terms and

conditions

Meeting space terms and conditions.

Welcome to whyGo

Ian Porter • General Manager

You are the most important person in our world.
We know that without you, there would be no whyGo.
We have tried hard to make the following meeting space terms less fine print and more of a help full guide as to what
to do and expect before, during and after your meeting so you get the most out of your meeting.
On behalf of the entire whyGo group, welcome.

Welcome

Meeting Space Terms & Conditions

Meeting spaces of all sizes

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01 General explanation

The following meeting space terms and conditions (“Terms of Use”) govern the use of the website (the “Site”), mobile device software applications (the “Mobile Software”), and related services (together with the Site and Mobile Software, the “Service”) made available by whyGo. (“us, “we,” or “whyGo”). By accessing, using or participating in the Service, you (“you” or the “User”) agree to be bound by these Terms of Use. We may modify, add, or delete portions of these Terms of Use, including the pricing terms, at any time. Any revisions to this Terms of Use will become effective the first time you access or use the Service after such changes. If you do not agree to abide by these Terms of Use, you are not authorised to use, access or participate in (or continue to use, access or participate in) the Service.

02 Responsibilities of information

WhyGo gives notice that the particulars/information relating to any Meeting Space (meeting room, training room, day office, co-sharing work-space & video conferencing room, of varying layout types) on the website are provided by the vendors (and displayed on their behalf) and are intended as a general outline for guidance only and, except where specified, do not form, or form any part of, any offer or contract with whyGo. WhyGo is not responsible for the validity of the details relating to the Meeting Space shown. Users should not rely on them as statements or representations of facts but as best endeavors of whyGo to obtain and supply this data. WhyGo and its employees do not have any authority to make or give representations or warranties in relation to the Meeting Space.

Meeting space

Terms & Conditions

03 Bookings

Every effort will be made to ensure that your meeting space requirements are met.
If we cannot meet your exact requirements we will try to arrange a suitable alternative with you.
If requesting a video conference (VC), it is wise to book meetings as far in advance as possible due to the need to pre-test connections of all rooms and devices.
To ensure the meeting runs smoothly we require certain information from you at the time of the booking.
This will include your billing information, such as your name and email address, the time and duration of the meeting, the meeting space locations, layouts, catering, auxiliary equipment, parking and special requirements. If VC, contact and connection information including ISDN/IP numbers or mobile devices of any private locations you wish to include in the conference. We will confirm the meeting request to you via email.
Please note that a meeting space booking is not valid until a confirmation email is issued by whyGo. If this is NOT received when expected, please alert the whyGo team immediately.

04 Use of meeting space

Bring a print-out of the meeting space confirmation provided by whyGo to the venue, with some form of ID.
Your venue host will welcome you and show you to the meeting space.
Any additional requirements like refreshments, photocopying, faxes, phone calls etc. will be provided by the host as requested and added to your bill from whyGo.
For your comfort and safety we request you follow all health and safety requirements, local security policy, and general requirements regarding behavior (e.g. no smoking) while in the venue. You agree to be bound by and comply with any additional terms, conditions and policies provided by the Venue Owner relating to the use of a specific venue, including compliance with building security procedures, IT access and use procedures, maximum occupancy limitations, legal terms, and other terms or procedures provided by the Venue Owner. You may not use the Venue to carry out any illegal activities or use the Venue in violation of law. You are responsible for leaving the Venue in the condition that it was given to you. You may be held liable for the repair cost for all damage to the Venue and items therein during your use thereof.

Video conferencing space

Terms & Conditions

05 Use of video conferencing rooms

In addition to clause 04 Use of meeting spaces, if utilizing video conferencing, your meeting space host will ensure you are happy with the video call, adjusting the view, volume and lighting to your requirements before leaving you to your meeting. In the unlikely event that you experience any difficulties with the VC equipment or anything else during your meeting, your venue host is on hand to assist, and you will be shown how to contact their representative on arrival.

