The Port Workspaces House Rules

Transcription

1 The Port Workspaces House Rules *These rules are subject to change and are available for review at any time via the indicated link on your account in Cobot. * Members will not hold The Port Workspaces responsible for any claims resulting from common negligence or the inherent risk of using the facilities, as well as claims resulting from transit between our locations. Members also understand that The Port Workspaces does not offer any emergency medical services. Memberships are subject to compliance with this Member Agreement and our House Rules and Rate Card, which may be modified from time to time. Updated versions of the House Rules and Rate Card will be sent to Members via and printed to be visible to Members in our workspaces. The Port Workspaces has the right to end a Membership if a Member breaks these rules. Please familiarize yourself with fine print of our rules and agreement below. The general gist, when using our spaces is: 1. Be a good neighbor. 2. Don t let strangers in after you. 3. Clean up after yourself. 4. Pay your bills on time. Location & Hours Memberships provide access to all of our Oakland workspaces, located at: 101 Broadway, Oakland, CA Washington, Oakland, CA th Street, Oakland, CA th Street, Oakland, CA Our hours of operation: Standard access hours are 8am - 6pm, Monday - Friday Extended access hours are 7am - midnight, 7 days per week. An extra fee applies per our Rate Card (see Appendix A) House Rules Version 2/16/18 1

2 Office & TeamSpace members have 24/7 access. A staff member will be on site during the hours of 9 am - 5pm, Monday - Friday. We are open some holidays, but staff may be limited. Keycards & Building Access Your access keycard opens the front door at all locations according to your access hours (see above). Keycards and door keys may not be transferred to another Member or guest. Per our Rate Card, a Replacement Fee will be charged for any lost keycard and a replacement fee will be charged for any door key. The Port Workspaces can suspend a Member s access if their account is 5 days past due and charge a Reinstatement Fee per our Rate Card. We won t kick you out at the end of the workday. You are welcome to stay as late as you want, but your keycard will only re-open the front door during your access hours. Keycard Assignment Coworking and Desk members are assigned one key card per member. Office members and TeamSpace members are assigned additional keys. In some cases, there may be an additional charge for keys according to our Rate Card. TeamTable memberships receive 4 keycards. Any additional membership or keycards require purchase of a standard, Coworking membership. Internet & WIFI Access In an effort to share our bandwidth between all Members, please abide by the following rules: 1. Don t connect extra hotspots (WiFi repeaters/extenders, Airports, etc.) - these slow down the network for everyone and will be booted off of our networks (we track MAC addresses). 2. Limit VOIP over WiFi (e.g. Skype, Google Hangouts, etc.) The Port Workspaces cannot guarantee stable call sessions due to various factors beyond our control including 3rd party servers and member software/hardware configurations (dedicated VOIP lines can be made available for a fee). 3. No illegal downloads. House Rules Version 2/16/18 2

3 4. No large downloads in excess of 5GB. 5. Don t enable wireless printing with your own printers. 6. All self-assigned internal and external static IPs must be approved by The Port Workspaces IT staff 7. All outgoing blasts must originate from an offsite SMTP server (use a service like Mailchimp, Constant Contact, etc., not Gmail. This is to prevent our external IP from being blacklisted as spam). 8. All Members are responsible for managing their own device security, including firewalls and anti-malware software. The Port Workspaces cannot be held responsible for any data loss, security breaches or network integrity. The Port Workspaces does its utmost to ensure fast and reliable wireless Internet access. Occasionally, WiFi and Internet may be unavailable at a location due to upgrades, maintenance, external issues or security updates. In the event that this occurs, Members will be notified as much in advance as possible and be directed to work using the WiFi at one of our other locations. Billing, Invoices & Payment Membership is renewed automatically on the 1st of each month. Port Workspaces Membership fees are paid in advance and are non-refundable. Payments are due 5 days after receiving the invoice. echeck is our primary billing method. This is one if the many ways we keep costs down to bring you the Bay Area s most affordable flexible workspace. You may opt to use an alternative payment method, but will be subject to fees per our current Rate Card (see Appendix A). We accept all major credit cards, bank transfers (via echeck) and PayPal through our membership management platform, Cobot. Members are setup with a password-protected Cobot account upon signup and can access this account through a secure, SSL enabled and PCI Compliant interface at: Once logged in, Members can securely: Update their contact details View past and current invoices Pay via credit card, bank transfer, echeck PayPal Book conference rooms and purchase non-expiring booking passes To pay by check, please send and address your check to: House Rules Version 2/16/18 3

