Coworking Membership Terms
Last Revised 2/12/19
Membership Plans and Setup Fees: Oficio, LLC retains the right to change the membership plan and rates at any time. If any change is made to the Member's current membership plan or the regular payments set forth in this agreement should vary in amount, Member is entitled to at least two weeks (14 days) written notice including details of the plan changes, when they will take effect, and the amount of the new payments. A one-time $45 setup fee applies to all new members. The setup fee entitles the member to renew or restart their membership within a 12 month period following the expiration of their membership. An additional one-time setup fee of $100 is required for all new Full Time (24/7) memberships to create the necessary keys for building access.
Authorized Users: If Member would like to add authorized individuals to their monthly plan, each individual must fill out additional paperwork provided by Oficio, LLC which Member must review and sign in order for the individual to become authorized. Member agrees that by providing authorization for any additional individuals, they are fully responsible for the individual’s usage on their account, including but not limited to day passes, conference room hours, copies and prints. The authorized individual(s) must also provide identification upon entry to the space.
Two Weeks (14 days) Notice Regarding Cancellation, Upgrading, or Downgrading of Membership Plans: Member agrees to provide Oficio with written notice at least two weeks (14 days) notice prior to the next billing to cancel, upgrade, or downgrade their membership plan. If notification is given less than (14) days, then the current monthly rate will be billed on the regularly scheduled date until cancellation takes effect. Plan changes include upgrading or downgrading a base membership, adding/removing conference room hours, adding/removing Authorized Users, adding/removing a mailing address, or adding/removing a storage locker. Any upgrades or downgrades to a membership plan will not go into effect until the start of the next billing cycle.
Written Correspondence for Plan Changes or Additional Purchases: Member agrees that any plan changes, whether increasing or decreasing the pricing of a plan, and any additional purchases including, but not limited to, additional day passes, conference room rentals, or storage locker usage, can be made through e-mail at firstname.lastname@example.org or certified letter correspondence to Oficio, LLC.
Declined Payments: If the payment method chosen by the Member is declined, reversed, or not accepted for any reason, all membership privileges will be temporarily suspended until the outstanding balance is paid. Any fees charged to Oficio, LLC as a result of the declined payment will be added to the Member’s outstanding balance. The notification of any declined payment will be communicated to the Member in a discreet manner. If the outstanding balance is not paid within one week, a late fee of $25 will be added to the account. If the outstanding balance is not paid within (30) days, Oficio retains the right to cancel the membership. To renew the membership, the member will need to pay past due amount in addition to the new membership fee.
Common Workspace: A common workspace at Oficio is defined as any workspace that is shared by other members and include, but are not limited to, open seating in a coworking space, lounges, the copy/print/fax/scan workstations, coffee and water machines, kitchen areas, and any hallways or open areas throughout the space that are accessible to all members. Private office space or dedicated workstations are not considered common workspace.
Days and Hours of Operation: Members will have access to any participating Oficio coworking locations which currently include 30 Newbury Street, 3rd Floor, Boston, MA 02116 (hereafter “30 Newbury Street”) and 136 Brookline Avenue, Suite 2A, Boston, MA 02215 (hereafter “136 Brookline Avenue) from Monday through Friday, from 9AM to 6PM, excluding federal, public, and national holidays. 24/7 Members will also have access to 129 Newbury Street, 2nd Floor, Boston, MA 02116 (hereafter “129 Newbury Street”) as outlined in the paragraphs below pertaining to 24/7 Access and 24/7 Workspace.
Changes to Days and Hours of Operation: Oficio, LLC retains the right to change the days and hours of operation and any changes will be communicated to the Member with reasonable notice. Oficio, LLC retains the right to close the location at their discretion due to any cause beyond Oficio, LLC’s reasonable control, including acts of God, fire, explosion, vandalism, nuclear disaster, terrorism, cable cut, storm or other similar occurrence, any law, order or regulation by any government, civil authority, military authority, national emergencies, insurrections, riots, wars, labor difficulties, supplier failures, shortages, breaches, or delays, or delays caused by Member or Member’s equipment. Member may only access the space during regular working hours or after-hours events which are open to the members or the public. Member agrees to leave the space at the closing time or when Oficio personnel notifies them they must leave.