The video connection will be launched automatically at the appointed time, either by a 3rd party bridge, the connecting party or meeting space provider, all dependent on your requirements at the time of booking. If whyGo is responsible for providing the video connection via their 3rd party providers, whyGo cannot guarantee service quality or be held responsible for the success of the connections as there are too many technical variables outside of whyGo’s control. We will do everything we reasonably can to ensure a successful meeting.

To ensure a successful conference it is strongly advised to conduct a test call prior to any video conference booked with whyGo.
It is advised to schedule a test call at least 48 hours prior to the date of the conference.

If it is a private site, not organised by whyGo, dialing into the whyGo meeting space, it is the responsibility of the client to make direct contact with the venue to set up a convenient time to test the connection. All venue contact details are provided on the whyGo confirmation issued when the booking is confirmed. WhyGo are happy to assist if you have difficulties coordinating this. IF, the conference fails and no test call is conducted prior, full room hire charges and any miscellaneous costs incurred to WhyGo are still applied and will be invoiced.

If both VC meeting space are booked and confirmed via whyGo, whyGo operators will organize tests calls for your conference.
A test call exceeding 10 minutes for any service may incur additional charges. Any test calls arranged outside office hours of the WhyGo location booked may incur additional room hire charges.

Payment terms

Terms & Conditions

06 Payment fees & currency

WhyGo will charge you a fee, which will be set out on your quotation, for the Meeting Space requested and for any services (such as, but not limited to, catering and photocopying) (Services) you request.
In addition, we have the sole discretion on charging you a separate booking fee (Booking Fee). We will let you know where such a booking Fee is payable.
Our booking fees are whyGo Asia Pacific AUD $30.00, whyGo Europe GBP £30.00 & WhyGo Americas Inc. USD $50.00.
Before confirming your booking, you will be able to view the indicative amount payable in each booking. WhyGo will supply a full quotation for your acceptance before confirmation of any meeting space requested.
The venue booked may inform us of any payments owed for any extra time you spend in the meeting space or for any extra services you book directly with the venue. You authorize us to collect such payments from you on behalf of the venue using the payment details we hold for you.
All fees quoted are excluding TAX. Fee and availability information is subject to change without notice.
Meeting space is charged PER HOUR. Minimum booking is ONE hour. Most venues on the whyGo system will charge in 15 or 30 minute increments based on the hourly price. This would be advised by a whyGo booking agent at the time of booking your conference.
If a video conference is booked for 1.5 hours, you will be billed for the reserved time of 1.5 hours, regardless of the conference lasting for less, E.G. 45 minutes.
You acknowledge that we are not responsible for any losses caused to you due to currency conversions carried out by your bank or other payment service provider in remitting payment to us.

07 Alteration fee

WhyGo is happy to edit conferences on a fair go basis. However to protect this being abused, whyGo will charge an Alteration Fee for altering a confirmed booking. This will be quoted by the whyGo operators at the time of edit to your meeting space reservation.
WhyGo will allow 1 alteration for direct customers and 2 alterations for agents/brokers after the initial confirmed booking free of charge. The alteration fee will be imposed thereafter.

An Edit or Alteration means that the customer has made a booking and has needed to amend or alter the Start time, end time, duration, date or location after the initial confirmed booking. Our Alternation Fees are, whyGo Asia Pacific AUD $50.00, whyGo Europe GBP £20.00 & whyGo Americas Inc. USD $25.00.

