Terms and Conditions
Flowspace is designed to be a shared working environment where ideas flourish, productivity thrives and professionalism blends effortlessly with down-to-earth personality.
For people who want to belong to a community of like-minded business people, who want to work in an environment where you walk in and feel the energy of people from all different professions
and businesses working effectively.
In order to sustain this environment, it’s important that we’re really clear with Members, Non-Members & Guests, about expectations of belonging to the Flowspace Community. Within this document, we have laid out our Terms and Conditions and our Social Code of Conduct.
Together, they form our binding Membership Agreement. By joining fellow Members in this agreement, you can be comfortable in knowing that your experience at Flowspace will be a great one!
Members of Flowspace agree to the Terms and Conditions of the membership. Individual Membership cannot be transferred to or used by anyone else. Company Memberships can be established upon agreement with Flowspace Management and can only be used on Resident Memberships. Where a Company enters into a Membership Agreement, the Company takes full responsibility for the conduct and usage of their staff.
Details will be unique to each Member and must not be shared. This applies to your WiFi password, access swipe card and locker keys. Members need to ensure they take sufficient measures to ensure that these details are kept safe and secure. In the event that a Member loses/forgets login details, access codes or passwords, or misplaces any property of Flowspace, staff must be informed within 24 hours.
Upon acceptance and commencement of your Membership, you will receive a copy of your signed Agreement, induction/tour and issued with allocated cards and keys (if applicable).
Members can choose from the following membership plans. Unless you have opted to receive the discount for booking for twelve months, you can change your plan with 30 days’ notice.
DESCRIPTION OF PLAN
FULL – TIME MEMBERSHIP
PART – TIME MEMBERSHIP
Additional Bookings thereafter can be made in either:
Half Days – up to 4 hours @ $27 either before or after 1pm
NB: Bookings more than 4 hrs will be charged at full day rates.
Your Membership includes:
- Free Use of Meeting Room on days you use Flowspace (Up to 1 hour per booking)
- Unlimited Internet access on days you use Flowspace
- Complimentary tea, coffee and filtered water
- Use of Noise Isolating Headphones
- Use of Street and PO Box address
- Black & White A4 printing x 10 pages on days you use Flowspace
- Connection and code to Document Station
- OPTIONAL EXTRAS
- Access Swipe Card, requires a refundable deposit upon issue of $150. Recommended if you work outside of normal business hours Monday to Friday 9.00am – 5.00 pm.
- Secure Locker (with key) can be hired for $22.00 (inc GST) per month
- ADDITIONAL PRINTING & LAMINATING VIA DOCUMENT STATION
- A3, A4 or A5 – Printing in Colour– Member’s Rates
- A3, or A5 – Printing in Black & White – Member’s Rates
- A4 – Black & White Printing over allocated allowance – Member’s Rates
GUESTS / VISITORS
Flowspace Members are welcome to bring Guests and business associates into Flowspace. If you are planning to meet for more than 15 minutes, a desk space or meeting room needs to be booked for your meeting. Please be mindful of the noise level for other members, and if you’re expecting more than one guest or you’re conducting conversations of confidential / sensitive nature, we ask that you please book a Meeting Room to conduct your business.
MEETINGS and FUNCTIONS
Flowspace has two meeting room spaces available for booking:
The Beach Boardroom seats up to 8 around the table (we can add a table to extend this to 12) or up to 20 theatre-style.
The Meeting Room seats 6 comfortably, 8 at a push.
Facilities in each room consist of a whiteboard, Smart TV screen with connection via HDMI cable (the Boardroom is also enabled with Bluetooth via AppleTV) and power inbuilt (inc USB ports) into the tables.
As part of your Membership, Members can use the Meeting Room free of charge on your nominated day/s. Bookings will be taken on a first in first serve basis for one (1) hour at a time. This is to ensure that all members are able to be make use of the room on their nominated day/s. In the event that you need to use the Meeting Room for a longer period of time and the Meeting Room is not being used by any other Member, then you are more welcome to extend your time in the Meeting Room on that day.
You are required to book the Meeting Room as per normal via the on-line booking system. You will be issued with a voucher code, so that your booking is included as part of your Membership. Please note that this voucher code is only to be used for Meeting Room bookings that occur on your nominated days.