Day Pass Usage: Any Member entering into an Oficio coworking space and utilizing a seat in the Common Workspace, regardless of the amount of time, will be considered to have used the facility for the day and will be deducted one day pass from their monthly membership. If Member is paying for the day pass on a one time only plan, their day pass will be considered depleted and they must purchase an additional day pass or membership to utilize the space. In addition, if Member is paying on a one time only plan, they agree to abide by these Terms and Conditions for all future visits and thus will not be required to sign further agreements unless required by Oficio. Once the day pass has been deducted, the Member may use the space until the end of business hours and may leave the space and re-enter without being charged an additional day pass. If Member is leaving the space and planning on returning during the same day, for lunch or any other reason, they must use the sign out form at the Oficio reception desk. Members may not bring their own seating or furniture. Conference room usage is not included with a day pass.
Conference Room Usage: Member must make a reservation in advance for conference room usage. Cancellations must be made at least 12 hours in advance or the hour(s) will be deducted from their monthly usage. Member may not occupy the conference room longer than the scheduled time and will be deducted additional hours if they go beyond the original time slot. Guests arriving for the conference room must sign in through the receptionist and no more than the number of people listed on the capacities at https://www.myoficio.com/meetingrooms/ are allowed in a conference room at any one time. Guests of the Member who has reserved the conference room are not authorized to utilize the seating in the common work area unless they purchase a day pass. Members are responsible for leaving the conference room in proper order, clean and organized, and are to notify Oficio personnel upon completion of use. Oficio staff nor any other Members will be responsible for removing property left in the conference room or markings on the marker boards after completion of Member’s conference room usage. If Member is renting a conference room on a one time only plan, they agree to abide by these Terms and Conditions for all future visits and thus will not be required to sign further agreements unless required by Oficio.
Refundable Security Deposit (24/7 Access): A security deposit of $250 is required to be paid by all Full Time (24/7) members at the time their membership begins. When Member’s agreement has expired, the security deposit will be returned to Member within 30 days provided all access keys are returned and there is no damage to the space as caused by Member. If any damages are determined to be caused by Member or access keys are not returned, the cost of repair and key duplication will be deducted from the $250 security deposit. Front door keys are $10 and access keycards are $25 for any replacements. Any damage caused by Member, as determined by an Oficio, LLC employee, that exceeds $250 in cost of repair must be paid by the Member within 30 days of notice of such damage.
24/7 Access: Members that have been approved for 24/7 access (hereafter “24/7 Members”) will be given one front door key and one keycard which will provide access to the 2nd floor workspace at 129 Newbury Street, Boston, MA 02116 (hereafter “129 Newbury Street”) which includes the Acadia lounge, Manchester meeting room, Kennebunkport meeting room, two private bathrooms, coffee machine, and filtered hot/cold water. There may be no additional copies made of the keys without the express written consent of an Oficio managing member. The only individuals besides the Member that may have possession of the keys must be authorized users that have completed the necessary authorized user agreements. Individuals that have not completed the necessary authorized user agreements MUST NOT be granted access by Member or authorized user of Member anytime an Oficio staff member is not on the premises. If it is determined that an individual without a 24/7 membership accesses a 24/7 space using Member’s keys or is accompanied by Member, Oficio reserves the right to charge $100 per day per person to Member’s account. All behavior and rules as outlined in this agreement must be abided by at all times the Member is at Oficio, including times an Oficio staff member is not present.
24/7 Workspace During Business Hours at 129 Newbury Street: Available workspace for 24/7 Members at 129 Newbury Street during normal business hours (M-F, 9am to 5pm) will only be the Acadia room which includes a public lounge and tables along the wall. If there is a reservation in the Acadia room during business hours, 24/7 members will not have access and will be asked to work out of a nearby coworking location. Though not required to do so, an Oficio staff may also move a 24/7 member to any empty office, workstation, or lounge at 129 Newbury Street if workspace on the 2nd floor is unavailable.
24/7 Workspace Before or After Hours at 129 Newbury Street: Available workspace for 24/7 Members at 129 Newbury Street before or after normal business hours (M-F, 9am to 5pm) will include the lounge or tables in the Acadia room, the Manchester meeting room, and the Kennebunkport meeting rooms as long as they are not reserved. If a private event is being held on the 2nd floor before or after hours at 129 Newbury Street, Oficio staff will move the 24/7 Members to an empty office, workstation, or lounge at 129 Newbury Street. If this is the case, a sign for 24/7 Members will be placed outside the 2nd floor door with contact information for Oficio staff.
Member Obligation and Usage Policy: Member is responsible for payment of membership obligation. Failure to use the membership and utilize the programs and facilities, which are available to the Member, does not relieve Member of responsibility of payment. In addition, no designated monthly packages, such as conference room hours or day passes, which are not fully utilized during the designated billing month WILL NOT ROLLOVER into the next month or any future packages. If Member has utilized their monthly allotment of day passes or conference room hours, they must pay the applicable fees to utilize the space as outlined in paragraph below or wait until the next billing cycle when day passes and conference room hours in the membership renews.
