Terms of Service

These are the terms of service. The Community Guidelines and Governance Guidelines are the core of these Terms of Service. See Membership and Amenities for rates and features.

1. Hours:

  1. Members have 24/7 access with door codes and keys.
  2. Regular business hours (when Collective Agency is staffed) are Mondays through Fridays, 9am to 5pm.

2. Basics:

  1. Each member must have a separate residence where he or she sleeps.
  2. Membership is not open to people who think it’s very unlikely before signing up that they will be members at least 5 months total. If you’re not sure, that’s totally fine and we’d like you to sign up.
  3. Everyone here acknowledges the Community Guidelines are the core of these terms of service.
  4. Companies may have up to 20 members at a time.
  5. It’s 1 person per membership.
  6. Entry codes, security codes, keys, may not be shared with non-members for any reason.

3. Day trials:

  1. Once per person, and only if you’re considering becoming a member.
  2. The day trial is only at the location you RSVP to.
  3. Pay to reserve via the Membership page.
  4. The day trial doesn’t include having: visitors, locker storage, or mail/package delivery.
  5. The day trial is for one calendar day, between 9am and 5pm. There’s a sign on the wall when you arrive. It says to call (503) 915-4769.

4. Payment:

  1. Payment is required to reserve.
  2. Your card is charged on the same date each month (unless you prepay for 12 months or more; then it is charged the same date each year).
  3. Payment for a year upfront has a discount: 12 months for the price of 10. The goal is to be like a co-op supermarket where people can put a deposit in and get a discount, and then get the deposit back in the future when they stop being members.
  4. The rate you sign up at is the rate you keep, as long as you’re a member. Rates stay the same for current members forever (including the option to switch between monthly and yearly prepaid).
  5. To get 20% off your first month when you pay for membership, tell us the name of the person who referred you, and they’ll get the same amount too.
  6. If at some point you wish to cancel your membership then email at least the day before your next billing cycle. For billing questions or requests, email Alex at Council@CollectiveAgency.co
  7. Receipts are emailed for the first membership payment and for each yearly membership payment. Send an email if you’d like to get automated email receipts each month.
  8. On the last day of membership or before, mail delivery and locker storage must be ended.
  9. If lost, there is a $50 replacement fee per key fob.

5. Conference and phone rooms and other common areas.

  1. Collective Agency has a suite at each location. We also have “common areas” which include at each location:
    • 3 conference and phone rooms,
    • Showers,
    • Additional seating areas in the building outside of our and other tenants’ suites.
  2. If you’re in common areas for more than 3 hours in a day, it’s your responsibility to self-track and pay $55 per hour for the extra time, rounded up to the nearest half-hour, via https://collectiveagency.co/misc Why: community vibes.
    • At Division, a member can never be in common areas outside our suite more than 3 hours total per day, but extra time in phone rooms can be paid for.
    • The exception: there is no hourly limit while there are after-hours member events in our suite; then conference rooms are open unlimited for members during that time.
  3. Updated 12/6/18: You can reserve the conference rooms outside our suite at least 15 minutes in advance, or walk in if available. If you walk in without reserving, you might need to leave if someone else schedules the room while you’re in there, so it’s best to either schedule before, or schedule 15 minutes after you walk in.
      • Schedule your meeting for the most time you might need, so it ends up being the same or less than the amount of time you reserve for.
    • To view the calendar and reserve: the calendar for the Division conference room and the Downtown boardroom conference room is:
    • 1. Login:
      2. Then click “Resource Schedule” in the top left of the screen. The calendar will appear. Click “Create Reservation” in the top right of the screen. Once you book the reservation in the calendar, it’s guaranteed – no confirmation email will be sent.
      • Select resource: “Conference Room” (Downtown choose the room that is not 605)
      • Event name: “Collective Agency: your first and last initial.” such as “Collective Agency: A.L.”
      • Event type: “Single”, or you can reserve multiple dates under “Multiple”.
      • Click “Save”. Then check the calendar to make sure your event was added.
      • You can move your reservation by clicking on it then changing the date and start and end time.