If you wish to book the Beach Boardroom or book the Meeting Room on days that are not your nominated day, you can book either room via the on-line booking system. Member rates, as per the website less 10% discount will be applied to your booking. Rooms can be booked by the hour, half-day or full-day.
Your Meeting Room Booking Code, can’t be used for these bookings outside of your nominated days.
Flowspace can also be booked for workshops or larger functions after 5pm, Monday to Friday, and on weekends. Should a workshop / event or function be booked, Flowspace Members will be notified of the event details. Should members need to work while a function is happening out of hours, they will have complimentary use of the meeting room.
If you require the Meeting or Board room outside of business hours or on the weekends, please be aware that you are responsible for the conduct of your guests and to clear the room when you have finished (to respect members who may have the room booked first thing the next day, before a Flowspace staff member can re-set the room)
Notice to cancel any room bookings is required within 48 hours of the booking. In the event that the required notice is not given, full fees will be applied for the booking. We are understanding and are compassionate with regards to unexpected circumstances or circumstances beyond your control.
On occasion, Flowspace staff, Members or Non-Members will need to set-up and pack-down the Beach Boardroom and/or Meeting Room for events or meetings. If this occurs during normal business hours, Management, Members and Non-Members are to take due care and diligence to ensure minimal disruption to other Members or Guests working in Flowspace during this time.
RESPECT – CODE OF CONDUCT
Flowspace is a co-working space and we offer a vibrant and dynamic working environment that everyone should be free to enjoy and make the most of. Flowspace is to be used in a respectful way and as such we have put together some guidelines of how to best use Flowspace.
RESPECT is our number one principle. Please be courteous and professional at all times. Offensive language, threatening behaviour, abuse of Management, Staff or Members, damage to Flowspace Property or that of another Member, will not be tolerated. Flowspace Management reserves the right to suspend and/or cancel a persons’ membership due to inappropriate behaviour, language or damage to property.
Membership to Flowspace entitles you to the use of your allocated workstation and facilities, but does not give you exclusive rights to all areas of Flowspace.
We encourage you to engage with other Members using Flowspace, but ask that you work within your designated workspace and respect the personal and workspaces of other Members. We may have some Members or Guests at times that have a high profile within our community; please respect that these people are also just trying to get work done and just like you are using Flowspace as a safe and secure place to do so.
We ask that if in the event that we have a high profile Member or Guest in Flowspace, that you do not take photos or selfies with them without their permission; don’t fangirl / boy over them and most importantly do not mention or post anything on social media without their permission.
All Flowspace Members have the same rights with regards to having their photo taken whilst working within Flowspace and permission will always be obtained prior to any photographs or social media posts.
Confidential information is information relating to a Member’s business, employees, products and business processes. Confidential information given to Flowspace Management, Staff or given to you by Management, will remain confidential and secure for the sole purpose of conducting business within Flowspace.
Members are responsible for ensuring that all confidential information and that of their employees and/or clients remain secure within their own business/ company Policies and Procedures. Flowspace will not be liable for any unauthorised disclosure of your confidential information.
Co-working is reliant on trust and as Flowspace has an open plan floor layout; Members at times may see or overhear sensitive conversations or see documents of a confidential nature. We ask that you respect this and agree not to seek or obtain financial or commercial benefit from such information or knowledge from other Members of Flowspace in any circumstance.
It is a Member’s responsibility to ensure that matters of a confidential or sensitive nature are handled in an appropriate manner. Telephone calls of this nature should be taken outside of the Flowspace office, on the Flowspace balcony or if required for longer period of time, the Meeting Room or Beach Boardroom can be booked. A paper shredder is provided on site.
INTERNET & INTERNET SECURITY
Flowspace has installed a high-speed Wi-Fi internet connection which is provided and supported by VOCUS.
A secure Wi-Fi connection is a provided as part of your membership for Members to use whilst they are working from Flowspace and should not be used outside of Flowspace’s premises. Please be mindful of connecting to the Wi-Fi – if you’re watching catch-up TV at a local café on your day off, this will be treated as a day in Flowspace!
Flowspace Management or staff will notify Members of any internet service disruption for maintenance or upgrades that are required from time to time. No monetary compensation or reimbursement of fees will be made to Members, Non-Members or Guests of Flowspace in the event that the internet is disconnected or disrupted due to events or circumstances outside of Flowspace control.
