Terms of Use – Workspace & Administration Desk

1. Scope of Services

The Workspace & Administration Desk provides access to and assistance with:

1. Coworking Workspace
2. Meeting Rooms
3. Conference Rooms
4. Event Space
5. Training Rooms
6. Reception Services
7. Visitor Management
8. Mail Handling
9. Courier Coordination
10. Printing & Scanning
11. Office Administration
12. Housekeeping
13. Pantry Facilities
14. Internet & Common IT Infrastructure
15. Office Maintenance
16. Facility Coordination
17. Workspace Setup Assistance
18. Administrative Coordination

The availability and scope of each facility depends on the applicable membership plan, workspace agreement, center capacity, building policies, and fair usage limits.

2. Shared Facility Principle

Workspace facilities are shared resources.

Membership or premium status does not provide unrestricted or exclusive access to common facilities unless specifically stated in the member's workspace agreement.

Meeting rooms, conference rooms, lounges, reception areas, pantry facilities, printing equipment, parking, storage, and other shared resources remain subject to:

1. Availability
2. Advance booking
3. Capacity limits
4. Fair usage policies
5. Building rules
6. Safety requirements
7. Operational hours

3. Meeting Rooms & Conference Rooms

Where meeting room credits are included in a membership, they may be used subject to the applicable monthly allocation and booking policy.

Meeting rooms are subject to availability and advance reservation.

i-VANTAGE does not guarantee immediate room availability, particularly during peak periods.

Typical peak periods may include 11:00 AM to 4:00 PM, although actual demand may vary.

A member cannot require an ongoing meeting to be interrupted, cancelled, or shortened to accommodate another member.

Additional meeting-room usage beyond the applicable membership allocation may be charged at member rates.

4. Meeting Room Cancellation & No-Show

Members are expected to cancel unused meeting-room bookings within the prescribed cancellation period.

Repeated no-shows or last-minute cancellations may result in:

1. Loss of meeting-room credits
2. Additional charges
3. Temporary booking restrictions

This policy helps ensure that shared meeting facilities remain available to all members.

5. Printing & Scanning

Printing and scanning facilities are subject to fair usage limits.

Where applicable, membership may include a defined number of pages per month.

For example, a membership may provide a specified monthly allowance for standard black-and-white printing.

The following may attract additional charges:

1. Printing beyond the monthly allowance
2. Colour printing
3. Large-format printing
4. Bulk printing
5. Marketing materials
6. High-volume scanning
7. Special paper
8. Binding
9. Lamination

Commercial printing requirements such as brochures, catalogues, booklets, or large-volume marketing material may be treated as separate services.

6. Mail & Courier Handling

i-VANTAGE may receive standard business correspondence and routine parcels on behalf of members during designated operating hours.

Members should ensure that all deliveries clearly mention:

1. Company name
2. Member/recipient name
3. Contact number
4. Workspace/office identification where applicable

i-VANTAGE shall not be responsible for delays caused by:

1. Incorrect addresses
2. Incorrect recipient information
3. Courier delays
4. Mislabelling
5. Failure by the courier company
6. Failure by the member to collect the parcel promptly

7. High-Value & Restricted Deliveries

The following may not be accepted without prior written approval:

1. High-value goods
2. Cash-on-delivery (COD) packages
3. Large or heavy shipments
4. Hazardous materials
5. Perishable goods
6. Restricted items
7. Bulk inventory
8. Commercial stock
9. Items requiring special storage conditions

Members should not use reception areas, corridors, common areas, server rooms, or other shared facilities for inventory storage.

8. Parcel & Inventory Liability

Reception and mail-handling services are provided for reasonable business correspondence and routine packages.

They are not equivalent to a warehouse, fulfilment centre, or inventory storage facility.

Members remain responsible for collecting their parcels and ensuring appropriate insurance for valuable goods.

i-VANTAGE shall not be responsible for business losses, consequential losses, missed commercial opportunities, or loss of revenue arising from courier delays, third-party delivery failures, or improperly labelled packages.

