Using AdAstra  What is it? 

Getting There 

The Site 

Using the Calendar to find a room you already know about 

Requesting your Event 

Selecting a Room 

Selecting Resources 

Describing your Event 

How to Describe it 

Lecture Style: 

Theatre Style: 

Classroom Style: 

Banquet : 

Horseshoe/Fair Style: 

Media 

Finishing Your Event Request 

Thank you for Reading! 

 

1 

 

 

 

 

 

What is it?  AdAstra is a program that can be used to reserve rooms and spaces on campus. This presentation will show you how to reserve a room in the Crossroads Complex through Campus Life, which includes the Alumni Building, Woods Penn, and the lawns around those buildings. 

Getting There ➢Click here to get to AdAstra OR copy and paste the link below in 

a web browser.  http://ad-astra-web-vm.berea.edu/AstraProd/Portal/GuestPortal.aspx  

➢You can also navigate through B-Linked and look under the “Campus Links”. 

➢The link may also be found at berea.edu by searching for Student Life and then looking for the Reservation and Requests link  

➢Google “Berea College AdAstra” should get you there if nothing else seems to work  

 

2 

 

 

 

 

Back to top 

The Site Once you’ve located the site it should look something like the image below. If you would like to login, use your Berea username and password or continue on as a guest 

 

Back to top 

Using the Calendar to find a room you already know about If you already have a room in mind, the Calendar features lets you check to see if that room is available on a given date and time. To use it, click on the calendars link, and then select Scheduling Grids. 

 

 

 

3 

 

 

 

 

 

You should end up on a page that looks like the image below. To navigate to a future date, use the small calendar icon (circled in red). Also don’t forget to filter out Alumni and Woods penn in the search filter (arrow in red) since those are the particular spaces we can reserve out. Student Life requires that events be requested at least five days in advance. 

 

 

4 

 

 

 

 

Back to top 

Requesting your Event If the room is available when you want to use it, it’s time to put in a request. Select the “Events” tab up at the top and click on “Event Request” 

 

 

This where you select the area of Campus you want to use. In this example we will use the Alumni/Woods-penn area 

 

Fill out all of the information for your next event and make sure that the “required room” box is selected and pay attention to the highlighted line. 

 

5 

 

 

 

 

 

Depending on the type of event you want, you can select different options under Meeting Recurrence. For a one-off event, select Single Meetings, fill out your date and times, and select “Create”. The meeting should show up on the right under Meetings. 

 

6 

 

 

 

 

 

For an event that will occur once or twice a week for a period of weeks (like a dance rehearsal), select “Recurring” and fill out the necessary information before hitting “Create” 

 

 

For an event that will happen everyday for a span of time, select “Spanning” and enter the start and end date and time of your event and select “Create”. 

 

7 

 

 

 

 

  Back to heading Back to top 

Selecting a Room In order to assign a room to your request(s), click the checkbox next to it and select “Request Rooms” as shown by the numbers 1 & 2 by the oval markings. If you have more than one meeting to assign rooms to, select them one at a time  

 

A list of available rooms will pop up for you to select from. The room names can be expanded by dragging on the line indicated below in red. By selecting the room of your choice, please look at the style of the room, ex. lecture, classroom, etc. Once you make your selection, click “OK” at the bottom. 

 

8 

 

 

 

 

 

 

9 

 

 

 

 

Back to top 

Selecting Resources  In order to assign resources to your request(s), click the checkbox next to it and select “Request Resources” as shown by the numbers 1 & 2 by the oval markings. If you have more than one room to assign resources to, select them one at a time 

 A list of available resources corresponding to the room you selected earlier will pop up for you to select from. The Room Resources columns can be expanded by dragging the column borderlines of the individual columns. From the list of available resources, select the resources of your choice. Enter the quantity you need in the space available in the Event Request column, image below. 

Two things to keep in mind here. The Qty column on the left shows the maximum of number of that particular resource available, and resources not available to the space you are reserving will be highlighted red and unclickable. 

 

10 

 

 

 

 

 

Once a number is entered, press enter and the selected resource will be highlighted green, and the number will be displayed. When you have all your resources selected, press OK. See image below. 

 

11 

 

 

 

 

 

Back to top 

Describing your Event If you need a setup for your event, fill out the boxes towards the bottom of the page. 

 

12 

 

 

 

 

 

Back to top 

How to Describe it There are different ways to request different set ups, here are just a few: 

● Lecture Style:  

○ Rows of chairs with an aisle ● Theatre Style: 

○ is the same except the rows will be curved ● Classroom Style: 

○ rows: rows of rectangular tables with chairs on the side ● Banquet : 

○ round or square tables with chairs around them spread around the room 

● Horseshoe/Fair Style: ○ a large “U” shape of rectangle tables with chairs on side 

Back to top 

 

 

13 

 

 

 

 

Media If you have any specific media requirements please fill out the appropriate box. Below is a list of commonly requested equipment that Campus Life CANNOT provide: 

❖Lapel Mics (handheld mics are available however) ❖A projector or screen for rooms that do not have them installed 

already ❖Laptops ❖Cords and adaptors for apple computers (macs) 

Some of this equipment can be obtained through the campus Technology Resource Center (TRC), however they require you to contact them in advance. 

Back to top 

Finishing Your Event Request Once you have selected a room and filled out all of your information, click on SUBMIT up at the top. 

 

Your event request will be sent in and will have to be approved. If there are any issues with your event you may receive an email notification requesting for more information. If all is well, then you should get a confirmation email 

 

14 

 

 

 

 

 

Thank you for Reading! 

If you have any questions please contact the Campus Life Office or Michael Thomas at: 

Ext. 3290  

stls@berea.edu 

Michael_Thomas@berea.edu 

Back to top 

 

15