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Co-working etiquette

Open Innovations Coworking Etiquette Agreement

Open Innovations (formerly ODI Leeds) was created by its co-founders (Paul and Kathryn Connell) partly to foster and support an innovation community at Munro House (Duke Street Leeds, LS9 8AG) by providing its members with a coworking space, an innovative events space, a collaborative community, and resources for collaborative working.

By joining Open Innovations our members agree to our code of conduct for our community. The goal of a community such as Open Innovations is to help each of us work hard, so we should be considerate of each other, play well together, follow the Open Innovations Etiquette. If one of us doesn't follow the Etiquette, it affects all of us and Open Innovations, and as a condition to membership, we each agree to abide by this Etiquette Agreement.

Key to Terms:

  • Coworker - a person working with another person, organisation or group.
  • Open Innovations, the space - a 2500 sq/ft workspace area in central Leeds
  • Open Innovations Services - Provision of workspace, meeting rooms, event hire, innovation consultancy, innovation mentoring, start up advice, open data training, provision of open events and more.
  • Open Innovations Team/Staff - see our team.
  • Open Innovations Stuff - equipment including printer, projectors, microphones, desks, chairs, mugs, utensils, lighting, furniture, light fittings, lamps, glassware, plants, books, food and drink.

Any questions about this Etiquette Agreement, or any rules not covered here, should be addressed by email to hello@open-innovations.org. Otherwise, here are the Open Innovations Etiquette, which all members, including you, agree to:

1. Conduct

Behave well and treat others the way you would want to be treated. Keep in mind that people who are annoyed or offended may not tell you so directly, but instead engage less with Open Innovations, which hurts everybody.

At the co-founders' discretion, or upon notice from other members, disruptive or abusive language or behavior will result in a warning. Upon repeated warnings your membership will be revoked. Your membership may be revoked prior to the repeated warnings upon the sole discretion of the co-founders.

These are the general rules we ask you to abide by:

a. Indoor voice. We are all trying to get work done, so try to be mindful and respectful of others' attention and time. Generally, if someone has their headphones on, please respect their privacy. Open Innovations is not a library, and collaboration is encouraged, but this is a workplace, first and foremost.

b. Phone calls. If you have a phone call and it will last just a minute or two, feel free to take it in the common areas. If you are going to be on the phone for more than that, please use the pod or meeting areas, or outside reception area.

c. Tidiness. We have invested in our space and the way it looks, please take care to look after the space, clean up your pots, use the bins, place your stuff in the lockers at the end of the desks, hang your coats and wets stuff on the appropriate hangers.

d. Harassment. We have zero tolerance for harassing our members or guests of Open Innovations. Members or guests behaving in an antisocial manner will be immediately sanctioned or expelled from the space or the event at the discretion of the co-founders. Please see our code of conduct policy for further info.

e. Guests. Feel free to invite friends or guests for lunch, a quick meeting, or just to say hello. However, if your guest is going to be here for more than an hour or so we would ask that they pay for a daily pass. Guests are required to adhere to the Open Innovations Etiquette also. The Open Innovations Etiquette will be on display and on our website.

f. Desk use. Every desk at Open Innovations is for the community. At this point in time, we do not offer permanent desks. Please do not leave property on the desks or around the desks when you will not be working there that day. Take home what you bring in, or arrange with the co-founders for storage in an out-of-the-way area. Every evening and/or morning the desks will be cleared of items, which will be deposited in an area for collection. Leaving items on desks despite notice will result in a warning.

g. Refrigerator. The refrigerator is primarily for storing that day's food, beverages, and some occasional leftovers from events. As a general policy, food that is older than one week and taking up space will be thrown out. Containers or food left in the refrigerator may be thrown out at any time at the discretion of the co-founders. Labeling your food will help us at least give you a heads up.

h. Alcohol policy. It is fine to relax with a nice drink, but please do it responsibly. Be mindful, too, that your schedule might not match up with everybody else's schedule.