9. Visitor Management

Visitor access is subject to the center's visitor management and security procedures.

Members are responsible for informing their visitors of applicable:

1. Entry procedures
2. Identification requirements
3. Security requirements
4. Meeting-room rules
5. Center timings
6. Conduct requirements

Short-duration visitors may use designated common areas subject to center capacity.

Large groups, interviews, workshops, client presentations, training sessions, or extended meetings may require a meeting room or other designated facility.

10. Guest Limits

Workspace membership does not provide unlimited guest access.

Where a member brings multiple visitors simultaneously, the center may require the group to use an appropriate meeting or event facility.

Large or extended visitor groups may attract additional charges.

This policy exists to protect the comfort, privacy, security, and working environment of other members.

11. Reception Services

Reception services are provided for shared center operations.

Reception staff may assist with:

1. Visitor reception
2. Basic information
3. Parcel receipt
4. General coordination
5. Access management

Reception staff are not personal executive assistants or dedicated secretarial staff for individual members.

The following are outside standard reception services unless separately agreed:

1. Personal phone answering
2. Personal diary management
3. Personal travel planning
4. Daily physical filing
5. Personal errands
6. Dedicated administrative assistance
7. Individual employee supervision

Dedicated administrative or secretarial support may be available under a separate engagement.

12. Workspace Operating Hours

Workspace access and facility availability are subject to the operating hours communicated for the applicable center and workspace.

Some facilities may operate on different schedules.

For example:

1. Reception
2. Meeting rooms
3. Central HVAC
4. Pantry
5. Housekeeping
6. Building security
7. Parking

may have specific operating hours.

24/7 access to a workspace, where available, does not automatically mean that all building facilities and services operate 24/7.

13. HVAC & Off-Hours Usage

Central air-conditioning and other building utilities may operate according to building management schedules.

Members requiring air-conditioning, additional electricity, or other utilities outside standard facility hours may be subject to:

1. Availability
2. Building approval
3. Additional charges
4. Advance notice requirements

No verbal commitment regarding unrestricted off-hours HVAC or utility usage shall be considered binding unless confirmed in writing.

14. Parking

Parking availability is subject to building management, designated parking areas, and applicable allocation rules.

Dedicated or reserved parking spaces are not automatically included with coworking membership unless specifically mentioned in the workspace agreement.

Parking passes or dedicated spaces may be subject to separate charges.

i-VANTAGE cannot guarantee parking availability where parking is controlled by the building or third-party facility operator.

15. Storage & Lockers

Storage facilities and lockers are subject to availability and applicable membership limits.

Additional storage or dedicated lockers may attract separate charges.

Members must not store goods, equipment, documents, chemicals, inventory, or other materials in unauthorized areas.

i-VANTAGE reserves the right to remove unauthorized items after reasonable notice where necessary for safety, security, or operational reasons.

16. Workspace Modifications & Branding

Members may not make structural or physical modifications to their workspace without prior written approval.

This includes:

1. Drilling
2. Wall painting
3. Electrical modifications
4. Air-conditioning modifications
5. Installing fixtures
6. Permanent signage
7. Glass frosting
8. Cabling
9. Hardware installation
10. Structural alterations

Any approved modification may be subject to building-management approval and additional installation or restoration charges.

17. Office Branding

Members may display approved branding within their designated workspace subject to:

1. Center guidelines
2. Building regulations
3. Fire and safety requirements
4. Signage standards
5. Design guidelines

i-VANTAGE reserves the right to reject branding that is inappropriate, unsafe, misleading, offensive, or inconsistent with building regulations.

18. Housekeeping & Common Areas

Housekeeping services cover common areas and designated workspace facilities according to the center's standard operating schedule.

Members are responsible for maintaining reasonable cleanliness within their workspace and for ensuring that employees and visitors follow center cleanliness guidelines.

Excessive waste, special cleaning requirements, event-related cleaning, or unusual maintenance may attract additional charges.

19. Pantry & Common Amenities

Pantry facilities are shared amenities intended for normal business use.

