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Legal Agreement: Terms of Service

Coworking @ The HIVE & Conference Room Rental Agreement

 

Bee(ing) a Good Worker Bee @ The HIVE

The HIVE is an affordable co-working space that provides visitors with a quiet area where they can concentrate on work, boosting their productivity and widening their networking circle, as well as a place for collaboration to increase creativity and innovation.

To keep The HIVE affordable and make sure everyone is on the same page, we have created the guidelines below.

To be a productive member of the hive, you must agree to the following:

  1. Be friendly! We are all in this together! The HIVE is a great opportunity to meet new people and expand your network!
  2. Co-working space is for members ONLY. It is fine to show non-members around, but this is not the place for members to hang out with non-members.
  3. The Co-working space is a shared space. This means we share the responsibility to keep our costs down and we hope that you will join us in making an investment in the Hive community:
  • Keep things tidy and clean
  • Remember that phone booths are intended for short term use during meetings only
  • Keep your voice at a reasonable volume
  • Lounge area doors should be kept open, except for short term use for networking purposes
  • Be respectful of property, equipment, and one another
  • Pick up after yourself, throw away your trash/outdated food
  • Compost and recycle
  • No smoking or vaping is allowed in the building or on the property, including the parking lot
  1. Be courteous. All cleaning supplies are there for you to use:
  • If you spill it - clean it up
  • If you make a mess in the sink - wipe it down
  • If you use a mug/dishware - wash it
  1. How we RECYCLE:
  • ALL FOOD can go in the compost.
  • PLASTIC, PAPER, GLASS and METAL can go in recycling together; everything else goes in the trash. 
  • LARGE ITEMS and/or CARDBOARD are your responsibility to dispose of, do not leave them behind for us to throw away and do not put them in the trash.
  1. The temperature in the Hive is controlled by seasonal need. Plan accordingly for heating and cooling seasons and dress in layers. 
  2. No Petsin the building (unless it is a service animal). We love pets, but they are prohibited from entering the building
  3. Keep the volume of conversations down. We suggest putting your phone on vibrate or turning off your ringer. We also have phone booths for longer phone conversations—please use them so everyone is not involved in your conversation!
  4. You are welcome to book The Colony Conference Room through our website if you would like to utilize this feature. DO NOTuse the conference room or its furnishings, unless you have booked it.
  5. On occasion there will be events held in The HIVE. We strive to give ample notice to Hive Members via the Hive group email, with posts on the chalkboard inside the Hive, and on our website calendar.  We recommend checking out the events and seeing if any would be of interest to you! 

DOORS & ENTRY

A Key Card will be given out upon 24/7 membership for a deposit of $20. When the key card is returned, you will be refunded your deposit. If you do not return your key, you will not be refunded your deposit. If you lose your key, we will charge you an additional $20 for a replacement. Doors are automatically unlocked at 7:45am and lock again at 5pm, Monday through Friday.

Please note that there is a $50 fee if you get locked out after hours (either out of the HIVE or out of the building). If you do get locked out, please refer to the numbers on the Emergency Sheet you have been given (also posted in the HIVE).

Hive Co-working Parking Info:

Metered city parking is available in the parking lot behind Hannah Grimes Center on Church Street and elsewhere around downtown.  

Parking in the Hannah Grimes Lot at 25 Roxbury Street is for staff, tenants, customers, and visitors to the Center & Green Energy Options ONLY.  

  • Hive Members may park in the 12 shared open spaces in the center of the lot. 
  • Parking is available on a 1st come/1st serve basis.   
  • You will need to obtain a Daily Parking Pass. These are available self-serve inside the Roxbury entrance with instructions on what to do and where to put them. Passes are valid for 1 day only. 
  • Co-working members with 24/7 access to the facility must have a permanent HGC Parking Sticker displayed visibly in the front of their vehicle. Please see staff downstairs in Office #104 if you do not have one.
  • If you require handicapped parking access, there are handicapped parking spaces in the City of Keene’s Church Street Lot that is located at the back of the Hannah Grimes Center building. Please contact us at 603.352.5063 if you need more assistance with this.    

NOTE: Parking lot is monitored 24/7 by surveillance. Any vehicle that does not have a valid Parking Pass/Sticker, or that is parked in parking spaces designated for staff will be towed at the owner’s expense.

Facility usage:

HIVE member agrees to indemnify and save harmless HGC for any and all injuries or damages in connection with the use of the premises by the member and the member’s guests, or invitees.  

FEEDBACK

We want to hear from you! If you have ideas or suggestions to make the space better, PLEASE SHARE!

Conference & Office Room Rental Agreement

In order to ensure that the facility use is supportive of the mission of the Hannah Grimes Center, that the use does not jeopardize the non-profit status of the Center and to ensure the sustainability of the Center and its programs, the following policy is in place. This policy may be subject to change at any time. Please read through the following guidelines for using our facility. 

Priority is given to rentals in the following order:

  • Hannah Grimes Center programs, workshops, events, staff meetings
  • Tenants and HIVE members of Hannah Grimes Center
  • Businesses & Nonprofit organizations
  • Community Partners

*Community Partners are previously approved nonprofit organizations that receive complimentary use of meeting space at the Hannah Grimes Center as part of our commitment to supporting a thriving local community. 

COMMUNITY STANDARDS

  • Anti-Harassment & Anti-Discrimination - HGC is committed to maintaining a safe, inclusive, and respectful environment for all members of our community. Hostility of any kind - including but not limited to speech, symbols, or behavior that promotes or incites violence, discrimination, or hatred against a person or group based on race, ethnicity, national origin, religion, gender, sexual orientation, age, immigration status, or disability - is strictly prohibited. Any violation thereof may result in immediate cancellation of the rental, removal from the premises, and potential loss of future rental privileges.
  • Use of Shared Space - renter must leave the premises in the same state and condition in which it was found, and reset the room if furniture was moved around. Cleaning supplies are available upon request. If you have any concerns about the condition in which the room was left, please notify the Operations Team in Office 104, or email operations@hannahgrimes.com if after hours. Please ensure the lights are turned off before you leave!
  • Noise - renters and their guests must be respectful of noise levels and mindful of others in adjacent spaces or common areas. No activities are allowed that would create excessive noise or in any way disturb regular operations at the Hannah Grimes Center.
  • Conduct - Renter is responsible for their own conduct and that of their guests. Renters must maintain a professional and secure environment at all times as others may be working elsewhere in the building, even after hours and on weekends. Renters and their guests are expected to treat Hannah Grimes Center staff, vendors, and other occupants with courtesy and respect. Misuse of the space or violation of policies may result in immediate cancellation of the rental, removal from the premises, and potential loss of future rental privileges.
  • Damage - renter shall be responsible for repairing and/or replacing any damage or loss caused to the room or its contents, or to Hannah Grimes Center property. All damages must be reported to HGC Staff immediately. Unreported damages may result in a fee at the discretion of Hannah Grimes Center staff.

PROHIBITED

  • Possession or use of illegal substances and weapons on the premises.
  • Smoking or vaping in the building or on the property, including the parking lot.
  • Alcohol served at events in which conference room space has been donated. 
  • Any sales of alcoholic beverages, except for NH liquor licensed vendors. 
  • Pets: only well-trained service animals, according to the prevailing federal guidelines, may be allowed in the facility.
  • Candles, open flames, or use of fire.

RENTER RESPONSIBILITIES

  • Renter is solely responsible for room setup, configuration, and troubleshooting of personal technology devices for public or private uses that are not HGC sponsored functions. 
  • Renter agrees not to affix anything to the walls, ceilings, floors, or any other surfaces using tape, nails, tacks, adhesives, or any other materials that may cause damage. The use of non-damaging materials, such as Post-it notes, are permitted. 
  • Any art or artifacts displayed at the time of this rental must not be moved or disturbed in any way.
  • Renter may not use statements or logos that imply Hannah Grimes’ sponsorship of an event.
  • Food and beverages are allowed but must be confined to the conference room and kitchen being rented. There is a carry in/carry out policy, and renters are fully responsible for removing all food, beverages, and excess trash at the conclusion of their event. Failure to properly clean and remove all items from rented space(s) may result in an additional fee at the discretion of the Hannah Grimes staff. 

EQUIPMENT & AMENITIES

  • WiFi: Free WiFi is available. Wifi network and password is displayed in all rental rooms. 
  • Bathrooms: Bathrooms are located upstairs in the front hallway across from the mailboxes, or downstairs across from Office 119.
  • Kitchen Access: There are three kitchens located in the building, one by the Roxbury/Wadsworth room, one inside the Hive, and one on the lower floor. The Renter may use the kitchen area if bringing in catered or prepared food. Ovens inside the kitchen areas may be used for warming purposes ONLY. Use of stove top burners is prohibited.
  • A/V Equipment: all conference rooms come equipped with TV screens and whiteboards. The Roxbury/Wadsworth room is also equipped with a Projector. Additional A/V equipment (microphones/speaker) is available upon request. Renters planning to utilize any A/V equipment (projector or microphones) should schedule an appointment with staff to preview space and sound/technology accommodations in advance of their scheduled meeting to confirm setup options, knowledge on how to use the equipment and compatibility of HGC equipment/spaces with personally owned devices. HGC staff can not guarantee day-of availability to troubleshoot A/V or technical issues.

PARKING

    • Parking in the Hannah Grimes Lot at 25 Roxbury Street is reserved for Staff, Tenants, Customers, and Visitors to the Center & Green Energy Options ONLY. The lot is monitored 24/7 by surveillance.
    • You MAY park in the Hannah Grimes Center parking lot if: 
      • There is a space open in the 12 center parking spaces. Parking is limited and available on a first come/first serve basis, so please plan accordingly. You may visit https://hannahgrimes.com/parking/ for more parking information for your event guest, such as free parking maps
      • You display a Daily Parking Pass on your dash - required for ALL guests. These are available self-serve inside the front door of the Roxbury Street entrance with instructions on what to do and where to put them.
  • HOW TO AVOID BEING TOWED: 
    • Don’t forget your parking pass… Vehicles WITHOUT a valid parking pass are subject to be towed.
    • Don’t park in any of the spaces in front of Green Energy Options
    • Don’t park in any of the spaces for Cheshire block
    • Please don’t park in the 8 spaces in front of the HGC building reserved for Staff only.
  • Vehicles without a valid pass or parked in the wrong space WILL BE TOWED AT THE VEHICLE OWNER’S EXPENSE. TOWING IS IN EFFECT 24/7. If your vehicle is towed, please call Keene Towing & Recovery: 603-354-3052.
  • Handicapped parking: the building is handicapped-accessible; there are two handicap parking spaces in the City of Keene’s Wells Street lot, located at the back of the Hannah Grimes Center building.

BOOKING

  • You may book a reservation online through Proximity or by contacting the Operations Team at operations@hannahgrimes.com. 
  • All bookings must be made at least 1 day in advance in order for us to confirm available space and approve your request. If booking for the following day, you must submit your request no later than 3PM on the day before, or your reservation will be denied. 
  • Minimum booking time is 1 hour.
  • Renters may book up to one year in advance.
  • Unless the event is a simple meeting, renters must include 30-60 additional minutes in the event reservation to allow for a 15-30 minute set-up and a 15-30 minute clean-up time.
  • The Hannah Grimes Center reserves the right to move confirmed reservations to accommodate HGC meetings or programs. In such instances, HGC staff will make every reasonable effort to give ample notice and to assist the group in reserving another similar and reasonable space within the Center.

LIABILITY

  • The Renter agrees to indemnify and save harmless HGC for any and all injuries or damages in connection with the use of the premises by the Renter and the Renter’s members, guests, or invitees. The Renter also agrees to follow the guidelines as established by HGC.

INSURANCE

  • Alcoholic beverages may be served on the premises upon prior delivery of a certificate of insurance (obtained from your organization’s or homeowner’s insurance carrier). Both the applicant and the caterer must provide a certificate of liability insurance for $1,000,000 for the event date and time naming the Hannah Grimes Center, Inc. as an additional insured. Renters should send a copy of a certificate of insurance to operations@hannahgrimes.com. 

