Billing | Invoicing | Payments
Membership is month-to-month and must be paid via auto debit on the first of each month. Membership for the first month is prorated. You will be charged for the number of days remaining in that month. That is, if a member joins on the 15th of the month, they will be charged for the remaining 15/16 days of the month upon signing along with the one-time initiation fee.
Should the collection of your payment be declined or not received by your billing date, you will have 15 days from the time of notice to reconcile the payment. If payment is not reconciled within this reasonable time frame, the payment is subject to an additional penalty fee of 15%. Any discrepancies must be brought to our attention within 90 days.
Each invoice will reflect any room bookings from the prior month and a membership fee for the upcoming month. If a member makes a room booking in the future, it will be charged in that future billing period. For example, if the member booked a room in January for use on April 2nd, they would be charged for the room on May 1st.
Cancellation | Termination
Hera Hub does not require members to sign an annual contract, as many office spaces do. However, advanced notification of cancellation is required. Once we receive your cancellation form, your membership will be set to end the last day of the following month; thus, you will be charged for one additional billing cycle. Your final month of membership will NOT be prorated. Please submit a change of address upon submitting cancellation. Mail service will discontinue upon termination of your membership.
Putting a Membership on Hold | Freeze
While we cannot offer a hold/freeze indefinitely we can freeze membership for 1 month if you will be out of town. For extended leave (during a vacation, maternity leave, taking time off, etc.) members can drop their membership to the lowest level offered, to essentially “hold their place,” keep mail service, keep plugged in to the directory, the roster and all the social media.
Your membership level is established in anticipation of your estimated hours of use of Hera Hub (HH) on a monthly basis. Although our Envoy system does track space usage time, time tracking and full use of those hours is incumbent upon you. We expect members to track their time and notify us if they need to make a change to their plan. You may switch plans at any time; however, they will be effective the following billing cycle. Hera Hub does not grant refunds for unused membership hours. Unused hours cannot be rolled over into the following month nor shared with another member. If you go over your planned allotted hours and find you need additional access, please let us know so that we can adjust your plan accordingly.
After Hours | Weekend Access
Coworking hours are 9-5PM, Mon-Fri, unless otherwise posted. Doors are unlocked and Members may enter to utilize the coworking space during these hours. Members may remain in the space and continue working after 5PM, if they agree to turn out lights, set the alarm, and make sure all doors are locked and secure. Unless pre-arranged, early morning and weekend access is only granted for meeting room use which must be booked through Nexudus. If needed, an access code will be granted so that members and guests may enter on weekends.
Additional Information and Add Ons
Employees and Partners. Memberships are individual, but you may use your guest passes for partners and employees to try out the space. We do occasionally create custom plans for small companies. Please contact us to inquire about this option.
Guest Passes are offered as a promotion tool. Members may bring a guest to work in the space for a trial for $20. It cannot be the same guest more than once for free. If the guest does not wish to join but would like to return, they may book a room at the non-member rate. Day passes are not promoted to the public and are only issued with management approval.
Day Pass for another Hera Hub location. Members may visit and work at any other HH location for $20 per day. Members may also book meeting rooms at other locations at the member rate for that location. Members may purchase a guest pass for a friend to work in the space for a day alongside them. Members may not bring recurring guests to work in the space.
Referral Program is at times, extended to members at various times of the year when we are working to drive membership. It allows members to earn room booking credits. See current promotion for program details.
Address Use and Mail Services. Address Use and Mail Service applies only if included in your membership plan or added for an additional fee. If applicable, Hera Hub permits member’s use of address in advertising for events.
Subject to the Member | Hera Hub Mail Agreement. Members are hereby authorized to use the address of Hera Hub as Member’s business address. In the event that this membership terminates or any/or all charges are not kept current, Hera Hub may terminate member’s right to use the address. Hera Hub agrees that for a period of 30days after notification to the member or termination of this agreement Hera Hub will, at no charge to the tenant, either (a) hold member’s mail at the premises or (b) return all mail to the sender. Hera Hub further agrees to hold all such mail beyond the 30day period for such period as the member elects if the member pays to HERA HUB a service fee of $75 per month.