Overage Charges for Members: Member agrees that if they have utilized their monthly allotment of day passes or conference room hours and continues to use the space, they agree to pay the member rate of $25 per day pass and $30 per conference room hour at the time the additional day passes or conference room hours are requested.
Storage Locker Usage & Personal Property: Oficio, LLC shall not be responsible for any damaged, lost or stolen articles of clothing or any other personal property of any Members, including property stored in the storage lockers on location. Members must be part of a monthly membership level and must pay the additional monthly fee for the storage locker. Member must provide their own lock and may not store anything illegal in the locker. Any locks and contents in a locker that are being used without payment or approval from Oficio, LLC will be removed. In addition, Members may not place personal items on seats, on a desk, in bathrooms, conference rooms or anywhere else in the space overnight without approval from Oficio, LLC personnel.
Use of Copy / Print / Fax / Scan Equipment: Member will use the equipment responsibly and not to excess which would prevent other Members from using the equipment. Oficio, LLC retains the right to charge $0.15 for black and white and $0.65 for color prints beyond a daily limit of 25 black and white and 10 color prints and/or copies.
Use of Amenities: Member will use the free amenities, such as coffee, soft drinks, pastries, or any other complimentary amenity provided by Oficio, responsibly and not to excess. If a Member is deemed to be using the amenities in excess, Oficio, LLC reserves the right to charge the Member for the cost of the amenities. Members are expected to maintain the overall cleanliness and order of the office, kitchenette, phone booths, conference rooms, and bathrooms. Members are also encouraged to recycle when possible. Oficio, LLC is not responsible for allergies related to food and/or drink provided in the space.
Wifi Usage: Oficio, LLC provides free wireless Internet access (the “Service”) in the space. Member’s access to Service is completely at the discretion of Oficio, LLC, and access to the Service may be blocked, suspended, or terminated at any time for any reason including, but not limited to, violation of this Agreement, disruption of access to other Members or networks, and violation of applicable laws or regulations. Member may use the Service only if they agree to the terms of service required when accessing the network each time they access the Service. Oficio, LLC will not be liable for any failure of performance, if such failure is due to any cause beyond Oficio, LLC’s reasonable control, including acts of God, fire, explosion, vandalism, nuclear disaster, terrorism, cable cut, storm or other similar occurrence, any law, order or regulation by any government, civil authority, military authority, national emergencies, insurrections, riots, wars, labor difficulties, supplier failures, shortages, breaches, or delays, or delays caused by Member or Member’s equipment. Member has the sole responsibility for adequate protection and backup of data and/or equipment used in connection with the Service and will not make a claim against Oficio, LLC for lost data, inaccurate output, re-run time, work delays or lost profits resulting from the use of the Service and Materials. Member agrees to defend, indemnify and hold harmless Oficio, LLC from any claims based on, or stemming from, Member’s use of the Service and materials.
Quiet Working Environment, Phone Calls, and Noise Levels: Member agrees to conduct himself or herself in a quiet, well-mannered fashion and refrain from speaking loudly, playing music or video without headphones, yelling in the space, or causing any other loud noises that would be disruptive to other members. Member also agrees to reserve criticism of any major kind about other members, guests, or personnel until in a private office or meeting room with an Oficio, LLC manager. Member agrees that all phone calls will be made at a reasonable speaking volume as to not disrupt the quiet working environment and will use the designated private phone booths in the facility for phone calls which are expected to last longer than 1 minute in length.
Conduct, Attire, and No Pets Policy: Member agrees to conduct himself or herself in an appropriate manner and not interrupt or bother any other members through solicitation, harassment, or any interaction which is considered to be disruptive to other members. Member also agrees to wear appropriate and professional attire at all times in the space. Members are expected to respect the office space, the artwork, fixtures, and Oficio equipment including, but not limited to, the kitchenette, refrigerators, monitors, printers, copiers, scanners) and the furniture. Members will be held responsible for damage to any furniture or equipment on the premises. Members shall not leave food in the refrigerator overnight. The refrigerators will be cleaned at the end of each week, and anything in the refrigerator that does not belong to Oficio, LLC will be discarded. Members are not allowed to have animals or pets of any kind in the space. Smoking is not allowed anywhere in the space or the building and no alcoholic beverages are allowed in the space unless provided by Oficio.
