Community at Convene is the people and programs that create a sense of belonging, so people can be their best selves and do their best work. Convene cares about its people and members in order to inspire them to care more about each other and their workplace. We strive to catalyze relationships, learning, and wellbeing for people and teams to grow and thrive.
The Convene community respects the autonomy and accountability of each member. We can create the best experience for our fellow members by understanding and adhering to the house rules. We seek to cultivate the following values: Connectedness, Awareness, Respect, Empathy (CARE).
Connectedness: We are an open platform where everyone who makes Convene come alive is part of our community — members, guests, employees, landlords, partners, vendors, and the people, neighborhoods, and organizations of the cities where we live.
Awareness: There is mindfulness and purpose to everything we do. We understand that psychological safety is the key to any team and community’s success. We foster this and build trust. This affects the depth of connection with our people, impact, and performance.
Respect: We value diversity, inclusion, and equality. People and innovation thrive when different perspectives are in the room. We treat each other the way we want to be treated, and we are accountable to each other and our work. We strive for the foundational etiquette of a respectful workplace, honoring the trust bestowed upon each of us.
Empathy: We seek to understand the perspective, needs, and feelings of others — including our clients, members, guests, partners, attendees, and employees. This is important to making educated decisions to better our products, our work, and the world.
Convene WorkPlace is designed to be a comfortable, productive work environment for all members. As such, we expect each member to conduct themselves in a professional and courteous manner when on the Main Premises. Should the attendance of any member or guest be determined illegal, disruptive, inappropriate or potentially a legal or reputational liability, inconsistent with the Terms & Conditions, Convene reserves the right to refuse service or entry, or to expel such member or guest from the Main Premises or terminate the Agreement.
The WorkPlace is a shared space. Its resources, including but not limited to, printers, mail delivery, snacks, beverages, common spaces, Bookable Rooms, events and community, are for the benefit of all members. If we determine that any member is abusing the availability of any shared resources to the detriment of other members, we reserve the right to address the concern with the member in question, including by charging additional fees for any excessive use of resources or limiting access to resources, as may be applicable.
To make use of the bookable meeting rooms, member must reserve a meeting room via Robin on the Convene Member App/Portal. Bookable Rooms are intended to be used by two or more members for a scheduled meeting, discussion, or presentation, and are not intended for continuous, everyday work. Smaller rooms (capacity for 2-6 members, depending on room layout) may only be reserved for 1-hour blocks and some locations may charge a fee for use. Larger rooms (capacity for up to 10-14 people, depending on location) do not have time limits, but are charged per hour and added to your monthly invoice. Convene reserves the right to change room booking fees and may do so at Convene’s sole discretion with notice provided to members. Members are advised to check in with their company leadership regarding any company-specific policies.
- Members utilizing rooms without a reservation may be asked to exit the room and/or be charged for the time spent in the room.
- Rooms for individual, one-person use (e.g. Telephone Booths, Enclaves, and Respite Rooms) do not require reservations and are available on a first come basis.
- Out of respect for all members, rooms should be left in the condition they were found.
Please note that groups of more than 3 individuals may not meet in the Commons and must book a meeting room.
As a courtesy, Convene will gladly accept mail and packages on member’s behalf. These services are intended for business use only. Mail services are included as part of WorkSuite Membership; however, they are an add-on service for Community Memberships. Please speak with your on-site team or email email@example.com to have mail services added to your account. Note that mail may be returned to the sender if you have not subscribed to this service Convene shall not be liable for any mail or packages received without a Convene employee’s signature indicating acceptance.
For large packages or furniture deliveries requiring use of a freight elevator, Certificates of insurance (COIs) are required. Other guidelines and hours of operation may vary from property to property. Our accepted carriers include UPS, FedEx, DHL, and USPS. If you schedule a delivery with a carrier that is not with one of these carriers, different insurance may be required or Convene may reserve the right to deny the delivery. Please contact your Customer Success Manager or on-site team for property-specific guidelines.