Each Member will be issued with a unique Wi-Fi code that cannot be passed on to other persons or Members to use. Flowspace request that you use the internet access provided with common sense. Excessive use of downloads/uploads or any illegal activities using the internet will result in your access being cancelled. Our service provides unlimited download/upload, however transferring files of a significant size may slow down the speed for other users, which can cause particular issues if people are broadcasting live webinars, podcasts or the like. As such we request that you withhold any significantly large file transfers to out-of-hours (and double-check that no members are broadcasting at the time.)
Flowspace is not responsible for any internet security breaches, hacking or scamming, that you, your employees and/or clients may become victims to whilst working at Flowspace. Flowspace is not responsible for conducting or providing Members, Non-Members or Guests with computer backup or storage of information on the Flowspace server. Flowspace highly recommends that all members take reasonable security measures to protect their computers and information within.
Any property that is brought into Flowspace, must be maintained and in good condition. It is the Members responsibility to ensure that Your Property is fit for purpose and is used in a safe manner for which it was intended. In particular any electronic equipment, such as laptops, are in good working order and not likely to cause damage.
Flowspace takes no responsibility for any of Your Property that you bring into Flowspace of your own accord and is left, lost, stolen or damaged whilst unattended or unsecured on the premises.
Flowspace has Contents and Public Liability Insurance to cover the property belonging to Flowspace. This insurance does not extend to the Property of Members, Non-Members or Guests. We strongly recommend that you ensure your equipment such as your laptop and mobile phone are covered under your own personal insurance.
Members are liable for and agree to indemnify Flowspace for any damage caused to Our Property or for any claim brought against us, for malicious damage, malfunctioning or incorrectly used equipment brought into Flowspace by Members, Non-Members or Guests / Visitors.
Flowspace Management will take all reasonable measures to ensure that Flowspace is a safe and healthy work environment. Members, Non-Members and Guests are responsible for your own safety whilst in Flowspace. This includes use of Our Property and Your Property for the purpose that it is intended for and undertaken with reasonable care.
Flowspace will provide instructions for usage of Our Property and equipment that is jointly used and provided for Members, Non-Members and Guests to use whilst on the premises.
Keeping Flowspace tidy and safe is everyone’s responsibility.
Members are responsible for;
keeping your workspace clean and tidy;
removing all belongings from hot-desking spots at the end of your day (lockers are available to hire if you wish to leave some gear here)
tidying up after using the Meeting Room/s;
marking any food you place in the fridge and ensure that it doesn’t turn into a science experiment;
cleaning up spillages that you make in the kitchen, fridge or microwave; and washing up and putting away any dishes that are used, including any catering that may have been brought in for a meeting.
Flowspace is responsible for;
keeping all common areas clean and tidy;
keeping the meeting rooms clean and tidy;
arranging cleaners to conduct regular office cleaning, including kitchen, bathroom, balcony, carpets and windows. Please note that cleaning of the premises may occur during normal business hours.
weekly removal of all rubbish from premises; and
providing markers and labels for fridge or pantry items. Fridge will be emptied each Friday and unmarked items will be disposed of. Flowspace will not incur any costs associated with replacing food that is not marked.
GENERAL OFFICE PROTOCOL
We all know that one person whose volume control is broken, whether they are on the phone or just chatting normally. We do ask Members, Non-Members and Guests to be mindful of this when making calls or speaking with other Members, Non-Members and Guests, as this can be disruptive to those around you.
Please place your phone ringer volume to low or vibrate whilst working from Flowspace. If you receive or wish to make a phone call that will require you to speak animatedly or at length, this is a great chance to stretch your legs, enjoy some fresh air on the balcony or a walk down to the beach.
If you are working on something that requires focus and you don’t want to be distracted or disturbed, Flowspace has Noise Isolating Headphones that can be provided either as part of your Membership or purchased separately. Members, Non-Members or Guests are not restricted to using Flowspace headphones. Use of headphones makes it easier for Flowspace Management, Staff and other Members and Non-Members to acknowledge that you do not wish to be distracted or disturbed.
