Fair Usage Guidelines
To make the most of your time in our offices, meeting rooms and communal spaces, please be aware of the following fair usage guidelines we have, to ensure a positive, productive and collaborative environment for everyone where we can support fair, flexible and respectful use of our workspaces.
Booking & Access
- Building Access: Clients based in their home building have 24/7 access to their offices and communal areas, meeting room and day office bookings are available for the duration of room booking hours, while visitors and those using other locations are welcome during reception hours, from 8.30am to 5.30pm. For everyone’s safety, please don’t allow others to follow you into the building unannounced.
- Room Reservations: Please make sure to book your meeting room in advance via our online booking platform or with our team members on site. This helps us ensure you get the space and time you need.
- Arriving On Time: Please arrive for your booked time, as arriving earlier than 15 minutes before your scheduled start time can be difficult for the team to accommodate, particularly on busy days.
- On Arrival: When you arrive, check in at the front desk to get access to your meeting room. If you’re running late or need extra time, let us know as soon as possible and we will do our best to accommodate if there is not another booking immediately before or after yours (in these instances we will make sure to communicate this with you upon your arrival if there is a hard finish time).
- Pet Policy: Not all our buildings are pet friendly due to specific permission and regulations, so, if you’re planning to bring a dog, please check the specific building’s pet policy in advance – dogs must always remain on a lead in communal space and off the furniture.
Guests
On occasions where you are bringing someone with you into the meeting room or coworking area, please book these in advance where possible and ensure they are checked in with the team on site upon arrival – we do have capacity and allowance limits, and these are outline in the T&Cs of your contract.
- For our meeting room bookings, please provide all guest names in advance.
- For Unlimited Coworking Memberships, there is a limit of x2 guests for a maximum of 2hrs.
- For Day Passes and other membership types, guests are to be booked in using any available credit allowance.
- For Day Offices all individuals using the office are to be included in the booking process.
Using the Meeting Rooms and Day Offices
- Capacity Limits: Meeting rooms have a set capacity for your comfort and safety. Please stick to the room’s limits to avoid overcrowding. Our Day Offices are to be booked per the number of people attending the booking.
- Food & Drinks: Feel free to bring light snacks or drinks into the meeting room – we do provide tea’s, coffees and waters. You are more than welcome to have food delivered for your meeting, please just let the team know in advance how they can best support you with this (corkage fees of £5.00 + VAT per head may apply). Alternatively, the team on site are more than happy to arrange this with our catering partners – please allow 2 working days notice for this to be coordinated.
- Tech Support: We’ve got you covered with Wi-Fi, AV equipment, flipcharts (if you just let us know in advance), and other tools. We will get you hooked up at the beginning of your visit but if something’s not working as expected throughout the day, let us know, and we’ll get it sorted quickly.
- Viewings in Day Office Spaces: Our day offices are vacant spaces for sale, so viewings may occur during your booking. For confidential meetings or guaranteed privacy, please book a meeting room instead.
In the Coworking Space
- Respecting Shared Space: Our coworking space is all about collaboration and productivity, so let’s all respect each other’s space. To help everyone enjoy the space comfortably, please keep to one desk space per person and avoid spreading equipment (including multiple monitors etc.) across multiple areas.
- Food: You are more than welcome to bring your lunch into the coworking space while you work but please be mindful if the area is busy, especially food with stronger smells, we have kitchen area available to eat in.
- Keep Your Area Tidy: If you’re using a desk in the coworking area, make sure to keep your space clean and organised. Leave it as you found it for the next person.
- Noise Control: If you need to take a call, we encourage you to use one of our phone booths. If you’re planning a longer meeting or call, please book a meeting room in advance.
- Phone Booths: These are intended for short, focused calls or virtual meetings and we have a mix of bookable (through our building team members) and hop in/hop out booths which are all free to use. Please be mindful of other users and keep to maximum of 1hr at a time.
- Personal Items: We recommend keeping your personal belongings with you when you’re away from your desk, as Landmark can’t take responsibility for items left unattended. To keep spaces available for everyone, please don’t leave belongings in shared areas or phone booths when you’re not using them.
- Furniture: Please refrain from moving furniture around in the coworking spaces as these have been set up in line with health & safety and fire regulations and is in keeping with the overall design look & feel of the building.
- Shared Areas: The kitchen, lounges, and common areas are there for everyone to use – be respectful of shared spaces.
Cleanliness & Maintenance
- Leave No Trace: After your meeting or work session, please leave the space as you found it. If you notice anything that needs attention (broken equipment, spills, etc.) please let the team know.
- Cleaning Up: We keep the space clean and comfortable for everyone. If you’ve used the meeting room or coworking area, please dispose of any litter in the bins provided.
- We operate a ‘clear desk policy’ to enable the cleaners to clean your desk area effectively and to ensure all crockery and cutlery is returned and available to use.
- Our toilets naturally get a lot of foot traffic throughout the day and while our building and cleaning teams are checking these regularly, please help us by keeping them tidy and letting us know of any issues that need to be resolved.
Emergencies & Safety
- Know Your Exits: If case of an emergency, please familiarise yourself with the building’s exits and evacuation routes. Your safety is our top priority – the team will let you know this and there are evacuation routes and muster points displayed in the meeting rooms for your knowledge. Emergency exit doors should only be used in an evacuation, please do not allow anyone to enter or exit via these doors in any other circumstance.
- Health & Safety: If you need any first aid supplies or have any health concerns, please reach out to the building team for assistance – they are all first aid trained.
Questions? Concerns? Feedback? If you’re unsure about something, ask our team on site who are best placed to help you or contact us at the following email addresses: