Terms of Service

A. Community Guidelines B. COVID Rules C. What’s Included D. Terms of Service E. Rates (see the rates page)

A. Community Guidelines

The following applies to the entire Collective Agency community. It is a simple statement of the expectations within which we all work. Please read it with care.

  • Every society has rules of conduct by which the members of the society agree to abide.
  • Collective Agency is a society of creative persons who inhabit a common space.
  • In Collective Agency, individuals are prized for their individuality, but no individual has the right to inflict harm upon others or to destroy or lessen that which should be available to all.

To these ends, the following apply, in the physical workspace and, as applicable, online:

1. OWN responsibility for your actions.
2. HOLD each other accountable.
3. BE an active participant in your membership.
4. IF needed, confront with respect (how you’d like to be confronted).
5. HAVE a considerate level of voice (and language). Place cellphones on vibrate.
6. CLEAN up after yourself.
7. HELP to keep common areas tidy.
8. BE mindful of valuables; yours and others.
9. WHEN informally meeting in common areas, be considerate of other members. Book a meeting room if in doubt.

B. COVID Rules (last updated July 15th 2021)

1. Decide not to come to Collective Agency premises or outdoor events if you think you might be sick or contagious with any cold or flu, and if you think it is, don’t come for at least 1 week after all symptoms are gone, unless it’s diagnosed as COVID-19, in which case get confirmed by a doctor screening again that it is no longer contagious before you come in.

2. If you have any other kind of non-cold cough, sneeze, etc, fully cover your mouth/nose each time with a tissue or your elbow etc just in case, even if you’re fully vaxxed and/or even if you’re wearing a mask.

3. Masks are required at all times in the suites at Collective Agency, unless you’ve confirmed you’re fully vaxxed by filling out the form. Full info and the form was emailed to all members, and people touring can fill out the form if they’d like; you can share it with your guests to fill it out too. Please allow 1 full business day to receive email confirmation.

  • Masks are still required in the Downtown building outside our suite for everyone.
  • Masks aren’t required in the Division building outside our suite.
  • Note: 95%+ or 100% of members coming in have confirmed they’re fully vaxxed, and the Oregon law is being fully enforced, which is easy to do, for everyone who hasn’t confirmed yet.) 

4. If you’ll have guests, make sure they’re aware of and within all these terms before they meet you. Check with Alex that there’ll be room in advance if you’re not sure. Every item here also applies to guests.

5. Wipe down the desk at the end of the day, so it’s clean for the next person. There are unscented babywipes and Clorox wipes.

6. Don’t accept mail or packages for other suites in the building for any reason.

C. What’s Included

All membership options include:

Access to Collective Agency workplaces (Division and Downtown) that are all very open and spacious yet cozy-serene-productive-relaxed feeling with lots of natural light. All locations have:

  • 24/7 access during your days here each month.
  • Community:
    • Have conversations and become friends over time. Eating lunch and talking together most days is common. In the main work area of each location there’s usually people talking for between 15 minutes and 3 hours per day.
    • Option to participate in or organize any community activities.
    • Conversations are great in the main areas, the kitchen, and the lounges. Classical, ambient, jazz or other instrumental music without words plays during the workday.
  • Many large shared computer monitors.
  • Three hours maximum per day in conference and phone rooms, common areas outside our main suites, and/or having guests. Each location has three conference and phone rooms, plus additional unique areas.
  • Three guest day-passes per month. Division allows dogs that don’t bark (or rarely “once-in-a-blue-moon” bark) and who are good around other people and other dogs.
  • Bicycle parking indoors. Division has free street car parking. Division and Downtown each have showers.
  • One of the fastest internet connections in Portland.
  • Unlimited coffee, tea, bubbly water and hot chocolate.

Membership as-many-days-as-you-want also includes:

  • A locker for storage.
  • A mailing address (directly to your name at:
    • 3050 SE Division Street, Suite 245, Portland Oregon 97202 or
    • 511 SW 10th Ave, Suite 1108, Portland Oregon 97205.
  • A gym for members who mostly work at or have a reserved desk Downtown which is closed during COVID.