Hera Hub Public Calendar is a communication platform for public events and information pertaining to Hera Hub Irvine. If you would like us to publish an event for your business please submit the form provided under the “Optimize Your Membership” tab in your member portal. Events that are held at Hera Hub will be published to the public calendar. All events will be uploaded to the Hera Hub website, and sent out on a bi-weekly basis to its members and opt-ins.
- Events held by Hera Hub members outside of Hera Hub can be posted on our public Facebook page.
- Events held by Hera Hub members at Hera Hub can be posted on both our public Facebook page and in the private members-only group.
- Events hosted by Hera Hub will have an event created in the private members-only group and will be posted to the Hera Hub public calendar.
Meeting Room Use and Room Reservation Information
Hera Hub members are welcome and able to book meetings, conferences, and event space as needed, seven days a week, including after hours, for approved events. Meeting room use is not included in membership and must be reserved and rented when used. Members may book rooms for dates and times directly through the member portal or app (Nexudus). Members can also reserve and book a room ahead of time (days or months ahead) via the member portal, or if available, when they arrive at the Hera Hub (HH) location. The member or management can make a reservation through Nexudus online calendar, or on the Nexudus cell phone app. Time may be reserved in 15-minute increments during any time that is available. If additional time is needed beyond what has been booked, a member is to modify the reservation to the time used. See separate Room Rental Agreement for further details on this policy re: booking, deposits, cancellations, use, rules, and regulations.
Meetings with Members: Since we are a shared workspace, out of consideration of our members, group meetings (of 2 or more people) and private meetings must take place in meeting rooms, not coworking spaces or common areas.
Meetings with clients: If a member is meeting with a client, the member must book a meeting room space.
Members may NOT book a room for a non-member at the member rate. Discounted rates are for member’s events only. If a member books a room, she must attend the meeting.
Members may rent meeting rooms at member rates in all locations. Members will pay the current member rates for the location they rent from. They may differ from the home location. Please check rates with desired location prior to booking.
Room Reservation Times Defined
Start | End Times Equate to: Time of Entry/Access (Lights on) and Time of Exit (Lights out)
When scheduling your room booking you will be reserving the room for the amount of time that you will need access to the space, not the published time of the event. Space rental is actual “total time accessed.” That is, start time for the reservation begins at the time you take possession, accessed/enter, and ends when the space has been returned to the state it was received, all are exited, and lights are out. To clarify, occupancy time frame must be inclusive of set up, tear down, cleanup, hosting event, networking prior to and/or after the event, inclusive of equipment setup (A/V testing, rearrangement of tables and chairs, caterer (if applicable), and any other arrangements necessary for your events success. It is not event start and end time only.
Room rental is defined as the space in which the lessor and lessee have agreed to in the terms of the contract, unless otherwise stipulated and agreed upon under the contract details. Renters and attendees agree to not use other office work areas, computers, phones, printers, or any other area of the building that is not outlined in the contract for rent. Any time spent in rooms after business hours or on weekends in any rooms will be charged. Additional policies and guidelines regarding the space will follow once your space has been reserved.
Legal Terms and Agreements
Confidentiality. Through your Membership, you may be exposed to confidential information (such as business information, trade secrets, technology, customers and prospects), either by Hera Hub or other Hera Hub Members that are confidential or proprietary in nature. You agree to keep confidential and not disclose or use confidential information. You agree that it remains the exclusive property of who disclosed it and you do not acquire any rights to such confidential information.
Use of Services, Termination and Hera Hub Rules. Members shall use the premises for general office purposes and for no other purpose without the prior written consent of Hera Hub. Member agrees that it is the intent of Hera Hub to provide a collaborative space for accomplished like-minded entrepreneurial women. To that degree, please follow the guidelines for working within Hera Hub. Should conflicts arise, we will provide an opportunity for Members to improve, however, Hera Hub reserves the right to terminate any Membership.
Premises. Member shall use and maintain the premises in a clean, careful, and safe manner and to comply with all applicable laws, ordinances, orders, rules, and regulations of all governmental bodies (state, federal and municipal). Members will not deface or injure the premises, building,or any part thereof, or overload the floors of the Premises.
If granted an access code to enter the building before or after business hours or weekends, members shall NOT give or share the code with other members or non-members to grant access. Violation of this will be grounds for termination.