Members and their visitors must use pantry facilities reasonably and avoid:

1. Excessive consumption
2. Wastage
3. Unauthorized cooking
4. Storage of personal food for extended periods
5. Misuse of appliances

Additional catering or food requirements for meetings and events may be arranged separately.

20. Internet & Common Infrastructure

Internet and common IT infrastructure are provided for normal business use.

Members must not use the workspace network for activities that:

1. Consume excessive bandwidth
2. Disrupt other users
3. Operate unauthorized servers
4. Conduct illegal downloads
5. Run unauthorized mining operations
6. Distribute malware
7. Conduct cyberattacks
8. Violate applicable law
9. Breach third-party service terms

i-VANTAGE may restrict or suspend network access where necessary to protect the network and other members.

21. Security & Access Control

Members must comply with all center security procedures.

Access cards, keys, passwords, biometric credentials, or other access mechanisms must not be shared with unauthorized persons.

Members are responsible for informing i-VANTAGE of lost or compromised access credentials immediately.

i-VANTAGE may suspend access where required for security, safety, non-payment, misuse, or violation of center policies.

22. Damage & Restoration

Members are responsible for damage caused by themselves, their employees, contractors, guests, or visitors beyond normal wear and tear.

This may include damage to:

1. Furniture
2. Walls
3. Doors
4. Glass
5. Electrical systems
6. Network equipment
7. Common facilities
8. Meeting rooms
9. Other center property

Repair or restoration costs may be charged to the responsible member.

23. Events & Training

Event spaces and training rooms are subject to advance booking and availability.

Events involving large numbers of participants, external visitors, catering, equipment, branding, photography, or special setup may require a separate quotation.

The member is responsible for ensuring that event attendees comply with center rules.

24. Administrative Support

Administrative assistance provided under membership is limited to the services specifically stated in the applicable membership plan.

It does not constitute unlimited personal administrative or executive assistance.

Large-scale documentation, bulk data entry, physical record management, extensive procurement, travel management, or dedicated administrative staffing may require a separate retainer or project engagement.

25. Fair Usage Policy

All Workspace & Administration Desk facilities are subject to reasonable and fair usage.

Fair usage may apply to:

1. Meeting rooms
2. Conference rooms
3. Printing
4. Scanning
5. Visitors
6. Mail and parcels
7. Storage
8. Pantry facilities
9. Administrative assistance
10. Internet bandwidth
11. Event facilities

The specific limits applicable to each membership shall be communicated through the membership plan, workspace agreement, or facility pricing schedule.

26. Third-Party & Building Management Rules

Certain workspace facilities are controlled or influenced by building owners, landlords, facility managers, security agencies, utility providers, or other third parties.

Members agree to comply with applicable building rules.

i-VANTAGE cannot guarantee the continuation of a facility where the relevant third party changes its operating rules, availability, pricing, access conditions, or policies.

27. No Guarantee of Continuous Availability

Membership provides access to agreed facilities subject to normal operational conditions.

Temporary unavailability may occur due to:

1. Maintenance
2. Repairs
3. Power failures
4. Internet outages
5. Building restrictions
6. Safety requirements
7. Government directions
8. Emergency situations
9. Third-party service failures

i-VANTAGE will make reasonable efforts to restore affected services or provide alternatives where practical.

28. Member Responsibilities

The member agrees to:

1. Follow center policies.
2. Use shared facilities responsibly.
3. Make bookings in advance where required.
4. Collect parcels promptly.
5. Inform the center about expected visitors.
6. Pay applicable additional charges.
7. Respect other members.
8. Follow building safety and security requirements.
9. Avoid unauthorized modifications.
10. Provide accurate information during onboarding.

29. Modification of Services

i-VANTAGE reserves the right to modify, update, suspend, or discontinue any Workspace & Administration Desk service, facility, operational process, partner arrangement, or membership benefit, subject to the applicable workspace agreement and law.

30. Acceptance of Terms

By availing any Workspace & Administration Desk service or facility, the member confirms that they have read, understood, and agreed to these Terms of Use.