Lockers may be available for use in the Commons. Certain lockers are designated for long-term use, subject to additional fees. All other lockers shall be used for daily storage only (not overnight), and any items remaining in such lockers after 5 PM each Friday will be discarded. No lockers may contain perishable food. Convene is not responsible for any items stored in the lockers.
To the extent applicable, the Primary Member must provide a list of all Members, and promptly notify of any changes. To the extent your membership includes more than one Member, you may transfer each memberships more frequently than once every 3 months, subject to the Terms & Conditions. Convene reserves the right to deny a membership transfer if you are abusing the membership transfer policy, as determined by Convene in sole discretion. All Members must be at least 18 years of age.
If you wish to host an event in the WorkPlace, you must provide us with reasonable notice and complete all paperwork required by us prior to hosting such event. All events shall be subject to these House Rules and any other reasonable requirements as determined by us in our sole discretion.
Members may request guest access to the WorkPlace via the Convene Member Portal at least 1 hour prior to their arrival. All guests must be accompanied by an active member while on the premises at all times. Guests may not access Convene WorkPlace without a member inviting them accompanying them. Members are responsible for their guests during their visit and must receive guests at the Welcome Desk upon arrival. Please note, guests do not have Convene member privileges, including, but not limited to, booking rooms, printing documents, and registering guests. Guests will be held to these House Rules as if they are members, and it is each member’s responsibility to direct guests to comply with these House Rules.
Our guest policy is intended for occasional visitors for the business purpose of meeting with members, not for routine or repeat use of the space. Any individual visiting Convene WorkPlace more frequently than once per week is required to hold a dedicated membership. If we determine that any guest has been invited by a member with the intention or effect of circumventing or abusing our guest policy, we reserve the right to deny access to such guest and bill the applicable member or guest the cost of an Additional Membership pursuant to this Agreement for such person. All guests must be at least 18 years of age.
Regrettably, we are unable to accommodate any pets on the Main Premises at most Convene locations. Please refrain from bringing any animals to the WorkPlace, unless specifically allowed at the specific Convene Location. Service animals are permitted. Emotional Support Animals (ESA) not trained to provide a specific service do not qualify as service animals.***
Please be respectful of Convene and your fellow members when on premises. Shoes must be worn at all times.
NOISE LEVEL & AUDIO/VIDEO
Please be respectful of your fellow members when using designated quiet areas or taking phone calls or listening to audio in the Commons. Headphones are suggested to limit distractions to your neighbors. All calls taken in our Commons should be kept to a short duration at low volume and never on speakerphone. Longer meetings and/or calls require the use of a phone booth or bookable meeting room.
Your computers, tablets, mobile devices and other electronic equipment must be (i) kept up-to-date with the latest software updates provided by their applicable software vendors and (ii) kept clean of any malware, viruses, spyware, worms, Trojans, or anything that is designed to perform malicious, hostile and/or intrusive operations. We reserve the right to remove any device from our networks that pose a threat to our networks or users until the threat is remediated.
For marketing purposes, we reserve the right to photograph or video members while in the Commons. Please refrain from using pictures or videos of the Convene WorkPlace for your company website or otherwise without written approval from Convene. If you would like to take photos or video in Convene WorkPlace, please contact firstname.lastname@example.org for permission/guidance
Our community thrives on shared values of privacy and respect. While we encourage active participation in social media, please do not photograph, tag or otherwise discuss others without their permission.
Alcoholic beverages may be made available on the premises for those members legally permitted to drink. We expect that our Members will use reasonable judgment in consuming alcohol on the premises and reserve the right to address any abuse of this policy at our discretion. You shall be solely and fully responsible for ensuring that no alcohol is consumed by you or any of your members or guests who are younger than the legal age for consuming alcohol in the applicable jurisdiction.
Due to government laws, rules and regulations, no smoking (including any electronic cigarettes, vaporizers, or similar products) will be permitted on the premises at any time. This policy extends to outdoor areas/terraces managed by Convene.
In order to keep the elevators available and functional for all members, carts, dollies and other freight items which may be made available for use by you and your members may not be used in the passenger elevator except with Convene’s prior permission.