Assignment and Subletting. This Membership and the privileges it provides cannot be assigned without the prior written consent of Hera Hub. Member may not permit use of the premises by any person other than the employees or independent contractors hired by Member without prior written consent of Hera Hub, which consent shall not be unreasonably withheld.
Disclaimer of Warranties. To the maximum extent permitted by applicable law, Hera Hub provides the services “as is” and with all faults, and hereby disclaim with respect to the services all warranties and conditions, whether express, implied or statutory, including, but not limited to, any (if any) warranties, duties or conditions of or related to: merchantability, fitness for a particular purpose, lack of viruses, accuracy or completeness of responses, results, workmanlike effort and lack of negligence. Also, there is no warranty, duty or condition of title, quiet enjoyment, quiet possession, correspondence to description or non-infringement. The entire risk, as to the quality arising out of participation in or the use of the services, remains with you.
Exclusion of Incidental, Consequential and Certain Other Damages. To the maximum extent permitted by applicable law, in no event shall Hera Hub or its subsidiaries (whether or not wholly-owned), affiliates, divisions, and their past, present and future officers, agents, shareholders, members, representatives, employees, successors and assigns, jointly or individually be liable for any direct, special, incidental, indirect, punitive, consequential or other damages whatsoever (including, but not limited to, damages for: loss of 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 pecuniary or other loss whatsoever) arising out of or in any way related to the participation in or inability to participate in or use of the services, the provision of or failure to provide services, or otherwise under or in connection with any provision of this agreement, even in the event of the fault, tort (including negligence), strict liability, breach of contract or breach of warranty of Hera Hub, and even if Hera Hub has been advised of the possibility of such damages. Because some states/jurisdictions do not allow the exclusion or limitation of liability, for consequential or incidental damages, the above limitation may not apply to you.
Participation in Services. You acknowledge that you are participating in or using the Services at your own free will and decision. You acknowledge that Hera Hub does not have any liability with respect to your access, participation in, use of the Services, or any loss of information resulting from such participation or use.
Services. May not use the Services to promote violence, degradation, subjugation, discrimination or hatred against individuals or groups based on race, ethnic origin, religion, disability, gender, age, veteran status, sexual orientation, or gender identity;
- use the Services to promote videos that are sexually explicit or post links to sites that contain sexually explicit material or show people or animals being hurt or degraded;
- spam other Users with unsolicited or unauthorized offers of goods and services, advertising, promotional material, junk mail, spam or chain letters, or inappropriate messages;
- engage in any activity that interferes with or disrupts the proper working of the Services or any activities conducted on the Services; represent products created by others as your own creation, or act as a reseller of others’ products;
- restricting or inhibiting another Tenant or guest from using and enjoying services;
- harvesting or otherwise collecting information about others, including email addresses, without the authorization or consent of the disclosing party; violating any applicable laws or regulations or creating a false identity for the purpose of misleading others.
Photo Release. You agree that Hera Hub may take photographs and video throughout the space, and may stream or record the space through other means, at any time. You agree that Hera Hub may use your image or likeness if captured at the space for any purpose and without restriction, in any form or media, and whether or not altered without any further or additional consideration, payment, or consent by you.
Indemnification. You release, and hereby agree to indemnify, defend and save harmless Hera Hub and Hera Hub’s subsidiaries (whether or not wholly-owned), affiliates, divisions, and their past, present and future officers, agents, shareholders, members, representatives, employees, successors and assigns, jointly and individually, from and against all claims, liabilities, losses, damages, costs, expenses, judgments, fines and penalties based upon or arising out of your negligent actions, errors and omissions, willful misconduct and fraud in connection with the participation in or use of the Services. You further agree in the event that you bring a claim or lawsuit in violation of this agreement, you shall be liable for any attorneys’ fees and costs incurred by Hera Hub or its respective officers and agents in connection with the defense of such claim or lawsuit.
Insurance. Hera Hub will carry Liability and Business Personal Property insurance. As a user, it is strongly suggested that you carry a Renters Insurance policy to cover your own equipment while using our space. That policy may cover your current residence/office, as well as the premises of Hera Hub.
Discrimination against other users. Discrimination against any other users based on their race, sex, gender, ethnicity, national origin, sexual orientation, disability, or any other legally protected class is illegal and not permitted.
