Meeting Room Event Agreement
Spoke Coworking, hereby grants Organizer a license to use The booked meeting space (“Space”) during the time outlined above. Access to The Space may begin 30 minutes prior to the Start Time of the event and end 30 minutes after the End Time as long as it is not before or after business hours. Set-up and tear-down must occur during this defined period. If early or late access is required for set-up or tear-down, it must be requested in advance and approved by Spoke Coworking.
Up to four individuals designated for setup-up and tear-down will be permitted access during this time. These individuals must identify themselves to Spoke Coworking staff upon arrival. Event attendees will be required to wait in the lobby or outside during the set-up and tear-down period.
The Organizer is responsible for arriving during the Access Period and ensuring proper use of space, including monitoring access to the door within this timeframe. If tear-down and removal of non-Spoke equipment is not completed by the end of the Permitted Use period, the Organizer will be responsible for additional rental time at the prevailing fee for the location used.
Access for Organizer, Organizer’s vendors and Organizer’s guests are only allowed during the Access Period. Any other gatherings on Spoke Coworking’s Property (including additional meeting spaces and common areas) is not allowed without express permission from Spoke Coworking.
1. Event Size & Parking
Spoke Coworking will provide chairs to seat up to 40 guests and tables to seat up to 24 guests. Should the final guest count be greater than 40, Organizer agrees to pay an extra $5 per person per hour for any additional guests.
Spoke will provide parking free of charge for your event with the understanding that there are a total of 43 parking spaces: 37 paved, 4 unpaved & 2 handicapped. This includes 4 EV Level 2 chargers: 3 for standard paved parking, and 1 for paved handicap parking at 6700 E Speedway. However, there is nearly unlimited parking at 5151 E Broadway.
For weekday events, if your event exceeds 20 guests, we kindly ask and strongly encourage attendees to carpool or park and walk from neighboring areas, such as the golf course to the north, Walmart to the east, or to book at our second location at 5151 E Broadway.
2. Fee
The prevailing Space prices were outlined while utilizing our booking page. For additional details see members.spokeco.work. Please note, this price is inclusive of only the space.
Add-On Services
To enhance your event experience, Spoke Coworking offers the following add-on services with per person pricing based solely on the quantity of the attendees:
- Drink ($5 per person): Includes unlimited coffee & tea. Bottled water and sodas are also provided on request.
- Snack ($5 per person): Includes chips, granola bars, nuts, etc. Requires drink pack.
- Pizza ($20/ea): Includes a 50/50 mix of cheese and pepperoni pizzas (for odd-numbered totals, one pizza will be half-and-half).
- Sandwich lunch pack ($25 per person): Includes Ham & Swiss, Turkey & Swiss, and Vegetarian sandwiches, plus chips and cookies.
- Event Planning/Decorating Assistance ($40/hour): Our team can help you plan and execute your event to perfection.
- Decorations: Choose from a range of decorative options to add a personal touch to your event. (Ask about plants, flowers, balloons, table cloths, and more – price determined following discussion)
Food delivery is at 12 noon. Please provide 2 business days' notice to customize times or your menu.
3. Alcohol Policy
Spoke Coworking has a BYOB liquor license at 6700 E Speedway and enforces strict adherence to State laws regarding alcohol consumption in our facility. If alcohol is to be served or consumed during an event, the Organizer must complete and agree to our Form 15a (Liquor Licence Requirements) for approval at least 72 hours prior to the event.
4. Clean-Up/Tear-Down
Organizer is responsible to tear-down to put the space back to its original condition.
To ensure a speedy cleanup the use of glitter, confetti, or any similar materials is strictly prohibited in or outside of the Coworking Space premises.
Organizers must remove all non-Spoke Décor items from the utilized space during the Access Period; this includes items brought by Organizer's vendors and guests, including cleaning the whiteboard and removing any tape used within the space.
If all items are not removed, Organizer will be responsible for Additional Event Time and Pickup/Delivery Fees for each day these items remain on the property. Organizer will further be responsible for an Excessive Cleaning Fee of $150.00 if Organizer does not tear-down during the access period.