08 Cancellation policy

The cancellation policy in respect of your meeting space booking will be set by the whyGo operator and will be as displayed on your quotation, prior to confirmation and in the email confirmation you receive when you make a booking. You are required to comply with the terms of the cancellation policy.
If you cancel a booking you will only be eligible for a refund in accordance with the terms of the relevant cancellation policy.
You will not be entitled to a refund for cancellation in any other case.
Cancellation notice periods always relate to the local time of the whyGo meeting space booked.
Cancellations can only be advised within local business hours of the whyGo venue booked.
Cancellation notice periods exclude weekends and holidays.
The cancellation terms in relation to meeting space, involving videoconferencing (VC) are listed below:
For VC, 100% of the venue charges will be payable if a cancellation is made within 1 working day (24 business hours) of the local scheduled start time. 50% of the venue charges will be will be payable if the meeting is cancelled less than 2 working days, but more than one working day (minimum 24 business hours) before the local scheduled start time. The full cost of the VC meeting space and any network charges incurred by whyGo will be charged if the meeting is cancelled within one working day of the start time. Some whyGo VC facilities operate separate cancellations periods and charges to the standard terms listed above. If different, these will be notified by a whyGo operator when booking. Like any meeting space booking, the booking made is specific to a particular venue and can only be changed to another venue by cancelling and re-booking.

09 Refund policy

While we are not liable for any dispute you have with the venue as stated in our limitation of liability, we want you to have a positive booking experience. If for any reason you are not satisfied with any part of your booking experience, you agree to inform us immediately by emailing support@whygo.net. We will use reasonable endeavors to resolve any issue you may have. Any refunds we make to you will be in the booking currency in which you made payment.

10 Video & audio connection charges

If a whyGo meeting space venue booked involves video conferencing (VC), the below connection may be applicable.
If the venue is confirmed to DIAL OUT over ISDN, IP or to a mobile device, call charges are in addition to room hire quoted. If your VC room is booked and confirmed directly online and you have selected to DIAL OUT from the venue, a whyGo Operator will contact you to advise connection rates from the venue booked.
If whyGo has scheduled your call connection via a bridging service, these ISDN/IP/Mobile device call connection rates will be charged on top of any room hire quoted by WhyGo. WhyGo will advise complete connection charges for your conference if via a bridge or other means at the time of booking for your approval.
ISDN/IP/Mobile device network charges are billed to the nearest 15 minute increment. E.G. A call connection time of 38 minutes will be billed for 45 minutes connection based on the hourly price quoted by whyGo at the time of booking your conference.
If initiating the video meeting, the customer will be responsible for the cost of connecting to the other venue or venues at the then prevailing rates. Please ask the whyGo Team for these rates.

Legal stuff

Terms & Conditions

11 Limitation of liability

When you book a meeting space through whyGo you will be entering a contract with whyGo (Contract). The Contract will be formed as follows:
When you confirming a booking with whyGo for particular meeting space you will be making an offer to book that meeting space from the relevant venue.
We are appointed by each venue as its broker for the sole purposes of to accepting or rejecting your offer and collecting your payments on its behalf.
Should any meeting not be able to take place other than due to the fault of the customer or any participant (including non-compliance of our terms & conditions), and otherwise than as a result of events beyond whyGo’s reasonable control, the customer will not be charged for the time of the meeting concerned and associated charges.
WhyGo shall not be liable for any delays or losses caused by the customer failing to supply whyGo with the correct information in relation to a meeting.
WhyGo, its employees, agents and sub-contractors shall not be liable for any loss, damage or theft of personal property belonging to any customer or attendee, whatsoever and howsoever occurring at the venue unless caused by the negligence of whyGo or its employees, agents or sub-contractors.
Meeting Space, involving video conferencing (VC), whyGo is not liable if certain information relating to privately booked locations is not provided to us prior to your booking, such as but not limited to; connection type IP, ISDN or mobile device, technical contact person and contact information.
Meeting Space, involving VC but not limited to, whyGo shall not be liable for the technical failure of the video conferencing system or the telecommunications links unless caused by the negligence of whyGo or its employees, agents or sub-contractors.
Meeting Space, involving VC but not limited to, whyGo will not accept any responsibility for conference failure due to technical difficulties beyond our control, therefore charges incurred for the video conference will not be waived.
Meeting Space, involving VC but not limited to, whyGo cannot be held responsible if your conference fails due to technical difficulties caused by, or as a result of changes made to a private site or incorrect information provided to whyGo.
If using VC, the quality of an ISDN, IP or mobile device connection cannot be guaranteed by whyGo as it is dependent upon the line speed or internal bandwidth capabilities of the client site/network or whyGo location booked.
Meeting Space, involving VC but not limited to, where direct loss is caused as a result of any technical failure due to the negligence of whyGo or its employees, agents or sub-contractors, whyGo’s liability shall be limited to a sum equal to the amount charged by WhyGo for the meeting.