FOOD & BEVERAGE*
No outside catering is permitted within Convene WorkPlace. Outside catering is defined as food and/or beverage service requiring a dedicated setup, outside service personnel, or the use of the freight for delivery. Food or beverage for a given team may not be set up in Commons areas without permission from the on-site team.
OTHER MEMBER PROPERTY
Convene WorkPlace is a shared space. You may not take, copy or use any physical property, information or intellectual property belonging to other members or guests, including without limitation any confidential or proprietary information, personal names, likenesses, voices, business names, trademarks, service marks, logos, trade dress, other identifiers or other intellectual property, or modified or altered versions of the same, and this provision will survive termination of the Agreement.
CONVENE INTELLECTUAL PROPERTY
You may not take, copy or use for any purpose the name “Convene” or any of our other business names, trademarks, service marks, logos, trade dress, other identifiers or other intellectual property or modified or altered versions of the same, or take, copy or use for any purpose any pictures or illustrations of any portion of the area of the building controlled by Convene, without our prior consent, and this provision will survive termination of the Agreement
The Convene staff is part of our community who are highly trained and here to take care of you while you are working and socializing in the WorkPlace. We expect that you will treat our staff and the building staff with the same respectful behavior as you treat other members. Inappropriate conduct towards any staff member may lead to the immediate termination of the Agreement.
Requests for alterations, installations, or repairs should be directed to the Customer Success Manager at the building. You may not make any structural or nonstructural alterations or installations of wall attachments, furniture or antennae in the building without prior approval by us. You may not install any locks in any portion of the areas controlled by Convene, unless authorized by us in writing and in advance. In the event that any alterations or installations are made, you shall be responsible for the full cost and expense of the alteration or installation and, prior to the termination of the Agreement, the removal of such items and the restoration necessitated by any such alterations. To the extent that we incur any costs in connection with such alteration, installation or removal which are not otherwise paid by you we shall deduct such costs from the Service Retainer. In no event are you permitted to perform any of these actions. Only a member of our facilities staff or a Convene-approved vendor is entitled to perform an alteration, installation, removal or restoration.
Convene and/or the building in which the WorkPlace is located may require certain personal information from members and guests for health, safety, and/or security purposes or pursuant to building policies. You are responsible for informing members and guests that they may need to provide such information, for promptly providing any such information and for the accuracy thereof. Convene will process personal information it collects in accordance with its privacy notice available at: https://convene.com/privacy-policy/. Any keys, key cards and other such items provided to you for accessing the building and the WorkPlace are exclusively owned by Convene. You may not make any copies of any keys, keycards or other means of entry to the WorkSuite or the Main Premises or lend, share or transfer any keys or keycards to any third party, unless authorized by us in advance. You are liable for the costs of replacing any such items which are lost or damaged.
All events and guests shall be subject to these House Rules and any other reasonable requirements as determined by us in our sole discretion. WorkPlace members should treat all Convene Meetings guests with the same respect as your fellow WorkPlace Members. In the event that the Convene Meetings space is subject to a buy-out, as communicated to you by Convene staff, you shall not be permitted to access the Convene Meetings space for the duration of such buy-out. Individual company events are not permitted within the Commons. Company events may take place only within dedicated WorkSuites or with a signed agreement for a Convene Meeting’s space.
OTHER CONVENE LOCATIONS**
Convene membership is location-specific and not universal. Members may visit other Convene WorkPlace locations on a limited, temporary basis. Members wishing to do so must inform their WorkPlace Experience Manager at least one business day prior to the desired date of the visit. All of the terms and conditions set forth in the Agreement (including the House Rules and the Terms & Conditions) shall apply to such member during their visit to another Convene WorkPlace location as though such member was in the Convene WorkPlace. Member services may be limited or restricted when not at the member’s home location based on the non-home location’s business needs. This may include, but is not limited to guest registration, room booking and printing.
