Public Portal.

Paul Fletcher
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56 steps
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4 minutes

Logging into the Public Portal

Alert! This guide walks through how to submit an event request using the OperationsHERO Test Account as an example. Please do not submit an event request to this account as the venues are not real.

Click "Login" if you have not done so already.

Option 1: Click Sign in with Google if you have a Google account and Gmail\ Option 2: Click Sign in with Microsoft if you have a MS 365 account and MS Email\ These will use your personal Google or Microsoft profiles that you already have created.\ Option 3: Click "Sign in with Email and Password" if you are using something other than Google or Microsoft. (yahoo/hotmail/cable or internet provider/etc.) If this is the first time you are signing in to this Public Portal, please see steps 3-5 to follow the registration process.

If this is the first time you are signing in to this Public Portal, click on the "Sign Up" link in "Don't have an account? **Sign Up**".

Fill in your First Name, Last Name, \*Email Address, and create a Password for this Public Portal Account. Be sure to review the password requirements in the bullet points. Then, click "Create Account." \*This must be a real email address that you have access to or you will not be allowed to access the public portal.

You will need to verify your email address before moving forward. An email will be sent to the address provided with an activation code that will need to be entered on this screen. \*Check your spam folder in case you do not see the "Account Activation Code" email in your inbox.

Once the code has been entered, and you have clicked "Continue," You will be logged into the Public Portal.

Main Public Portal Page

At the top of the page, you can click on any of the following links:\ -Venues: this will show the Venues available for rent, and can be filtered by Services, Equipment, and Uses. **This is where you will click to book the facility**.\ -Calendar: this will show the district's calendar of events, and can be filtered by the Venue. It can be viewed in a Month, Week, or Day view.\ -Bookings: this will show a list of all of your previous bookings.\ -Invoices: this will show a list of all of your invoices.\ -Groups: this will show a list of all of the groups that you are assigned to.

Documents

From the Main Page, scroll down to find the Documents section. Facility Usage, Hold Harmless, Anti-Bullying, and other policies may be listed along with Rental Rates, and are available for download.

Venues

Click "Venues" to start the booking process. Or, you may click the Book Now button on the home page for the venues as they scroll through.

Click the filters to see the Services, Equipment, and Uses.

You can also filter the Venue selection by the Services offered.

You can filter by the Equipment available for use at each Venue.

And finally, you can filter by Venue Uses.

Booking an Event Request

When you are ready, click the Venue you want to view the details of and book spaces in.

At the top you can see the Venue Name, Pictures, Capacity, Uses, Description, and the Venue Hours.

In the next section, you will see the spaces available in that Venue.

Below the spaces, you will see a calendar of availability at this Venue. You may change the view of this calendar to a Month, Week, or Day view to see which days/times you may want to book this Venue.

At the bottom of the page, available Services and Equipment may also be shown.

Click "Book Now" when you have chosen your venue and are ready to start the reservation process.

Selecting an Existing Event Group

Make sure "Use an existing group" is selected. Click the Event Group dropdown to view existing Event Groups that you are a member of. Select your group. If you are submitting a request for a group you do not see in the list, close the dropdown menu and move to the next step to view how to create a new group.

Creating a New Event Group

Make sure "Create new group" is selected. Enter the name of your Event Group and the Contact Phone Number. You can also add an image if you'd like.

Enter a Tax ID, Address, and Group Description for this Event Group.

Upload any insurance documents that you have, then click "Submit to Review."

Tip! If the District/Organization you are booking with has it set up for the Event Group to be approved before being able to submit an event, you will need to wait until you receive the confirmation email that your Event Group has been approved. If it is not set up requiring approval, you may move forward with booking a Venue.

Selecting Dates and Times

Click "Add Date"

Use the calendar to select the date(s) you want for your event. This can be a single date or multiple dates.

Click on as many days as you need for your event.

Click the dropdown menu to select the Start Time for your event. If the times are grayed out, that means that those times are outside of the acceptable Venue hours for rental.

Click the time when your event will start.

Click the dropdown menu to select the End Time for your event.

Click "Add"

You will see the dates you selected in a list. You may click the trash can or the pencil if you need to remove or edit the date, respectively.

Selecting Spaces

The Venue will be preselected if you clicked "Book Now" while on a specific Venue's page. If it is not selected, or if you need to change it, you may do so in the "Venue" dropdown. NOTE: If you change the Venue, you will need to go back and re-select the Event Group, Date(s) and Time(s). Click "+ Add Space" to select the Rooms and/or Fields for your Event.

Select one or more Spaces (Rooms/Fields) that you want to reserve for your event.

Click "Add"

You will see the space(s) you selected in a list. You will also see the estimate of that space based on your Rate Group. You may click the trash can if you need to remove the space and add a different one.

Uploading Proof of Insurance Documentation

You may be required to provide proof of insurance. If so, you can click on "Select Files" and upload your group's proof of insurance certificate.

Here is an example of what the uploaded document file may look like,

You also have the option of obtaining short term insurance and get coverage for a specific Event. If you are interested in learning more about this, you can click on the Event Helper "Learn more..." link.

Adding Event Details

Click the "Event Name" field and enter the name of your event.

Click the "Attendees" field and enter the number of people that will be attending the event.

Enter an Event Description. (optional)

Selecting Services

Under the "Services" section, check the boxes for the Services you need for your event.

Click the "Additional notes" field and type out any details about what is needed. (ex. Need a security officer for the event).\ NOTE: You may see an estimate of the cost of that service for your event.

Continue adding Services and Additional Notes as needed.

Answering Questions

You may notice additional questions that need to be answered for your event request. Please respond to any and all necessary questions. The questions with an asterisk (\*) are required.

Selecting Equipment

Check the boxes next to any Equipment you may need. Indicate the quantity needed.

Click "Continue"

Review the details of your request to make sure everything is correct.

Agreeing to Rules and Policies

Check the box to agree to the District/School's Rules and Policies for the Venue you are booking for your event.

Click "Submit for Review" when you are ready to submit your event request.

Event Request Summary

You will see a summary of the event request you just submitted for review. It will go through a process of approval and if successful, your event will be confirmed. There should also be email communication about your event request to keep you informed throughout the approval process.

Click "Go to My Bookings" to go to the list of Event Requests that you have submitted for approval.

My Bookings

You can see your Upcoming bookings that are Pending approval and ones that have been Confirmed.

Click "Previous" to see Events you have booked in the past.

You can see the Previous Events that you have booked for your Event Group(s) in the past.

If you have questions the Public Portal Contact Information (Email and Phone) for your school or school district is located at the bottom on the main Public Portal page.

Questions?