5. Photographs
Spoke Coworking encourages Organizer and Organizer’s Guests to take photos during the event and hopes that the Organizer will share these pictures so they can be used for promotional purposes. However, all photography should be of your sole event and no other Members or guests at the premises without prior approval. Organizer agrees to notify all guests of same.
Spoke Coworking Staff may take photographs of the event and Spoke Coworking reserves the right to use these photos for promotional purposes. It is understood by the Organizer, their guests and vendors that attendance at an event at Spoke Coworking includes permission to use their images in such materials.
6. Damages and Liability
Spoke Coworking is not liable for any loss to provide any services unless we do so deliberately. Any failure must be reported and given reasonable time to put things right. We will not be held liable for any damages, expenses or claims, nor personal injury or death under this agreement.
The Organizer will notify a Spoke team member immediately upon discovery of any damages or mess. Organizer is responsible for any damages to Spoke Coworking’s event spaces and property damages that may have been caused by the Organizer and/or the Organizer’s guests and vendors. Organizers are required to adhere to Spoke Coworking’s House Rules and are required to ensure their guests and vendors honor them as well. The Organizer is ultimately responsible for any damage incurred.
If damage has occurred, Spoke Coworking will provide an itemized list to the Organizer and Spoke Coworking will charge the damage amount to the Organizer’s credit card that was held on file for such purposes. Note, Spoke Coworking staff will make reasonable best efforts to repair damage charging only for labor. Should, however, the damage be extensive, Organizer will be responsible for replacement costs.
7. Late Payment and Cancellations
For Organizers with Membership status (anyone with a current active contract with Spoke Coworking) your monthly credits will be used to pay for the space, then any remaining balance will be assessed and charged as part of your next monthly invoice. For any late payments refer to your Monthly Use Contract. Member credits cannot and will not be used to pay for any damages, cleaning fees, or add-ons.
Cancellations by an Organizer with Membership status must be made 3 days prior to the start time to constitute a full refund. Any cancellations less than 3 days prior to the start time of the event will not be refunded.
For Organizers with Non-Membership status (anyone without a current active contract with Spoke Coworking) payment is due 30 minutes after the booking has been completed. If payment is not made within 30 minutes the booking will be canceled.
Cancellations by an organizer with Non-Member status must be made 5 days prior to the start time of the booking to constitute a full refund. Any cancellations less than 5 days prior to the start time of the event will not be refunded.
8. Insurance
The Organizer is asked to provide proof of insurance for their event. The Organizer must add Host as an additional insured under their “event insurance” policy and submit a copy of the Certificate of Insurance (COI) to Spoke Coworking. The Additional Insured should be listed as:
Spoke Coworking6700 E Speedway Blvd
Tucson, AZ 85710
The COI must be received by Host at least 24 hours prior to the event date. The insurance coverage can be provided through either a regular liability policy or an event-specific policy.
9. Indemnification
The Organizer agrees to indemnify and hold harmless the Host, its employees, and its affiliates from any claims, liabilities, damages, or expenses arising out of or related to the event hosted by the Organizer.
10. Compliance with Laws
The Organizer agrees to comply with all laws, regulations, and ordinances related to the event.
11. Termination
The Host reserves the right to terminate this Contract and cancel the event if the Organizer fails to comply with any terms outlined herein or if the event poses a risk to the safety or property of the Coworking Space.
In the event of severely inclement weather or other ‘acts of God’ that renders Spoke Coworking to be unsuitable for the Event (as determined by Spoke Coworking Staff), 100% of the amount paid can be applied to a future Event date. If Organizer should elect not to re-book, no refund will be provided. If this is of concern, Organizers can purchase third-party event insurance to offset this risk.
12. Entire Agreement
This Agreement supersedes all prior agreements between the parties and relates to this event only; or in the case where there are recurring events, it relates to all recurring events.
By consenting to this Agreement, the Organizer acknowledges that they have read, understood, and agree to its terms.
Following this Agreement and depending upon your event size, you may be provided with and asked to complete a room setup and diagram.