IN NO EVENT (I) WILL WHYGO OR ITS SUPPLIERS, OR THEIR DIRECTORS, EMPLOYEES, AGENTS, AFFILIATES OR SUPPLIERS, BE LIABLE TO YOU OR ANY THIRD PERSON, OR (II) WILL VENUE OWNERS OR THEIR DIRECTORS, EMPLOYEES, AGENTS, AFFILIATES OR SUPPLIERS BE LIABLE TO MEMBERS, IN EACH CASE FOR ANY INDIRECT, CONSEQUENTIAL, EXEMPLARY, INCIDENTAL, SPECIAL OR PUNITIVE DAMAGES, INCLUDING FOR ANY LOST PROFITS, LOST DATA, PERSONAL INJURY OR PROPERTY DAMAGE, OF ANY NATURE WHATSOEVER, ARISING FROM YOUR USE OF THE SERVICE, ANY CONTENT OR OTHER MATERIALS ON, ACCESSED THROUGH OR DOWNLOADED FROM THE SERVICE, OR A MEMBER’S USE OF A VENUE, EVEN IF WHYGO (OR THE VENUE OWNER AS APPLICABLE) IS AWARE OR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. NOTWITHSTANDING ANYTHING TO THE CONTRARY CONTAINED HEREIN, AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, (A) WHYGO’S LIABILITY TO YOU OR ANY PARTY CLAIMING THROUGH YOU, AND (B) EACH VENUE OWNER’S LIABILITY TO A MEMBER OR ANY PARTY CLAIMING THROUGH SUCH MEMBER, IN EACH CASE FOR ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE ACTION, IS LIMITED TO THE AMOUNT PAID, IF ANY, BY YOU TO WHYGO FOR THE SERVICE, OR, WITH RESPECT TO VENUE OWNERS, THE AMOUNT PAID FOR THE APPLICABLE VENUE, IN THE 12 MONTHS PRIOR TO THE INITIAL ACTION GIVING RISE TO LIABILITY. THIS IS AN AGGREGATE LIMIT. THE EXISTENCE OF MORE THAN ONE CLAIM HEREUNDER WILL NOT INCREASE THIS LIMIT. VENUE OWNERS ARE EXPRESS THIRD PARTY BENEFICIARIES OF THE PROVISIONS OF THIS SECTION THAT ARE APPLICABLE TO VENUE OWNERS.

12 Termination

WhyGo may terminate or suspend your account or ability to use the Service, in whole or in part, without notice in the event that (i) you violate the Terms of Use or violate any other rules that govern the use of the Service, (ii) your conduct may harm whyGo or others or cause whyGo or others to incur liability, (iii) you receive negative feedback from other Users, or (iv) as otherwise determined by whyGo in its sole discretion.
WhyGo may modify the Service, and all content, software and other items used or contained in the Service, at any time. References on the Service to any companies, organizations, products, or services, or other information do not constitute or imply endorsement, sponsorship or recommendation thereof, or any affiliation therewith, by whyGo.
You may terminate your whyGo account at any time by providing whyGo with notice of termination in accordance with the instructions available through the Service. Your access to, use of, or participation in the Service, including any content therein, may be prevented by whyGo at any time after your termination of your account. Notwithstanding anything herein to the contrary, upon termination of your account, whyGo will remove your Profile and cease displaying your Profile Content, including your Venue listings if you are a Venue Owner, on or through the Service.