4 The Port Workspaces Attn: Billing Dept. 317 Washington St., Suite 201 Oakland, CA Cancellations, Refunds & Late Fees Port Workspaces Membership fees are paid in advance and are non-refundable. Payments are due 5 days after receiving an invoice. The Port Workspaces can suspend a member s access, or apply late fees, if his or her account is past due. Reinstatement fees will apply to the reinstatement of any canceled account in accordance with our Rate Card, for each key card associated with your account. If a bill is unpaid, any personal property left on-site will be considered abandoned after 30 days and will be donated or removed from the premises. Members may change plans at any time with The Port Workspaces staff approval. Any remaining credit from your old plan will be applied to the new plan. We do not allow holds on Membership. Should you want to cancel your membership and resume it later, you ll be subject to a Reinstatement Fee per our Rate Card. Cancellation of Coworking, Desk and Virtual Plans To avoid automatic extension of membership to an upcoming whole calendar month, Coworking, Desk and Virtual memberships must be cancelled no later than 10 days before the next billing cycle, which begins on the first day of each calendar month. Cancellation of Office, TeamTable and TeamSpace Plans Members with Office, TeamSpace or Team Table memberships must give written notice of cancellation by the last business day of the calendar month preceding their last calendar month of membership. Cancellations: All Memberships Written cancellation notice is defined as sent to cancel@portworkspaces.com, specifying the Member s intended termination date. All cancelling Members must return all key cards, mailbox keys, and any physical door keys issued to them by end of business day on their final day of paid occupancy. Members must coordinate with their Community Manager on the best way to return these items. Any costs or usage fees incurred by Member after Member s written notice of cancellation are payable. These may include day passes, event space bookings, House Rules Version 2/16/18 4

5 meeting room usage, printing overages, key replacement, damage to premises or furnishings, and any other usage or recovery charges incurred up to the applicable membership termination date. Upon effective termination of a membership, and the return of keycards, mechanical keys, and damage inspection (if applicable), any unused, pre-paid rent or Service Retainer will be returned to Member by mailed check within 15 days. If the Space is Not Available In the unlikely event that we are no longer able to provide the services and/or space specified in your Membership Agreement, then your Agreement will end and you will only have to pay the agreed fees up to the date it ends and for any additional services you have used. We will try to and suitable alternative space for you at another Port location. Port may relocate you to an equal-sized or larger Port space or product upon 60 days notice, provided that we do not raise the monthly cost of your membership plan. If the replacement space or product not acceptable to you, you may cancel your membership effective as of the date of the requested relocation, without penalty, and will be entitled to a refund of the unused portion of any prepaid membership fee, if any. No Obligation Notwithstanding any auto renewal provision in your Member Agreement, Port is not obligated to renew or extend any term or provide services for any period that has not been prepaid. Refunds Membership fees are not refundable, except for circumstances in which The Port Workspaces is unable to provide access to the space or service specified in the membership plan (for example, inaccessibility of an office due to flooding). In the case of Coworking and Virtual Plans, all Port spaces must be simultaneously unusable to qualify for refund. Please speak with your Community Manager with any questions about our refund policy. Coworking Using the Space Sit where you like! Our spaces are based on an open seating, first-come, first-served model. You and your guests may sit anywhere in our designated coworking spaces! Please ask a Community Manager if you need help finding our open seating areas. House Rules Version 2/16/18 5

6 Don t be shy! We encourage you to introduce yourself and get to know your coworkers. Limit your volume. Coworking area conversation should be around college library level. Communal amenities! Any monitors or food left in the coworking space (at a non-dedicated desk) are considered communal and movable. Guests We certainly love guests, but please observe these simple guest rules. Port Workspaces Individual Guest Policy 1. Your guest may come work in open, coworking space Monday- Friday. However, you may not have the same guest more than two days per month. 2. If you want the same guest to join your more frequently, they must purchase a Day Pass ($25 per day per person), or join as a Coworking or other type of Member. 3. Meet Your Guest! Port staff and First Mates are not receptionists. Please make sure your guest can contact you and make sure that you meet them at the door and escort them in and out of the building. 4. Sign them in! Every guest must be signed in. We need to know who is in our buildings and how many people are there at any given time. This not only helps us be better hosts but is also an important life safety measure. Conference and Meeting Room Guest Policy If you ve booked a conference room and have outside guests joining you, please observe the following rules: 1. We do not have a receptionist staffing our entrances and members are responsible for greeting all guests, including those participating in meetings with you. 2. You or another, card-carrying Port Member must greet your non-member guests. Please make sure your guests can easily contact you and ask them to wait outside a main entrance to be met by you and escorted to your meeting. 3. Please do not allow your guests to follow a member in or find their way to you. If they happen to get inside the building, they are required wait for you or one of your fellow members just inside the door. 4. Please also escort your guests out of our spaces after your meeting is over. Please leave the conference room space ready for use by the next member. Bring coffee mugs, glassware or any other items back to the kitchen and throw away trash. And hey, it would also be great to erase all those great notes you took off the whiteboard! House Rules Version 2/16/18 6