AUDIO / VISUAL EQUIPMENT

  • Renter must provide their own laptop for presentation use.
  • If using the projector or other HGC provided A/V equipment, renter must arrange a time with the HGC Staff in advance of your event to learn about and test audio/visual equipment.
  • Renter must ensure all A/V accessories are present and accounted for within the conference room after use.
  • Renter may be charged a fee of $200 or the replacement cost, whichever is higher, for missing A/V accessories.

FACILITY 

  • Ovens inside the kitchen areas may be used for warming purposes ONLY. Use of stove top burners is prohibited.
  • DO NOT PROP OPEN exterior entrance doors under any circumstance for safety and security purposes. There will be a fee of $100 for any exterior door found propped open. 
  • Emergency Procedures are posted in all of the conference and office rooms. Please review these procedures in case of an emergency. 

BUILDING ACCESS

  • HGC grants the Renter and their members, guests, and invitees the right, privilege, and permission to enter into and on certain portions of the Center’s premises, located at 25 Roxbury Street, Keene, New Hampshire, to use the Room(s) at Times of Use specified in their reservation communications with HGC during the current calendar year.
  • Bookings outside of business hours will require arranging a time with the Operations Team for the doors to be opened in advance of your event to gain access. Please email operations@hannahgrimes.com or call 603-352-5063 to arrange building access for your reservation. 
  • After Hours Help: in the event you are unable to get access into the building, or you require immediate assistance (for urgent issues ONLY) outside of our normal business hours, please call 603-903-5649.

PAYMENT

  • Acceptable forms of payment for online reservations are Visa and Mastercard. If booked over the phone or email, you will receive an invoice via email following your event. Invoices are sent out on a monthly basis, at the beginning of the next month.  
  • Nonprofit organizations are eligible for a $20/hour discount on all conference room rentals. Additional cost support may be available in cases of demonstrated need or urgent circumstances. To be considered, organizations must submit a brief request outlining their mission and intended use of the space to operations@hannahgrimes.com. 

CANCELLATION POLICY

  • Cancellations made at least five days in advance of the reservation date shall not be charged. If an individual or group requests a cancellation less than five days in advance of the reservation date, they shall be charged the full rental rate. If a conference or office room is booked within the five-business day window and then cancelled, the renter shall be charged the full rental rate, even if the renter does not utilize the space or does not utilize it for the full amount of time. 

RENTAL TERMINATION POLICY

We reserve the right to terminate a reservation at any time if the renter or their guests fail to comply with the terms of this agreement or violate the policies of our community space. Grounds for immediate termination may include but are not limited to:

  • Use of discriminatory or harassing language, symbols, or behavior as defined in our Community Standards.
  • Harassment, threats, or aggressive behavior toward staff, volunteers, vendors, other renters, or attendees.
  • Property damage, vandalism, or misuse of equipment or facilities.
  • Unauthorized use of space beyond the agreed rental time, location, or purpose.
  • Misrepresentation of the event’s nature, size, or content during the booking process.
  • Violations of noise level expectations or disruption of other concurrent events or activities.
  • Failure to pay rental fee.
  • Failure of renter to respond to communication in a timely manner, particularly when coordination is necessary for resolving scheduling conflicts, confirming rental details, or addressing issues that may affect other renters or the facility’s operations. 

In the event of termination due to renter misconduct, lack of responsiveness, or policy violation, all fees paid may be forfeited at our sole discretion, renter may be removed from the premises, and potentially restricted from booking future space. We also reserve the right to cancel a reservation due to unforeseen circumstances beyond our control (e.g., building emergencies, natural disasters, or public safety concerns), in which case a full refund will be issued.

If there are any issues, or you have questions, please notify the Operations Team, operations@hannahgrimes.com or (603) 352-5063. Please note that this number is not monitored after normal business hours (8am – 5pm). 

This agreement shall be governed by the laws of the state of New Hampshire. Any exceptions to this policy must be approved by the Operations Director.

I have read and agree to uphold these Policies & Procedures of the Hannah Grimes Center as specified above.