13 Privacy

Use of the Service is also governed by our Privacy Policy, a copy of which is located at whygo.net/privacy-policy (the Privacy Policy). By using the Service, you are consenting to the terms of the Privacy Policy.

14 Indemnity

You agree to indemnify and hold whyGo harmless from and against any loss, liability, claim, demand, damages, costs and expenses, including reasonable attorney’s fees, arising out of or in connection with any User Content you post or distribute on or through the Service, your use of or participation in the Service, your interactions with other Users of the Service, or any violation of these Terms of Use or of any law or the rights of any third party.

Web related legal stuff

Terms & Conditions

15 Accounts; Registration; Account security

In order to reserve or otherwise schedule time in a workspace (a “Venue”) online from another User through the Service, you must register for a “Profile” account. In order to make available your Venue to another User through the Service, you must also register for a “Profile” account. In these Terms of Use, Users with Profile accounts will be referred to as “Profile Users” . In connection with registering for, using or participating in the Service, you agree to (i) provide accurate, current and complete information about you and your organization as requested by whyGo (“Registration Data”); (ii) maintain the confidentiality of your password and other information related to the security of your account; (iii) maintain and promptly update the Registration Data and any other information you provide to whyGo, to keep such information accurate, current and complete; and (iv) be fully responsible for all use of your account and for any actions that take place through your account..

16 Venue owners

Use of the Service by Venue Owners is also governed by our Venue Owner Terms located at whyGo.net/venue-owner-terms. By using the Service as a Venue Owner, you are consenting to the terms of the Venue Owner Policy.

17 Proprietary rights in site content – Limited License

All content on the Site and otherwise available through the Service, including designs, text, graphics, images, video, information, software, audio and other files, and their selection and arrangement (the “Site Content”), are the proprietary property of whyGo, its users or its licencors. No Site Content may be modified, copied, distributed, framed, reproduced, republished, downloaded, scraped, displayed, posted, transmitted, or sold in any form or by any means, in whole or in part, other than as expressly permitted in these Terms of Use. Authorized Users may access and use the Service and the Site Content and download or print a reasonable number of copies of portions of the Site Content to which the User has properly gained access solely for the User’s personal, non-commercial use, provided that the User maintains all copyright or other proprietary notices on all copies of such Site Content. Except for your own User Content, you may not publish or otherwise distribute Site Content, including via the Internet or any intranet or extra-net site, or incorporate the Site Content in any other database or compilation. You may not use any data mining, robots, scraping or similar data gathering or extraction methods to obtain Site Content. Any use of the Site or the Site Content other than as specifically authorized herein is prohibited and will automatically terminate your rights with respect to use of the Service and the Site Content granted herein. All rights of whyGo or its licencors that are not expressly granted in these Terms of Use are reserved to whyGo and its licencors.

18 User content posted on the service

You may be able to display certain information on designated portions of the Site or otherwise through the Service regarding you or your company or organization including company and venue information, (collectively the “Profile Content”). You agree to provide accurate and current information in your Profile and to promptly update the Profile Content to keep it accurate and current.
You are solely responsible for the Profile Content, messages, notes, text, information, offerings, images, links and any other content that you upload, publish, display or otherwise provide to whyGo for display (hereinafter, “post”) on or through the Service, or transmit to or share with other Users (collectively, “User Content”). You may not post, transmit, or distribute User Content that you did not create or that you do not have permission to post. You understand and agree that whyGo may, but is not obligated to, review the Site and may delete or remove (without notice) any Site Content or User Content in its sole discretion, for any reason or no reason, including User Content that whyGo believes violates these Terms of Use. WhyGo has no backup or storage obligations regarding User Content. You are solely responsible at your sole cost and expense for creating backup copies and replacing any User Content you post or store on the Site or provide to whyGo.
WhyGo does not verify the accuracy, completeness, reliability or authenticity of any User Content, including any Venue descriptions or Venue availability information provided by Venue Owners, and makes no representations or warranties with respect to any User Content.
When you post User Content to the Site, you grant to whyGo an irrevocable, perpetual, non-exclusive, transferable, fully paid, worldwide license (with the right to sub-license) to use, reproduce, publicly perform, publicly display, modify, translate, excerpt (in whole or in part), publish and distribute such User Content. Subject to the rights granted to us in these Terms of Use, you retain ownership of your User Content.