If you focus better with music on, we ask that you use a set of headphones. Flowspace will provide light background music for the office, but we understand and appreciate not everyone has the same taste in music or may prefer no music at all. Please feel free to discuss options with the Flowspace Management, if this is a concern.
DOCUMENT STATION & MAIL
Members and Non-Members will be able to use the Document Station that is located within Flowspace. Members are entitled to print up to 10 x A4 black and white pages free of charge on each occasion that they are booked into Flowspace. In the event that you print more than the 10 allocated pages or print in colour or A5 or A3 black and white, Member’s rates will be applied. Printing rates are advertised on Flowspace website as well as at the Document Station itself. Any additional printing charges will be invoiced out in arrears.
When you become a Member of Flowspace, you can choose to have your laptop linked to to Flowspace’s printer, so you can print directly from your laptop to the printer. We will discuss this with you on your commencement with Flowspace and set up an appointment time to install the printer drivers. A Flowspace staff member will require access to your computer to complete this process for approximately 30 mins. You will then be allocated a four digital number as your code to access the printer and given an overview of how to use the printer for printing and scanning.
MAIL COLLECTION & USE OF POSTAL ADDRESS
As part of your Membership benefits you can use the Flowspace PO BOX and/or street address to receive your mail. Any mail that is delivered to Flowspace for a member will be held for the member to be collected. When you have completed your membership with Flowspace it is your responsibility to cancel /redirect your mail.
Flowspace is committed to providing all Members with a safe and secure place to work. Members will be issued (where applicable) an Access Swipe Card that will give them access to the front glass (main doors) and Flowspace main office entrance. A Deposit of $150 (inc gst) will be required when the card is issued. This will be refunded to the member on return of the card.
In the event you misplace your Access Swipe Card steps will be taken to de-activate the Access Swipe Card. Your deposit will be used to cover the cost to have the card de-activated. You will then be issued with a new card which will require a further deposit of $150 for the new card.
Being a co-working space, we will have a number of different members coming and going along with Non-Members using Flowspace’s meeting rooms. To keep Flowspace safe and secure for everyone, please don’t give your Access Swipe Card to anyone else to gain access to the office. In the event that your card is lost or stolen, please advise Flowspace within 24 hours.
The main entrance (glass) front doors are programmed to be unlocked between 8.00 am to 6.00 pm Monday to Friday. If you require access outside of these times, you will need to use an Access Swipe Card to gain entrance. In the event that the door is not working for any reason, you can use the intercom located on the side panel near the door. Simply press 002 and a Flowspace Staff member will provide you access to Flowspace. Please note that Flowspace is staffed between 9.00 am – 5.00 pm Monday to Friday, unless prior arrangements have been made to gain access outside of normal business hours.
Flowspace offers lockers for members wishing to store any gear (laptop, gym kit, stationery etc) on the premises rather than having to carry everything in and out each time they visit. A hire fee of $22.00 per month will be issued along with your monthly Membership Fees.
HOT DESK & CASUAL DAY BOOKINGS
Memberships that are linked to Hot Desk usage are calculated from Sunday to Sunday. Any days included in your membership that are not used in any week cannot be carried over to the following week for your monthly membership. If you are unclear regarding the allocation of days under your Membership, please speak to Flowspace Staff.
If you choose a part-time membership, you need to book your days in the online booking system. If you have a regular routine, you can set a recurring booking for your chosen days, or you can select the days you need each week. Flowspace will endeavour to accommodate all requested dates but may not be able to guarantee a space for you, if you do not book your day in advance or arrive on a day that you haven’t booked.
Each booking is calculated as a day or half-day, regardless of whether you choose to work one hour or ten hours straight, or pop in and out between meetings. Half-day casual days are blocks of up to four hours, that must start or finish either side of 1pm. Ie 9am – 1pm OR 1pm – 5pm. Bookings that straddle 1pm will be counted as a full day.
Member’s days / bookings will be allocated as per each Membership Agreement and Members will only receive additional charges if they exceed their allocated days or use additional time in the Meeting or Beach Boardroom, or hotdesk spaces.
Non-Members will be invoiced at the end of each booking at Non-Member rates or the Casual Day Pass Rate.
INVOICING, FEES, DISCOUNTS, CANCELLATIONS & REFUNDS POLICY
Monthly Membership fees are invoiced and direct debited from your nominated account on the 1st day of the month.