Mailing Address and Mail Handling: Memberships may include services related to a business mailing address (“Mailing Address”) at Oficio. Member will not use the Oficio premises or any Oficio services for any unlawful, illegitimate, or fraudulent purpose, or for any purpose prohibited by U.S. postal regulations. Member further agrees that any use of the Mailing Address shall be in conformity with all applicable federal, state, and local laws. Each individual or entity may be required to complete separate paperwork required by the United States Postal Service to be authorized to receive mail or packages at the Mailing Address.
Mail Collection: Mail can only be issued at the Oficio location by Oficio personnel, and must be requested in person. Photo identification in the form of a driver’s license, passport, or Oficio issued member identification card shall be considered valid evidence that the possessor is duly authorized to remove any contents from the Mailing Address.
Mail Forwarding: Standard mail such as flat envelopes, postcards, or magazines, may be forwarded (i.e., “Mail Forwarding”) to Member at any requested address as long as Member makes the Mail Forwarding requests with the email address provided on this Agreement or in person at Oficio. The cost of Mail Forwarding is $10 per occurrence plus shipping costs for mail sent through United States Postal Service or $15 per occurrence plus shipping costs for any rush deliveries from a couriered service including, but not limited to, UPS or FedEx. Member authorizes Oficio to bill Member’s account immediately after shipment is placed for any Mail Forwarding occurrence. Member agrees that Oficio, LLC is not responsible for any mail that is forwarded, including but not limited to, lost or damaged contents. Packages larger than standard mail which contain anything other than documents can not be forwarded by Oficio and must be picked up by Member in person.
Mail Scanning: If requested by Member, mail can be scanned and emailed as a digital file. There will be a $1.50 per scanned page charge for this service. This request must be made from the Member's email on file. By making a request for mail scanning, Member authorizes any and all Oficio, LLC employees to open their requested mail, scan, and email the digital files. After scanning, the mail will be placed back in the opened envelopes and stored securely in Member's mailbox.
Notification of Deliveries: Oficio will send an email to Member’s registered e-mail address when a couriered package arrives that requires a signature or is larger than the Member’s mailbox (hereafter “Oversized Items”). Oficio, LLC staff will not notify Member of any regular mail delivered through USPS that does not require a signature.
Mailing Address Storage and Oversized Items: If any Oversized Item remains in storage at Oficio longer than 10 days after the initial correspondence notifying the Member of the package, Oficio reserves the right to charge the Member US$0.50 per cubic foot volume of the package per day until the package is picked up by the Member. For example, a 2 FT x 2 FT x 2 FT box that is not picked up for 14 days after Oficio has notified the Member of delivery, will add an additional charge to the Member of $16 ($0.50 per Cubic Foot per Day x 8 Cubic Feet x 4 Days) should Oficio, LLC choose to exercise the charge.
Mailing Address Termination: Member agrees that upon expiration, cancellation, or termination of a Mailing Address, Member authorizes Oficio to accept and destroy “Unsolicited Mail” (e.g., mail addressed to “occupant”, “current resident,” or similar designation; or coupons, advertising, or other promotional material). If any mail or packages are delivered which are determined not to be Unsolicited Mail, Oficio reserves the right to charge the Member the current rate for a Mailing Address plan before notifying Member of such deliveries. If membership fees are declined or overdue for longer three (3) months or more, Oficio may refuse any package addressed to Member delivered by any party other than the United States Postal Service, such as a commercial carrier service. If membership fees are overdue, mail can not be collected until such fees are paid in full by Member.
Release and Indemnity: Member enters Oficio, LLC at their own risk and responsibility. Member releases, indemnifies and holds harmless Oficio, LLC, its servants and agents, from and against all and any actions or claims which may be made by the Member or on the behalf of the Member by other parties for or in respect of or arising out of any injury, loss, damage or death caused to the Member or Member’s property whether by negligence, breach of contract or in any way whatsoever.
Payment for Future Services: Should you (the buyer) choose to pay for any part of this agreement in advance, be aware that you are paying for future services and may be risking loss of your money in the event this shared office space ceases to conduct business. Shared office spaces do not post a bond, and there may be no other protections provided to you should you choose to pay in advance.
Suspension or Cancellation of Membership: Member also agrees that Oficio, LLC reserves the right to revoke or terminate the membership if the member fails to keep and obey any of these rules and regulations.
Adding and Amending to these Rules and Conditions: Oficio, LLC reserves the right to amend or add to these rules and conditions and to adopt new rules and conditions as it may deem necessary for the proper management of Oficio. Oficio, LLC shall have the right to change, remove, move, eliminate, add to or modify equipment and building in the space in any manner deemed necessary by Oficio, LLC management. The most recent revision of these Rules and Conditions will be publicly available at http://www.myoficio.com/coworking-membership-terms