You hereby acknowledge that, in light of the COVID-19 pandemic, Convene continues to enforce the Operating Standards & Safety Protocols and other policies and protocols related to COVID-19 available at https://convene.com/coronavirus-covid-19-updates/ or otherwise communicated to you in writing by Convene (as such policies and protocols may be modified, amended or supplemented from time to time, the “Convene Policies”). Convene may also require that all individuals adhere to the social distancing measures, including, but not limited to wearing a mask and maintaining a distance of 6-feet from other Members and Convene employees at all times, (as such measures may be updated from time to time in accordance with the applicable federal, state and local laws, regulations and guidelines) while on the Main Premises (“Social Distancing”). Accordingly, you agree on behalf of yourself and your Members and guests, that: (1) if applicable, the number of people allowed in any contracted meeting space or WorkSuite may not exceed what is permitted by applicable law; (2) you and your Members and Guests shall abide by all applicable federal, state and local laws, regulations and guidelines, and any Convene Policies in effect (the “COVID-19 Laws and Policies”) and you agree that you are solely responsible for the health and safety of your Members and Guests; (3) you are responsible for notifying each Member and guest, prior to the scheduled arrival date whether a proof of vaccination status is required, and whether Social Distancing will be required on the Main Premises; and (4) you are aware of the inherent risks involved and assume all risks and hazards related to COVID-19 arising from or related to your and your Members’ and guests’ entry onto, and use of, the Main Premises.
Without limiting any of the other House Rules or the Terms & Conditions, no member may (i) perform any activity or cause or permit anything that is reasonably likely to be disruptive or dangerous to us or our other members, landlord, building management, or our or their employees, guests or property, including without limitation the WorkSuite or the Main Premises, (ii) conduct or pursue any illegal or offensive activities or comport themselves to the community in a similar manner, (iii) engage in any sexual acts or sexually offensive conduct anywhere in the area controlled by Convene, (iv) allow any person to enter the building without registering such person as a guest and performing any additional required steps according to our policies, (v) bring any weapons of any kind, or any other offensive, dangerous, flammable or explosive, hazardous or inherently dangerous materials into the area controlled by Convene, (vi) bring illegal drugs into the area controlled by Convene, (vii) misrepresent himself or herself to the Convene community, (viii) use the WorkPlace in a capacity involving frequent visits by members of the public (including a use in a “retail” or “medical” capacity), (ix) use WorkPlace for residential or overnight stay, or (x) use our mail and deliveries services for fraudulent or unlawful purposes, and Convene shall not be liable for any such use.
Convene holds sole discretion of entry to the Main Premises and the WorkPlace. Should the attendance of any Member or guest be determined illegal, disruptive, inappropriate or potentially a legal or reputational liability, inconsistent with the House Rules or the Terms & Conditions, Convene reserves the right to refuse service or entry, or to expel such Member or guest from the premises. Conduct conflicting with the contract set forth may result in termination of the Agreement . Management reserves the right to refuse service and escort patrons off premises at any time for any reason or no reason.
OTHER POLICIES & INTERPRETATION
In addition to these House Rules and the requirements under the Terms & Conditions, you agree to comply with any rules, policies and/or procedures provided to you in writing by our landlord or by Convene staff. In the event of any dispute arising as to the meaning or interpretation of these House Rules, the matter shall be referred to the WorkPlace Experience Department, whose decision shall be final.
The terms in these House Rules form part of your Agreement with Convene and are enforceable in accordance with the terms therein. The House Rules should be read in accordance with the Terms & Conditions. We reserve the right to modify House Rules at any time by posting a revised version at Convene Full Time Membership Terms & Conditions or by sending an email to the Primary Member. The modified terms will become effective upon posting or, if we notify you by email, as stated in the email message, whichever is earlier. By continuing to use the services associated with your membership after the effective date of any modifications to these terms, you agree to be bound by the modified terms. Any capitalized terms not defined herein shall have the meanings assigned to such terms in the Terms & Conditions.
All terms capitalized but not otherwise defined herein shall have the meaning assigned to them in the Terms & Conditions.
* N/A to SaksWorks locations.
** N/A to the SaksWorks Global Access program through 2022.
*** Convene at 22 Bishopsgate in London is pet-friendly.