Membership with a reserved desk also includes:

  • A reserved desk and chair, and the ability to set up permanent equipment just for you. (Marked with a “Reserved desk for:” sign.)

Other Amenities:

  • A big loft room where everyone works most of the time
  • Community coworking and member events, plus Slack for messaging
  • Lots of natural light from big windows with street views, and all-LED lights
  • Fast and reliable internet access (wifi and ethernet available, 40-150MB down, 30MB up per computer)
  • Conference rooms and phone rooms, up to 3 hours included every day
  • Many 24-inch computer monitors, along with office supplies, cables and adapters
  • Heat and air conditioning, bicycle parking, kitchenettes, ADA access, Herman Miller chairs, plants, art…

And…

  • Gender-inclusive restrooms
  • Printing, scanning, faxing and copying
  • Projectors and screens, whiteboards, flipcharts, markers, easels
  • Regular desks, standing desks (raise-lower desks) and sofas
  • Potluck/community-style food by/for members

Location-specific:

  • The Division office allows dogs (search “dogs” for terms below).
  • Downtown has a gym with weights, fitness machines and towels (search “gym” for terms below).

D. Terms of Service.

Contents:

Intro.

A. Before you start membership: 1. Hours 2. Basics 3. – 4 Payments

B. Phone calls, meetings, and guests: 5. Conference and phone rooms and other common areas 6. Phone calls 7. Guests 7b. Dogs 8. –

C. More on payments and rates: 9. Membership Payments — Fine Print 10. Rates

D. Location-specific: 11. Access 12. Norms 13. –

E. Terms of Service-y: 14. Liability 15. General

Intro: Collective Agency membership legally is a license agreement including the community and shared office space benefits described on this page, and the community includes the online messaging and outdoor and indoor events.

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 they sleep.
  2. Membership or day trials are not open to people who think it’s very unlikely before signing up that they will be members at least 5 months total even if they like it (and even if COVID continues being a big deal longer than that). If you’re not sure, that’s totally fine and we’d like you to sign up.
  3. Tours are for: people considering membership, and press/journalists.
  4. Everyone here acknowledges the Community Guidelines are the core of these terms of service.
  5. Companies may have up to 20 members at a time.
  6. It’s 1 person per membership.
  7. Entry codes, security codes, keys, may not be shared with non-members for any reason.

3. Day trials (not happening during COVID, but you can try working at a desk for up to 30 minutes at the end of your tour to see how you like it):

  1. Schedule a tour or day trial before you arrive.
  2. A day trial is once per person, and only if you’re considering becoming a member.
  3. The day trial is only at the location you RSVP to.
  4. Pay to reserve via the Rates page.
  5. The day trial doesn’t include having: guests, locker storage, or mail/package delivery.
  6. 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 either:
    • Monthly: first and last* month to start (and you’ll be emailed a receipt), and starting the next month your card is charged monthly on the same date each month (send an email if you’d like to get automated email receipts each month),
    • Yearly: 12 months prepaid for the price of 10, charged on the same date each year (you’ll be emailed an invoice about a month prior each time and a receipt the day of the charge).
  3. *If at some point you wish to cancel your membership then email at least the day before your next billing cycle, and then your last month will happen. For billing questions or requests, email Alex at info@CollectiveAgency.co
  4. On the last day of membership or before, mail delivery, mailing address, and locker storage must be ended, along with any in-person access in ways that’s for members, and any keys must be returned.
  5. If lost or late, there’s a $50 fee for the key or set of keys.
  6. 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. 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 (at Division and Downtown),
    • A gym (Downtown – see section 13 of the terms below),
    • 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. 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.
  3. You can reserve the conference room outside our suite: at Division at least 15 minutes in advance, at Downtown at least a minute in advance, or walk in at either 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 to schedule after you walk in starting 15 minutes out.
    • 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:
      • https://app.buildingengines.com/
      • Username: Division: division@collectiveagency.co Downtown: alinsker
      • Password: email division@collectiveagency.co or downtown@collectiveagency.co to ask for the password. 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: your name or initials.
      • 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.
      • To reserve evenings: at Division 11pm-6am or Downtown 6pm-6am, email Alex.3 hours is the maximum time for any reservation.3. Email Alex with any questions, notes, requests, 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 the app (info is under the tablets) – you can email to check availability and reserve remotely, or use the tablets in person 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. Guests.

