SHARED SPACE TERMS AND CONDITIONS
At STEP the aim is to help local businesses, start-up firms, and new and growing small businesses with the option of easy in, easy out tenancy and membership agreements.
- SIGNING UP AND MOVING IN
APPLICATION AND APPROVAL FOR MEMBERSHIP
While attempting at all times to keep formalities to a minimum, we do ask potential Members to provide a reference, together with a completed Application Form before the Agreement can be issued and signed. As soon as the Application Form has been received by STEP, the documentation can be prepared and issued.
- MEMBERSHIP AGREEMENT
The Agreement must be signed by the user before occupying the space. Please check the Agreement carefully to see that all details are correct. The Agreement is an important document and you should only sign it if you wish to be bound by its terms. If you have any concerns, please seek independent legal advice on its terms.
One month’s rental charge plus VAT payable in advance plus a returnable deposit must be made at this stage. The rental charge is payable by direct debit and a form is issued to the Member for completion along with the Agreement. The direct debit form must be returned to STEP with the Agreement, the deposit and the first month’s rental payment.
The Agreement will not be binding on STEP until signed on their behalf and a copy of the completed Agreement will be given to the Member. This returnable deposit will be credited back to the Member in full when he/she vacates the space within the terms of the Agreement subject to deductions being made for any outstanding accounts or damage to the space / equipment. Any other dilapidations required will be noted and sent to the Member prior to any works being carried out.
Standard Agreements are:
- Rolling month to month for Co-Working space
- 6-Month Agreement for Hot Desking facilities
- ARRANGEMENTS FOR MOVING IN
You can move in as soon as payment has been made and the Agreement and direct debit have been signed and returned to the Property Team.
Hot-Desking: – You will not be issued with any keys. You will be issued with the code to access the shared office space.
Co-Working: – You will be issued with one key for the STEP Reception front doors. You will also be issued with the code for the front door and the code to access the shared office space. This key must be signed for and returned on termination of the Agreement. Failure to return any keys issued will result in recharge costs being incurred. Any loss of keys should be reported immediately to STEP. Replacement or additional keys must only be supplied by STEP.
Hot-Desking: – Access to the office space will be available 8.30am – 5.00pm Monday-Friday.
Co-Working: – You may use your unit at any time of the day or night, subject to compliance with the security regulations. (See paragraph on Security – Item 22).
Out of Hours (Co-Working only)
Front door – The front door must be locked at all times after 5pm and before 8.30am Monday to Friday and throughout the duration of the weekend.
Wi-fi is included in the monthly rental cost. No phones are provided or available. You will be issued with the wi-fi password when you take occupancy of the space. (See wi-fi terms and conditions at Appendix 1)
- SIGNAGE, POSTERS, ALTERATIONS TO LAYOUT
Strictly no signage, posters etc to be placed on walls, windows or any other surface. This is shared space and anything that is displayed on walls, windows, doors, or that is left on desks will be removed immediately by STEP staff.
- BUSINESS SUPPORT SERVICES
STEP provides commercial training, venue hire and support for businesses. Members benefit from discounted rates:
- STEP HR – HR and Employment Law Specialist Service
- Leadership Development Programme
- Meeting Room and Event Space Hire
- Technology Centre
STEP also hosts monthly business networking events, rural roadshows and sector focussed events as well as providing funding support and assistance.
STEP provides the Business Gateway service for the Stirling area. This is a funded Business Advice Service using experienced Business Advisers. This service is not exclusive to tenants, but they are encouraged to use this service. Business Gateway services can include:
- Business Tailored One-to-One Advice
- Business Advice (Start-up and Growth)
- Business Workshops and Training
- Specialist Support and Consultancy
- Information and Market Research Service
- CENTRAL SERVICES
Shared Office Space charge includes the following:
- Heat, power and light
- Car Parking
- Security visits
- Cleaning of office space and common areas
- Fire alarm system
- Refuse disposal
- Building insurance
- Property Team assistance
- Business Adviser
- Landscaping and grounds maintenance
Services which may be available at a charge per use basis:
- Mail Franking
- Business Address Facility
- Photocopier (printing / scanning)
- Meeting rooms
- Exhibition/event space
- IT and Business training courses
- On site technology centre
- Drone hire
Please contact STEP for current costs.
Services not included
Only STEP branded materials may be displayed in consumer facing areas such as reception(s) / waiting area(s). This is to not confuse any customers as to where they are visiting and to ensure that these areas are not used to promote/advertise various conflicting brands.