i. Overnight use. We understand that our members may need to pull a late night of work every now and again. However, under no circumstances is sleeping at the space overnight allowed.

j. Heat & air conditioning. We set the heat and air conditioning on a schedule that makes sense for most people. Please do not raise or lower the temperature more than 3 degrees. If the heat or air conditioning do not seem to be working, please notify an Open Innovations member of staff.

k. Locks. The doors will be locked between the hours of 6pm-8.30am. If you need to work outside of these hours please notify us and we will supply entry codes for out of hours working if it is part of your package. We cannot be liable for your valuables - we offer lockable storage, if you need this ask for it.

l. Out of hours working. For those on unlimited out of hours membership contracts only. You will be supplied with a code for entry. This code is for your personal use only, to guarantee your safety and security and the safety and security of other out of hours users please do not share this code. If you are the last person to leave Open Innovations please turn off the lights, any heaters and close and lock the door behind you. Please make sure the exit door to Munro House is pulled close behind you also in consideration of other users of the building. We trust our members with this responsibility which allows us to offer the space on this basis.

m. Use of equipment The microwave, coffee machine, kettles and urn are there for your personal use. If you would like specific instruction please ask one of the Open Innovations team for help. Please leave them clean and tidy following use.

m. Desks The library desks in the Common are the spaces reserved for co-working. The tables and desks in other areas are primarily for use during events. On a day when the event spaces are not is use co-workers may occassionally make use of these space for breakout meetings or telephone calls.

2. Community

Believe in yourself, believe in others, and especially believe in the collaborative power of the Open Innovations community. Network. Collaborate. Work hard. Have fun. Improve Open Innovations for all. Give input to make Open Innovations better. Follow us on Twitter, come to our free and open events, join in.

3. Environmental Stewardship

Open Innovations values responsible recycling in all possible forms. This includes disposing of refuse that could present dangers through the contamination and pollution of the environment. These forms of hazardous waste require special disposal techniques to make them harmless or less dangerous. Open Innovations has installed appropriate recycling bins in order that members might dispose of refuse responsibly. This policy herein mandates that refuse in question be disposed of accordingly; this includes items that may pose a threat to human health or the environment. Such items should not be thrown away with general municipal waste (e.g. printer cartridges, certain batteries, CFL bulbs, etc). Do your best to dispose of such waste accordingly, and when in doubt, check with an Open Innovations co-founder or member of staff.

4. Changes

We will do our best to notify members of changes to the Rules and this agreement. We will strive to keep an up-to-date copy of this agreement on the Open Innovations website.

5. Fees

We collect fees for monthly memberships, day passes, multi - packs, and after-hours usage through (mostly) invoicing and online credit card payment. If you believe you have been billed in error, you should contact the co-founders firstly. You are expected to pay for services up front.

6. Termination

See section 1. Conduct for reference to what actions could lead to termination of your Open Innovations membership. Beyond those day-to-day rules, you agree not to use Open Innovations for any purpose that is unlawful, prohibited, or that could damage, disable or impair any of the Open Innovations Stuff, or keep other members from using the Open Innovations Stuff, or that would hurt Open Innovations as an ongoing business. This also means you won't attempt to gain access to any computer systems or networks of Open Innovations (beyond general web access), or attempt to obtain any materials or information not intentionally made available to all Open Innovations members. If you attempt to do any of these bad things your membership may be terminated immediately.

7. Connections

You also agree not to use Open Innovations or Open Innovations Stuff in connection with:

a. Contests, pyramid schemes, chain letters, junk email, spamming or similar annoying behavior; b. Defaming, abusing, harassing, threatening or otherwise violating the legal rights (such as privacy and publicity) of others; c. Posting, distributing or disseminating inappropriate, profane, defamatory, obscene, indecent, or unlawful material or information; d. Uploading, reproducing, using, performing or otherwise making available, images, software or other material or information which infringes another's rights, or is protected by intellectual property laws where you don't own or license such rights; and e. Uploading or using files that contain viruses, corrupted files, or any other similar software or programs that may damage the computers or property of Open Innovations or another member.