Encouraging or Endorsing Illegal or Dangerous Behavior. You may not endorse or promote illegal or harmful activities, including discussing obscene content or encouraging activity that may lead to other users’ harm. While use of marijuana is or may become legal in some jurisdictions, it remains prohibited under federal law and may not be grown, sold, distributed, or used in any space.
Harm / Intimidation / Harassment of Members or our Brand. We built a community that we are proud of and that our members trust, and work hard to keep it that way. You are prohibited from doing anything that may harm or intimidate users, or interfere with their use of the coworking space. This includes threatening or harassing other members; or threatening legal action. Anyone threatening Hera Hub or our employees will be removed as a member and reported to law enforcement. You may not engage in behavior or use Hera Hub marks or logos in a manner that violates the Hera Hub Service Agreement or harms, dilutes, or misuses our brand.
Member will NOT engage in:
- Contests, pyramid schemes, chain letters, junk email, spamming or similar behavior;
- Restricting or inhibiting another Tenant or guest from using and enjoying services;
- Harvesting or otherwise collecting information about others, including email addresses, without the authorization or consent of the disclosing party;
- Violating any applicable laws or regulations or creating a false identity for the purpose of misleading others.
Hera Hub Facebook Group Goals & Conduct
Thanks for helping us make our private Facebook group a GREAT, TRUSTED RESOURCE. A place to share ideas, ask questions, and suggest resources.
Please treat the page as if it were a cocktail party at a friend’s home, NOT a networking event. Treat others here as fellow guests. You must take time to build relationships and get to know the group members before you start handing out business cards.
Everyone should have a voice, and everyone deserves to be heard; resist the urge to talk over each other, or to talk so loud as to dominate the conversation. Conduct yourself in a civil manner as you would at your friend’s cocktail party; do not be surprised if behavior like tipping the dining room table over and hanging from the chandelier results draws unwanted attention.
Advertising/Solicitation. We ask that you refrain from posting unsolicited advertisements that do not pertain directly to the intended use of this group. Posts such as these may be removed without notice.
Posting Links. Before posting links to outside websites and videos, please take a moment to MAKE SURE the content is relevant to everyone. We love inspirational quotes and pictures but think about sharing this with individual members vs. the entire group.
Relevance to Topics. Please ensure that your comments are relevant to the subject at hand. It is normal for some topics to drift from the stated subject. However, to ensure maximum benefit for everyone, we encourage you to keep your post as close to the subject as possible.
Confidentiality. Although this group is PRIVATE & SECRET (meaning no one else knows it exists and cannot see your posts). Please keep in mind that there is NO guarantee that the information will not be copied and pasted somewhere else (I am sure never maliciously, but someone might decide to share).
Suggested. Edit Your Email Settings: Just in case you haven’t already done this… be sure that Facebook is not sending you email notifications every time someone posts in a group. If you’re unsure how to do this, here is a quick video on the topic. http://www.youtube.com/watch?v=meNf9aifKTc
- Adding members to Facebook groups without their explicit permission.
- Defaming, abusing, harassing, threatening, or otherwise violating the legal rights (such as privacy and publicity) of others.
- Posting, distributing, or disseminating inappropriate, profane, defamatory, obscene indecent, unlawful information.
- Uploading, reproducing, using, performing, or otherwise making available images, software or other material or information which infringes on another’s rights or is protected by intellectual property laws where Tenant doesn’t own or license such rights.
- Uploading or using files that contain viruses, corrupted files or any similar software or programs that may damage Landlord or another Tenants’ computers or property.
Hera Hub Irvine reserves the right to terminate User Accounts for such activities.
Hera Hub Irvine Coworking Etiquette – **to ensure a comfortable and productive environment for all members of the community**
ALWAYS. Be kind. Be considerate. Be respectful. Be responsible.
Hera Hub Irvine is a shared workspace that provides members with a place where they can come to concentrate on work, boost their productivity as well as widen their circle of friends and business contacts. However, one should keep in mind that because it is a shared workplace, Coworking Etiquette must be applied. If you fail to follow these, you will lose the right to come to or work in the coworking space.
Damages. It is necessary to respect the Hera Hub Irvine property. In case of furniture/accessories or property damage, you need to arrange a replacement or pay for the damage.