7 Guest Policy FAQs I m a Desk Member and want to have a guest work with me. Can t they just squeeze in beside me? No. Your dedicated Desk at any of our locations is just for you. If your guest needs to work alongside you, please book a meeting room or find a location in an open, coworking area. Unless otherwise specified, all Desks are reserved for Port members. I rent a Private Office, I can bring whoever I want into my space as much as I want, right? Not exactly. Your Private Office provides a certain number of memberships and keycards. If you haven t used your allotment of memberships and have the same guest (or intern, or staff member) regularly joining you in your office, please see your Community Manager to have them added to our system as a Company Member. If you ve used up the member allotment/keycards associated with your office and you have the same guest (or intern, or staff member) regularly joining you, please see your Community Manager. They can help you add this person to your membership in the most cost-effective way possible. Badging In and Why It s SO Important When you enter any Port Workspace, we ask you to swipe your keycard or badge in - EVEN if someone else is holding the door for you. In case of an emergency, we must be able to know how many people are in and who has entered our building. This is something that could be critically important in the case of an earthquake or other disaster. We also use this information to assess usage of the space and peak times of entry. Some members have different access levels and the only way for us to monitor this is based on your access card usage. The better an idea we get of how many people are using our locations when, the better level of service we can provide you! Please understand that these policies are for everyone s safety and security in order to keep our prices the lowest in Oakland while never having to sacrifice the beauty and functionality of our wonderful spaces. TIP: if you are a member at another location and hanging for the day, please introduce yourself to the Community Manager. We like to know who's in the space. Printing Members are granted an allotment of printing along with a Setup Fee per our Rate Card (see Appendix A). To use this amenity, please speak to your Community Manager to be walked through the Setup. If needed, more printing credit can be bought and added through the software you ll install during the Setup process. Inactive users will be automatically removed from our system after 1 year. House Rules Version 2/16/18 7

8 The Kitchen & Keg Keep it clean! Each Member is responsible for keeping kitchen/food/beverage areas clean and functional. Cleaning supplies are provided and located under the kitchen sink. No dishes left in the sink. Place dirty dishes in the dishwasher, dish rack, or hand wash them. Certain areas are hand wash only. Run and empty the dishwasher. Whenever it is full - directions are posted near each washer. Leave no trace. Trash and recycling bins for oversized items are located on the first floor of both buildings in Jack London Square, and on the first floor loading dock of Kaiser Mall. Be a conscious consumer. The community beer and kombucha kegs are refilled every two weeks. Beer may only be consumed by Members over 21. Phone Call Etiquette Use our phone booths and phone areas! Phone booths are located on the coworking room of Jack London Square location for making phone calls. Calls may be taken within bar/lounge and kitchen areas of Kaiser Mall location, or at designated phone booths. Use a conference room! Unreserved conference rooms may also be used to take calls for up to 20 minutes, but please remain aware of upcoming reservations. Please keep doors closed while talking on the phone. Be respectful. No phone calls are allowed in quiet common areas, unless otherwise noted. Conference Rooms Book through Cobot. When onboarding, you ll receive an Invitation to Connect from the Port. Click the link to follow the instructions and you ll be officially connected to the Port. Once you do, you can book the conference rooms at any location as well as purchase nonexpiring booking passes. Members can ONLY book meeting space from 9am - 5pm, Monday - Friday. For booking outside these hours, please see your Community Manager. Non-booked conference room time. House Rules Version 2/16/18 8

9 If a conference room is unoccupied, you are free to pop in for quick calls/privacy. However, please relinquish the room to the incoming party if they have it booked. Mind your manners! Cancel room bookings within 24 hours. Booked conference rooms are subject to a charge if meeting is not canceled at least 15 minutes before start time. Clean up when you re finished! Please remove your items and erase the whiteboards. Personal Property / Lost & Found Any personal items left in the coworking space will be moved to the lost and found. Any items, like monitors, left in the coworking area may be treated as communal property. If you have not paid your bill and you have left items in the coworking space, these items will be considered abandoned and will be removed after 30 days. The Member is responsible for all damages caused by the Member or their guests. The Member is responsible for any theft or damages resulting from the Member or their guests leaving the door open. Members are responsible for keeping all shared spaces clean and functional. The Port Workspaces will not be held responsible for theft, breakage or damage to personal property left in workspaces. Animals Dogs are allowed at our 101 Broadway and 317 Washington locations at any time, as long as they are supervised and trained to be around people and in new buildings. Dogs are not allowed on our furniture at any time. Any damage caused by an animal will be the responsibility of the Member. Alas, dogs are not allowed at our Kaiser Mall or th St. locations. Children Children and minors are welcome at select Port Workspaces locations for occasional visits. They must be in the presence of the supervising adult member at all times. Please keep our House Rules involving noise and disruption in mind. We have several private conference rooms at our locations appropriate for use as mother s rooms (for lactation) that are bookable via Cobot. Please contact your Community Manager for more information about this policy. Contacts General Support Tours and general info: info@portworkspaces.com - or (510) Printing support: proservice@kbadocusys.com Conference rooms/it: it@portworkspaces.com House Rules Version 2/16/18 9

10 Billing questions: Kaiser Center (344 20th St.) (510) x 5 Member Services Jack London Square (101 Broadway Ave. & 317 Washington St.) jacklondon@portworkspaces.com 510) x 4 City Center (555 12th St.) citycenter@portworkspaces.com (510) x 6 House Rules Version 2/16/18 10