8. Confidences

Open Innovations is radically open by default, but there are things that need to remain confidential.

You acknowledge that during your membership in Open Innovations, you are going to be exposed to "Open Innovations Confidences".

"Open Innovations Confidences" means information (such as business information, trade secrets, technology, customers and prospects, and other secret stuff) disclosed by Open Innovations or by other members of Open Innovations (including through your keen observation) that is confidential or proprietary in nature and simply just not known by others.

You shall keep other party's Confidential Information confidential and shall not disclose such Confidential Information in whole or in part to any third party without prior written consent. The restrictions in this clause shall cease to apply to any information which becomes available to the public generally (save where there has been breach of this Agreement) or is required to be disclosed by law, regulation or order, provided that, unless prevented by law, the disclosing party shall give reasonable advance notice of the intended disclosure to the other party.

It's plain and simple - you agree to keep confidential and not to disclose or use Open Innovations Confidences, you understand that they remain the exclusive property of whomever disclosed them, and you don't acquire any rights to such Open Innovations Confidences.

9. Complaints

If you have any complaints please speak directly to us, we can probably fix it or at least talk about it. Please don't make defamatory or disparaging comments about Open Innovations or other members.

10. Liability

Neither Open Innovations nor its members will assume any liability to you with respect to your access to, participation in, use of Open Innovations or Open Innovations Services, or any loss of information or other property resulting from such participation or use. Basically, if you leave stuff here and it disappears, we are not liable (but we will certainly look into how it happened and work to prevent such losses).

Open Innovations will not assume liability for damages or injuries to clients, guests, or other parties that members may invite to the Open Innovations space. We would be glad to put you in touch with our insurance agent about a general liability policy, if this is of particular concern.

11. Disclaimer

Legal types ask that the following sections be CAPITALIZED, which means you're really supposed to pay attention. Here goes:

a. Open Innovations PROVIDES Open Innovations SERVICES AS A SERVICE AND NOT AS A LEASE OF REAL PROPERTY, AND DISCLAIM ALL WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR USE, TO THE EXTENT PERMITTED BY LAW. THERE IS ALSO NO WARRANTY OF TITLE, QUIET ENJOYMENT OR POSSESSION. THE ENTIRE RISK OF PARTICIPATING IN OR USING Open Innovations SERVICES, REMAINS WITH YOU.

b. IN NO EVENT SHALL Open Innovations OR ITS AGENTS, OWNERS, MEMBERS, OR EMPLOYEES BE LIABLE FOR ANY DIRECT, SPECIAL, INCIDENTAL, INDIRECT, PUNITIVE, CONSEQUENTIAL OR OTHER DAMAGES WHATSOEVER (INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR LOST PROFITS, LOSS OF CONFIDENTIAL OR OTHER INFORMATION, BUSINESS INTERRUPTION, PERSONAL INJURY, LOSS OF PRIVACY, FAILURE TO MEET ANY DUTY (INCLUDING OF GOOD FAITH OR OF REASONABLE CARE), NEGLIGENCE, AND ANY OTHER LOSS) ARISING OUT OF OR IN ANY WAY RELATED TO Open Innovations SERVICES OR OTHERWISE, TO THE EXTENT PERMITTED BY LAW.

12. Indemnification

Besides all that CAPITALIZED stuff in 11. Disclaimer, you also release, and agree to indemnify, defend and save Open Innovations, its agents, owners, members and employees, from and against all claims, liabilities, losses, damages, expenses, judgments, fines and penalties based on or arising out of your negligent actions, errors and omissions, willful misconduct or fraud, breach or violation of the Open Innovations Etiquette or otherwise suffered in connection with your participation in Open Innovations or use of Open Innovations Services.

13. Consent

I acknowledge that I have, read and understood this Open Innovations Coworking Etiquette Agreement. Further, I agree to be bound by this Agreement and the Etiquette of Open Innovations regarding my participation in Open Innovations and the use of Open Innovations Services.