19 User conduct

You agree not to do any of the following in connection with your use of the Service and to otherwise use the Service in compliance with these Meeting Space Terms of Use.

-use automated scripts to collect information from or otherwise interact with the Service;

-impersonate any person or entity, or falsely state or otherwise misrepresent you or your affiliation with any person or entity, including giving the impression that any content you upload, post, transmit, distribute or otherwise make available emanates from whyGo;

-upload, post, transmit, distribute or otherwise make available any unsolicited or unauthorized advertising, solicitations, promotional materials, “junk mail,” “spam,” “chain letters,” “pyramid schemes,” or any other prohibited form of solicitation;

-upload, post, transmit, distribute, store or otherwise make publicly available on the Site any private information of any third party, including, addresses, phone numbers, email addresses, Social Security numbers and credit card numbers;

-upload, post, transmit, distribute or otherwise make available any material that contains software viruses or any other computer code, files or programs designed to interrupt, destroy or limit the functionality of any computer software or hardware or telecommunications equipment; intimidate or harass another, or promote sexually explicit material, violence or discrimination based on race, sex, religion, nationality, disability, sexual orientation or age;

-upload, post, transmit, distribute or otherwise make available any material which does or may infringe any copyright, trade mark or other intellectual property rights of any other person;

-upload, post, transmit, distribute or otherwise make available any material which is defamatory of any person, obscene, offensive, hateful or inflammatory;

-upload, post, transmit, distribute, store or otherwise make available content that would constitute, encourage or provide instructions for a criminal offense;

-use or attempt to use another’s account, service or system without authorization from whyGo, or create a false identity on the Service;

-use the Service in a manner that may create a conflict of interest or undermine the purposes of the Service, such as trading reviews with other Users or writing or soliciting reviews;

-upload, post, transmit, distribute, store or otherwise make available any answers, responses, comments, opinions, analysis or recommendations that you are not properly licensed or otherwise qualified to provide; or

-upload, post, transmit, distribute, store or otherwise make available content that, in the sole judgment of whyGo, is objectionable or which restricts or inhibits any other person from using the Site, or which may expose whyGo or its users to any harm or liability of any type.

20 Third party websites and content

The Site may contain (or you may be sent through the Service) links to other web sites (“Third Party Sites”) as well as articles, photographs, text, graphics, pictures, designs, sound, video, information, and other content or items belonging to or originating from third parties (the “Third Party Content”). Such Third Party Sites and Third Party Content are not investigated, monitored or checked for accuracy, appropriateness, or completeness by us, and we are not responsible for any Third Party Sites accessed through the Site or any Third Party Content posted on, available through the Site, including the content, accuracy, offensiveness, opinions, reliability, privacy practices or other policies of or contained in the Third Party Sites or the Third Party Content. Inclusion of, linking to or permitting the use of any Third Party Site or any Third Party Content does not imply approval or endorsement thereof by whyGo. If you decide to leave the Site and access the Third Party Sites or to access or use any Third Party Content, you do so at your own risk and you should be aware that our terms and policies no longer govern. You should review the applicable terms and policies, including privacy and data gathering practices, of any site to which you navigate from the Site or relating to any applications you use or install from the site.

21 Eligibility

This Service is intended solely for users who are 18 years of age or older. Any registration by, use of or access to the Service by anyone under 18 is unauthorized and in violation of these Meeting Space Terms of Use. By using the Service, you represent and warrant that you are 18 years of age or older.

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