No other materials are permitted to be displayed in reception(s) / waiting area(s) / shared office space(s). This policy is strictly monitored and any non-STEP branded materials will be removed immediately.
Areas that are not front of house or shared space can be used for any Tenant and Member communications or promotional needs. Materials are therefore permitted in private communal areas. Please contact the Property Department if you are unsure where these areas are in your building.
- CAR PARKING
Car parking is available in the designated areas around the Enterprise Park. Parking is entirely at the owner’s risk and the STEP Management take no responsibility for loss or damage to vehicles.
Cars, vans, etc. must be parked only in the designated parking areas. They must not be parked on double yellow lines/yellow gridded areas as this restricts access for emergency vehicles.
Disabled bays – Without a valid Blue Badge you are not permitted to park in a Disabled bay
Hatched lines – Cars parked close to the building are a risk in the event of fire and they also restrict emergency vehicle access. The Fire Service therefore insist we mark these ‘no-parking’ hatched areas and we must also take steps to enforce this parking restriction.
Double Yellow Lines – These areas are for Emergency Vehicles only and parking here is in breach of Fire Service Regulations. Vehicles can load/off-load on double yellow lines but must be moved immediately.
Vehicles not parked in designated parking bays will be asked to move and should do so immediately. This is for the health and safety of everyone on site and it is essential that these regulations are observed at all times.
Car parking arrangements may be changed at any time by the STEP Management with no prior notice.
- FIRE PRECAUTIONS
The building conforms to the statutory requirements of the Local Authority in response to Building Regulations, Structural Safety, means of escape and general fire-fighting.
Fire-fighting equipment in the shared office space, corridors and common areas is the property of STEP and should not be moved.
The building is equipped with a number of emergency escape exits that lead directly out into the open air and you and your staff must familiarise yourselves with the nearest escape route on either side of the entrance door to the shared office space.
The building is also equipped with fire alarm break glasses and you should be aware of the nearest alarm to the share office space.
In the event of a fire, break the nearest fire alarm glass and use a phone to contact the Fire Service. If you are able to take prudent action to put out the fire then do so, but priority is vacating the premises.
In the event of a fire alarm being sounded, everyone must vacate the building and gather outside. No one should return to the building, even when the sounder stops, until instructed to by a member of STEP staff or the Fire Officer.
STEP is a responsible Landlord that takes the health and safety of all tenants and visitors seriously. Please ensure you familiarise yourself with the STEP Fire and Emergency Evacuation Plan.
Alarm tests are carried out in accordance with the regulations, usually on Monday morning at 10.00 hours. Fire drills are carried out in accordance with the fire regulations. Members should familiarise themselves with the ‘Member Fire Procedure’ notice, a copy of which is displayed on the inside of the shared space entrance door.
- HEALTH AND SAFETY
All Health and Safety legislation must be adhered to. Members are responsible for providing their own First Aid equipment.
- ELECTRICAL EQUIPMENT
Members must comply with all legislation in respect of electrical equipment e.g. arrange to carry out regular testing of portable appliance equipment (PAT testing) of any electrical equipment brought in to STEP.
STEP insures the building against fire and other perils. Members are responsible for their own Third Party liability insurance cover, along with contents insurance, business loss insurance and all other insurance required by the business.
- RENT AND OTHER PAYMENTS
The Member agrees to make payments in accordance with the terms of the Agreement which are:
- Payment: To pay by Direct Debit the rent and other charges in full and in such manner and at such time or times as each shall become due.
- Interest on Late Payment: To pay interest at the rate of 5% above the base rate of the Bank of Scotland on any rent, service charge, or other charge which remains unpaid for more than 14 days from the date that payment is notified as being due, plus an administration fee of ten pounds sterling (which the Landlord may adjust from time to time by notice to the Member).
- MANAGEMENT STAFF
All Member related issues should be directed to Laura Melville, Property Manager or Steven Sorley, Maintenance Supervisor.
- NOISE AND NUISANCE
Processes which may cause a nuisance to other Members should be discussed with and approved by STEP before they commence. Absence of such prior approval will result in a request to cease operating or in termination of your Agreement.
Members should operate at all times to avoid inconvenience to other Members / Users.
- MAIL SERVICE
Mail Collection: Mail is collected daily at 3.30 p.m. from STEP Reception. Members may join the Mail Franking Service for which there is an annual fee. Details of the service can be obtained from STEP. Alternatively, pre-paid or mail with stamps can be left in the post room for collection.