      3 hours is the maximum time for any reservation. Each reservation needs to start at least 15 minutes from when you add it to the calendar.

      3. Email Alex with any questions, notes, to see how to set up equipment in the conference room, or to cancel the reservation.
  • For all other conference and phone rooms, reservations are via Post-It notes on the door – you can email to check availability and reserve, or put the note on the door yourself.

6. Phone calls.

Be considerate and aware of phone call volume as top priority for other tenants and for members. Check out the Community Guidelines. Ask Alex if you have questions.

You can make calls in these areas only:

  1. Medium conversational volume:
    • Conference and phone rooms (all have ethernet and wifi).
    • Lobby sofas at Division (has ethernet and wifi).
  2. Any volume:
    • Courtyard or tables near courtyard at Division.
  3. Super-quiet calls only: in our suite at Division. If it’s loud enough for any words to be heard clearly at the nearest desk, it’s not super-quiet.

If someone’s talking too loud, writing on a piece of paper and showing them is great, “Could you take the call in the phone rooms, conference room or lobby sofas? We don’t do calls that aren’t super-quiet in the main suite.” Then they can say “Hold on” to the person on the call and walk to a good area.

7. Visitors.

  1. Conversations are great in our suite if they are in normal voices, indoor voices/office voices, not loud or emoting. 15 minutes to 3 hours per day of people talking total is common.
  2. Any member can fill up any conference room with visitors (up to 14 people total including the member, in the biggest room).
  3. Reservations for meetings with visitors are recommended in order to guarantee conference room availability and have conference rooms clean and ready for arrivals.
  4. The member who is hosting the meeting is required to arrive at Collective Agency at least 15 minutes before their first visitor is expected (so that people aren’t waiting outside).
  5. Members have the option of using all or some of their conference/phone room/common area time to host visitors in our suite, if appropriate.
  6. All visitors here for meetings have to stay within the same room or nearby area (except for restrooms/kitchenette). All visitors here for a visitor day pass can work in separate areas within the same building from the member hosting them.
  7. A visitor here for a meeting can’t be at Collective Agency more than 3 hours total that day (unless they are a member or here on a member’s visitor day pass).
  8. The member hosting the visitor needs to be here the whole time that the visitor is here – as an example: if you leave at 130pm, the visitor needs to leave before you or with you at 130pm.
  9. Visitors are the responsibility of the member who invited them, and are also responsible for themselves.

7b. Dogs as visitors at Division:

Dogs are formally allowed at Collective Agency Division starting April 12th, 2018. We don’t have any formal policies for other non-human animals except the other Terms of Service.

  1. No barking. Friendly and minimal barking isn’t okay. The VERY occasional bark (i.e. once in a blue moon) is okay but anything more than that isn’t okay.
  2. No dogs touching soft surfaces (pillows, blankets, cushions, sofas) that are left out here. Professional cleaning will continue weekly.
  3. Dogs will have the same standards as human visitors here – Community Guidelines etc. but non-humans don’t count towards members’ visitor days or visitor hours.
  4. People do tend to have a blind spot to their dogs, so make sure your dog interacts with humans and other dogs in a community guidelines way; be responsible for your dog, and your dog needs to be responsible for itself, if you bring it in. If your dog might be outside the rules more when you’re not here, keep your dog with you at all times.

8. Members hosting events:

  1. The main reason for becoming a member cannot be to host free events.
  2. Times: Members can reserve the main areas Downtown or at Division for 15 to 45 people at most once per month, for up to 4 hours total after 5pm Downtown or for up to 3 hours total after 7pm at Division on weekdays, or anytime on weekends.
  3. Capacity: If we have more than 5 Downtown reservations or more than 5 Division reservations per month, then the Optional Member Meeting or a member survey will be how events moving forward are decided; prior members who hosted events will get priority.
  4. Notice: At least a week notice to members is required, including the name of the event and a description so that any member can join in, and if it’s not likely that there will be at least 15 people, the event will be rescheduled to a conference room.
  5. Reserved desks won’t be moved or touched.
  6. Staff will manage the events, which are published at https://collectiveagency.co/events/
  7. The form with full info is at: https://collectiveagency.co/5/wp-content/uploads/2018/08/members-hosting-events-agreement.pdf