  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 guests.
  3. Reservations for meetings with guests 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 guest 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 guests in our suite, if appropriate.
  6. Guests here for meetings have to stay within the same room or nearby area (except for restrooms/kitchenette). Guests here on a guest day pass can work in separate areas within the same building from the member hosting them.
  7. A guest 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 guest day pass).
  8. The member hosting the guest needs to be here the whole time that the guest is here – as an example: if you leave at 130pm, the guest needs to leave before you or with you at 130pm.
  9. Guests are the responsibility of the member who invited them, and are also responsible for themselves.

7b. Dogs as guests at Division:

Dogs are formally allowed at Collective Agency Division and aren’t allowed Downtown. 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 guests here — Community Guidelines etc. but non-humans don’t count towards members’ guest days or guest 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. Events (canceled during COVID).

9. Membership payments – fine print:

  1. There is no pause option on license agreements for specific private offices or on any affiliated memberships with those private offices.
  2. To pause membership otherwise:
    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, mailing address, locker storage, key fob, or any in-person access in ways that’s for members.
  3. If there’s a waitlist for a reserved desk, a member with a reserved desk will lose the reserved desk if they pause membership, and will be added to the reserved desk waitlist.
  4. A member who pauses or cancels membership, then rejoins, will rejoin at the current rate for all months that weren’t already paid for.
  5. 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.
  6. With a month notice, someone who started prepaying after March 25 2016 and whose last prepayment was before January 15 2021 can get the remainder of their yearly prepayment back for the unused months:
    1. 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.
    2. A 3% fee on the refunded amount is deducted for payments made after February 20, 2020.

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 (and not happening during COVID).
  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. Payments can be made at https://CollectiveAgency.co/contribution/
    • 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 late fee per set of keys.
    • Each extra locker is $70 per month.

11. Access: Added 6/13/19:

  1. A member’s “main location” can be changed, and is the location the member works at the most (or if the member has a reserved desk, that location).
  2. There’s always room for members at their main location.
  3. All members have access to the other Collective Agency locations based on availability. A reservation system will be added if/when needed.
  4. This applies for all members.

12. Norms: Added 5/31/19 to this document from other documents:

  1. If anyone wants any or all of these while they’re in the suite, this is what happens for each thing they want:
    1. Ceiling lights on
    2. Doors and/or windows closed
    3. Music on between 9am and 5pm, within the limits written up at each location
    4. In-person conversation in normal indoor voices or quieter, not loud or emoting, as long as the conversation is within the Community Guidelines and the other terms. The effective temperature after windchill in the main rooms of all locations is always kept between 74.0 and 76.0 (76.9 degrees if necessary), regardless of what anyone in the space wants at that moment. If you want a cooler temperature, various areas of the rooms are slightly warmer or cooler, and the many mini- and medium-sized fans are a surprisingly effective way to cool down without affecting other members.
  2. Other norms are either written up elsewhere in these terms, in the “Membership Info” email, in the suites, or are via the Community Guidelines, Governance Guidelines, and Governance Process, which are posted on the wall at each location.

13. Downtown Gym (closed March 17 2020 due to COVID, reopened March 29 2021):

Gym access is for a limited number of members who are: currently paying Collective Agency for membership at the Downtown location as their main location at the $250+ rate or above, who ‘very likely’ or ‘definitely’ ‘very much want’ access. There’s availability. Full information and photos available upon request.

14. 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.
  4. Collective Agency and its owner have no liability if someone gets COVID or any other virus; its insurance doesn’t cover that.

15. General:

  1. Collective Agency is the trade name of the locations and the name of the business, with these Terms of Service. 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, which is posted on the wall at each location.