Mail Delivery: There is an additional charge if you wish to have your mail delivered to STEP. The Property Department can provide further details.
- REFUSE DISPOSAL
All refuse should be placed in the bin provided which will be emptied each evening (Monday – Friday). The following items must not be disposed of in the waste bin, members should organise their own removal or uplift of these items:
- Electrical equipment
The procedures for opening and closing all exit doors are:
- STEP staff will unlock all exit doors at around 8.00 a.m. Monday to Friday.
- STEP staff will lock all exit doors at around 5.00 p.m. Monday to Friday.
- All communal external doors must remain locked outside of these hours and at weekends and selected public holidays.
There are also three security visits each evening where the internal and external of the building is patrolled.
Access Hours: See Point 7, Access.
- SECURITY/MAINTENANCE CALLOUTS OUTWITH OFFICE HOURS (Co-Working Only)
The STEP maintenance team provide a callout service for the business and its tenants to ensure all STEP buildings are secure at all times. Security/maintenance callouts outwith office hours are rechargeable, please see Appendix 2: STEP Callout Procedure for further information and details of costs.
Communal toilets and toilets for the disabled are available and serviced by STEP. Members are expected to use the toilets with care and consideration for others.
WIFI Terms and Conditions APPENDIX 1
By using our internet service, you hereby expressly acknowledge and agree that there are significant security, privacy and confidentiality risks inherent in accessing or transmitting information through the internet, whether the connection is facilitated through wired or wireless technology. Security issues include, without limitation, interception of transmissions, loss of data, and the introduction or viruses and other programs that can corrupt or damage your device.
Accordingly, you agree that the owner and/or provider of this network is NOT liable for any interception or transmissions, computer worms or viruses, loss of data, file corruption, hacking or damage to your computer or other devices that result from the transmission or download of information or materials through the internet service provided.
Use of the wireless network is subject to the general restrictions outlined below. If abnormal, illegal, or unauthorized behaviour is detected, including heavy consumption of bandwidth, the network provider reserves the right to permanently disconnect the offending device from the wireless network.
Examples of Illegal Uses
The following are representative examples only and do not comprise a comprehensive list of illegal uses:
- Spamming and invasion of privacy – Sending of unsolicited bulk and/or commercial messages over the Internet using the Service or using the Service for activities that invade another’s privacy.
- Intellectual property right violations – Engaging in any activity that infringes or misappropriates the intellectual property rights of others, including patents, copyrights, trademarks, service marks, trade secrets, or any other proprietary right of any third party.
- Accessing illegally or without authorization computers, accounts, equipment or networks belonging to another party, or attempting to penetrate/circumvent security measures of another system. This includes any activity that may be used as a precursor to an attempted system penetration, including, but not limited to, port scans, stealth scans, or other information gathering activity.
- The transfer of technology, software, or other materials in violation of applicable export laws and regulations.
- Export Control Violations
- Using the Service in violation of applicable law and regulation, including, but not limited to, advertising, transmitting, or otherwise making available ponzi schemes, pyramid schemes, fraudulently charging credit cards, pirating software, or making fraudulent offers to sell or buy products, items, or services.
- Uttering threats;
- Distribution of pornographic materials to minors;
- Child pornography.
Examples of Unacceptable Uses
The following are representative examples only and do not comprise a comprehensive list of unacceptable uses:
- High bandwidth operations, such as large file transfers and media sharing with peer-to-peer programs (i.e.torrents)
- Obscene or indecent speech or materials
- Defamatory or abusive language
- Using the Service to transmit, post, upload, or otherwise making available defamatory, harassing, abusive, or threatening material or language that encourages bodily harm, destruction of property or harasses another.
- Forging or misrepresenting message headers, whether in whole or in part, to mask the originator of the message.
- Distribution of Internet viruses, Trojan horses, or other destructive activities
- Distributing information regarding the creation of and sending Internet viruses, worms, Trojan horses, pinging, flooding, mail-bombing, or denial of service attacks. Also, activities that disrupt the use of or interfere with the ability of others to effectively use the node or any connected network, system, service, or equipment.
- The sale, transfer, or rental of the Service to customers, clients or other third parties, either directly or as part of a service or product created for resale.
- Seeking information on passwords or data belonging to another user.
- Making unauthorized copies of proprietary software, or offering unauthorized copies of proprietary software to others.
- Intercepting or examining the content of messages, files or communications in transit on a data network.