Furniture. You should not bring your own furniture to the coworking space or stick posters on the walls without prior permission. You may use the community bulletin board to post your info.
Temperature. We will always endeavor to make the shared office spaces comfortable for all users. The temperature of the rooms will be maintained such that it will suit most users. We try to avoid under- or overheating/cooling, to conserve energy and cost. Using one’s own heaters is NOT allowed. Please bring sweaters if needed. Fans are placed throughout to add breeze and circulation. You are welcome to adjust their positions as needed. Please let us know if you are uncomfortable. Please do not adjust thermostat settings as they are programmed and manual changes will cancel out the schedule. See management or ambassador for adjustments.
Pets. We are fond of pets, but the building owner does not allow them in the building and are therefore prohibited from entering the coworking space. We are a private business, not a public space. An ADA certified service dog would be an exception. A Service animal must perform some of the functions and tasks that the individual with a disability cannot perform for him or herself to qualify.
Children. We are an office environment, so as much as we support working mothers, this is not a place to bring children. A quick hello is OK, but we don’t allow them here while you are working.
Sleep. We do not allow members to nap/sleep/live in the facility at any time.
Group Meetings. Collaborations of 2+ people are not to be held in the coworking area, they need to be held in reserved meeting and conference rooms.
Meeting and Conference Room
The furniture in the conference room and adjacent lobby should always remain as found unless authorized by management to rearrange or remove.
The conference room can be used for business meetings, loud phone calls and Skype conferences but need to be booked through the Nexudus portal.
The conference rooms are not an extension of the coworking space when empty.The conference room can also be booked on demand without prior reservation, so long as they are available.
The front and back doors must always remain closed and locked on weekends for safety and security reasons.
Kitchen and Common Areas
Our coworking space includes a kitchen that can be used by all coworking members. You should consider using labels with your name on the food and beverages you keep in the cupboards or fridge if you don’t want them enjoyed by others.
Everyone is responsible for keeping the kitchen clean and tidy.
Dishes are NOT allowed to be left in the sink. They must be placed in the dishwasher or hand washed, dried and put away. Counters must always be wiped clean and dried.
Private Offices | Dedicated Desks. Please respect our members who have exclusivity to the occupied spaces. DO NOT under any circumstances use the offices or dedicated desks when not occupied by the renter.
Do Not Disturb. You are welcome to use a DND / chat later sign at your space to communicate your focus. Please Do Not Disturb members displaying a DND / chat later sign.
Noise Volume General. Coworking is a shared working environment so everyone should make their best effort to maintain a reasonably quiet working atmosphere. Please take note of the proximity of others working nearby.
Internet. Users of the coworking space are given free access to the “HH” wireless network. Ask management for the password. Illegal data file download (torrent) is NOT allowed.
Library. Our library is dedicated to knowledge sharing among the users of the coworking space. If you wish to borrow a book from the library, register with your name on the checkout list appointed for that purpose. Please do not keep borrowed books for longer than 30 days.
Phone / Zoom Calls. When speaking on the phone, please take note of other coworkers in the surrounding area and adjust the volume of your voice accordingly. Members are welcome to take calls in the coworking space as long as it does not disrupt the work environment. If your call might disrupt other people using the coworking space, please make your phone call in the privacy room / phone booth, or other distant location. Please set your cell phone to vibrate mode to prevent disturbing others.
Visitors. Although visitors are allowed in the coworking space, everyone needs to abide by the rules concerning the voice level.
Cleanliness. All coworking members are responsible for keeping the coworking areas and common areas clean and tidy, which means that everyone should clean their desk and take care of their trash once they have finished working for the day. Please leave work areas as you found them for the next member. Cleaning supplies are kept in dedicated locations.
Printing. Is offered for your convenience when needing light to moderate document printing (1-10 pages total per visit). All coworking members may print free of charge; however, excessive printing, manuals, presentations, etc. must be done elsewhere. If larger documents, workbooks, handouts are needed, then members will need to print at the nearest copy center. We cannot offer unlimited printing to all members at the current rates.
Members can download printer drivers for the HH printer onto their computer and use the printer as needed. Instructions are located near the printer.
For document scanning, or in case of any difficulties, the members can upload the relevant documents on a USB fob and complete the desired task directly on the HH printer.
* Please see management to report or resolve, if you observe these rules not being followed.