Ready to dive into coworking? Crafting a solid space-sharing agreement is your key to a hassle-free experience. We’ve outlined the essential elements—membership terms, pricing, and guidelines—that form the foundation for a cooperative and organized shared workspace.
Consider this your roadmap to a productive and respectful environment. Use it as a starting point for your agreement, adding your details to set the stage for a successful coworking community.
This section lays out the basic framework of the membership agreement, including the membership types available, the duration of the membership, and the termination process.
The duration of a membership refers to the length of time for which a member is committed to using the coworking space. This is typically specified as a monthly or yearly term. It’s important to clearly outline the duration of membership in the agreement to avoid any misunderstandings regarding the length of the commitment.
Renewal and termination policies establish the procedures for renewing or terminating a membership. Renewal policies should specify the process for renewing a membership, including any notice requirements and renewal fees. Termination policies should outline the grounds for termination, the notice period required, and any applicable termination fees.
Usage limitations define the permissible use of the coworking space by members. This may include restrictions on hours of operation, guest access, and activities allowed within the space. Clear usage limitations help maintain a productive, respectful, and safe working environment for all members.
A clear and transparent pricing structure is essential for building trust and maintaining positive relationships with members. This section of the coworking space agreement should provide a comprehensive breakdown of the pricing structure, payment methods, and any additional fees.
Outline the different membership plans or options available, along with their respective pricing. Clearly explain the features and benefits included in each plan to help members make informed decisions.
Specify the accepted payment methods for membership fees, such as credit cards, debit cards, or bank transfers. If offering installment plans or recurring payments, clearly outline the payment schedule.
Establish a clear invoicing and payment schedule for membership fees. This may involve monthly invoices or pre-paid memberships. Specify the due date for payments and any late payment penalties.
If applicable, clearly disclose any additional fees beyond the base membership fee. These may include charges for exceeding usage limits, using specific amenities, or bringing guests.
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Specify the type of workspace assigned to the member, whether it’s a dedicated desk, a shared workstation, or a hot desk. Outline the amenities available to members, such as meeting rooms, printing facilities, and common areas.
Clearly define the type of workspace assigned to each member, whether it’s a dedicated desk, a hot desk, or a shared workstation. Specify the location and size of the workspace, along with any unique features or amenities associated with that particular space.
Detail the common areas and amenities accessible to all members. This may include:
Establish clear guidelines regarding permissible modifications to the allocated workspace. This may include restrictions on:
By clearly defining space allocation, amenities, and customization restrictions, coworking space agreements set expectations and promote a harmonious and organized work environment for all members.
A well-defined code of conduct is essential for fostering a respectful, productive, and inclusive coworking environment. This section of the agreement should outline the expected behavior of all members, promote collaboration and networking opportunities, and establish consequences for violating the guidelines.
Establish clear guidelines for professional and respectful behavior within the coworking space. This may include expectations regarding:
Coworking spaces offer a unique opportunity for collaboration and networking among members. Encourage and support these interactions by outlining opportunities for:
Establish clear consequences for violating the code of conduct and community guidelines. This may include:
By clearly outlining behavior expectations, promoting collaboration, and establishing consequences for violations, coworking spaces can foster a thriving and harmonious community where members can work, connect, and grow together.
Detail the services provided by the coworking space, such as internet access, IT support, and administrative assistance. Clearly outline the availability and usage limitations of these services.
Outline the internet and IT infrastructure available to members, including:
Detail the availability of printing, scanning, and other office equipment, including:
Describe any additional services or amenities offered by the coworking space, such as:
Address the handling of confidential information and the security measures in place to protect member data and belongings. This may include policies on password protection, access control, and incident reporting.
Outline the measures in place to protect the confidentiality and security of member data and information, including:
Establish guidelines for handling sensitive projects or confidential information, including:
Establish clear security protocols for accessing the coworking space, including:
Outline the insurance coverage provided by the coworking space and the extent of liability in case of damages or accidents.
Specify any insurance requirements for members, such as professional liability insurance or general liability insurance.
Define the liability responsibilities of both parties in case of damage or loss to property or personal belongings within the coworking space.
Include indemnification clauses that protect both the coworking space provider and members from liability arising from the actions of other members or third parties.
Address the process for requesting changes to the membership terms, such as upgrades, downgrades, or extensions. Establish a timeframe for responding to such requests.
Establish clear procedures for members to request changes to their membership plans or services, including the timeframe for responding to such requests.
Specify the notice periods required for adjustments in membership fees, terms, or services to provide members with ample time to plan and make necessary arrangements.
Outline how the agreement can be adapted to accommodate future changes in the coworking space, such as increased membership, expansion of services, or downsizing due to changing market conditions.
Creating a strong space-sharing agreement is crucial for a smooth coworking experience. The eight key elements we’ve talked about—membership terms, pricing, and guidelines—lay the foundation for a cooperative and organized shared workspace.
By clearly outlining things like workspace details, community expectations, and security measures, this template ensures a productive and respectful environment. Feel free to use this as a starting point for your agreement. Just plug in your specifics, and you’re on your way to fostering a successful coworking community.