9. Membership payments – fine print:

  1. To pause membership:
    1. a member may give at least one day’s notice, and get a membership credit equal to the pre-paid membership amount for future access (re-starting membership) at a date of their choice.
    2. Any member may not pause membership more than once every two months and must rejoin for at least a full month or the remainder of their credit, whichever is less.
    3. If paused, the 12 months pre-paid must be used within 24 months of the start date. A month-to-month payment must be used within 12 months of its being paused.
    4. Before pausing the membership, all access to member benefits must be returned: the Coworking Visa, mail delivery, locker storage, key fob, or any in-person access in ways that’s for members.
  2. If there’s a waitlist for a reserved desk at an office, a member with a reserved desk at that office will lose the reserved desk if they pause membership and will be added to the reserved desk waitlist. The exception is if they pause for a reason that would be “job-protected time off” or “protected time during which an employee is permitted to be absent from work without disciplinary consequences or a reduction in benefits” in Portland if they were an employee at a big or small company doing the same kind of work; then their reserved desk can be paused for up to that protected amount of time.
  3. A member who pauses or cancels membership, then rejoins, will rejoin at the current rate for all months that weren’t already paid for.
  4. A person or company with 12 months or more prepaid membership may switch out the person who has the membership for a new person, provided there is at least 5 business days notice to Collective Agency staff, and not more often than once every 90 days per membership. The key has to be returned to Collective Agency staff, who will give it to the new person.
  5. With a month notice, someone can get the remainder of their yearly prepayment back for the unused months. This doesn’t apply to people who started prepaying before March 25th 2016. The discount for each month that was prepaid if a remainder is given back is: the regular prepaid discount amount multiplied by the percent of the year the prepayment was in place.

10. Rates:

  1. There are no individual discounts, credits, reduced rates, or extensions on cancellations outside what is in the terms of service; everybody is treated equally under the rules. The only exceptions are: the Coworking Visa, and open houses, both of which are rare.
  2. The monthly and yearly rates include everything except for these:
    • Printing at-cost if more than $8 per person per month (black-and-white text is 8 cents per page, full-color pages of photos are $3 per page). This is the responsibility of the member to self-track and pay.
    • Additional common area time above what’s included, as per section 5. This is the responsibility of the member to self-track and pay.
    • Keys must be returned on or by the last day or there is a $50 fee per set of keys.
    • Each extra locker or filing cabinet (or instead of any lockers or filing cabinet, a cabinet 6 feet tall by 2.5 feet wide by 1.5 feet deep) is $70 per month.

11. Liability:

  1. There is no liability for lost, damaged, or stolen equipment, unless that person stole or intentionally damaged the equipment.
  2. There is trip and fall, and building insurance, for the building.
  3. There is a liability waiver: as a person who may occupy the premises, you agree at your own risk to indemnify Collective Agency against all claims for any lawful guest to the premises who shall have entered onto the premises for the purpose of lawfully visiting you or who shall enter onto the premises with your permission. You agree that Collective Agency shall not be liable for any personal injury, damage, loss or inconvenience howsoever or wheresoever caused to any person, any company, or any property brought in by any person upon the premises.

12. General:

  1. Collective Agency is the trade name of the locations and the name of the business, with these Terms of Service. There are guiding principles of accountability, open book management, checks and balances. Alex Linsker is the business owner.
  2. Violation of the Terms of Service, especially violation of the Community Guidelines, may result in termination of membership as determined by Alex Linsker.
  3. The maximum amount of money owed for any reason by Collective Agency to a person or company shall be the amount paid them for services in that month by that person or company.
  4. The Community Guidelines and other terms of service or policies may change in the future as per the governance process.