In the event that your Membership commences after the 1st day of the month, you will be issued with a pro-rata invoice for your first month (including any initial costs such as your Access Swipe Card) and then all invoices thereafter will be issued on the 1st day of the month.
Monthly membership fees will be charged at the beginning of each month and additional charges (such as extra days, Boardroom bookings, additional printing etc) will be charged in arrears at the end of the month. Eg 1 January account will include your regular membership fee for January plus the ad-hoc usage from December.
In the event that a Member does not use their allocated hours, invoices will not be pro-rata or refunded for any unused portion of hours under their Membership Agreement. (This includes reasons such as attending a meeting, conference, training course that is conducted off site; being sick or ill; taking a day off; or taking holidays).
Naturally, inflation will see the costs of running Flowspace increase over time, so from time to time, our Membership fees may need to increase. Flowspace will notify all members in writing of any fee increases, and these will apply to your monthly Membership fees after a 60 day notice period. Optional ancillary costs such as printing, etc may be adjusted with 30 days’ notice.
If a Member has any queries, regarding their accounts / invoices these can be brought to the attention of Flowspace Management, who will address the account query in a timely and reasonable manner.
MEMBERSHIP FEE DISCOUNTS
Members who commit to a 12 month Membership plan will receive a 7.0% discount off their monthly Membership fee. Should the Member subsequently decide to cancel their Flowspace membership or are in breach of the Terms and Conditions of the Membership Agreement, within the 12 month period (regardless of the reason), 30 Days’ notice will be required and the Member will pay Flowspace a cancellation fee equal to the full 12 months’ discount, regardless of how many months of membership has passed.
Should the published Membership Fees be altered by Flowspace within the 12 month period, the Member’s rate will increase after 60 Days written notice, unless otherwise stated in the Members Agreement. The 7.0% discount will still be applied to the new monthly fees. After the 12 month period, should another 12 month plan not be entered into, the Member will pay the standard Monthly Fees and will be required to give 30 Days’ notice to vacate.
Members who wish to commit to a 12 month Membership plan and make payment in full will receive a 15% discount off the annual price and will not be affected by any future Membership Fee increases within the period. Should the Member subsequently decide to cancel their Flowspace membership within the 12 month period (regardless of the reason) or are in breach of the Terms and Conditions of the Membership Agreement and their Membership is cancelled by Flowspace, no refunds will be issued.
In the event that a Member makes full payment for a 12 month period and Flowspace is unable to meet the Terms and Conditions of the Membership Agreement due to circumstances or events outside of Flowspace’s control, Flowspace will refund to the member a pro-rata portion less the 30 days’ notice cancellation period for the unused portion of the funds.
PAYMENT TERMS AND CONDITIONS
Payment methods available are direct debit from your nominated bank account or credit card (merchant fees apply). A Members’ preferred payment method will be required on application and be recorded on our system.
In the event that a Members fees are covered by a company or third party, it is the responsibility of the Member to provide the relevant and correct contact details for the company or third party for billing purposes.
It is the responsibility of the Member (or Company of the Member) to ensure that your payment details are kept up to date and sufficient funds in your nominated account or credit card to enable the successful payment of the fees. If the transaction is rejected for any reason the Member (or Company of the Member) will be liable for any costs incurred by Flowspace in recovering the debt, including bank, collection agencies or legal fees.
In the event of failing to pay Membership or other outstanding fees within 14 days of the due date or failure to comply with Flowspace Policies and Procedures regarding payment of accounts, Membership could be suspended or cancelled, at the discretion of Flowspace.
MEMBERSHIP CHANGES AND CANCELLATION
Members are required to advise Flowspace within 48 hours of any changes to their personal details, address, phone number or billing details to ensure that contact details for all members are accurate.
In the event that you wish to change or cancel your current Membership, you must provide Flowspace with 30 days’ written notice. In the event that a Member breaches any of the Terms and Conditions of this agreement, Membership may be suspended or cancelled.
Flowspace will notify all Members and Non-Members if they are unable to continue providing the services or products as per the Membership Agreement. In the event that there is a change of Management or that Flowspace ceases business for whatever reason, Flowspace will provide notice in writing within 30 days of the changes taking place.