Terms and conditions
General Terms and Conditions
As a part of the Kiva Cowork community, I understand that it is my responsibility to maintain and advance the following 5 Principles:
- Be Trustworthy – We trust each other to do what we say we will do. We may have different approaches, but we share an underlying shared set of core values.
- Use Teamwork and Collaboration – Impact cannot happen in isolation. It requires collective action toward a common goal. Collaboration is the key to solving the issues of our community. We embrace the motto, “If you want to go fast, go alone. If you want to go far, go together.”
- Take Action – Beyond simply appreciating new ideas and models pioneered elsewhere, we focus on implementation and measurable outcomes. We take risks and try new things.
- Be Inclusive – We ensure that people from all sectors feel welcome. We create a place for them to connect with, and benefit from, the diverse backgrounds, levels of experience, fields of interest, sectors, and points of view represented in our community.
- Give Before You Get – Strong entrepreneurial eco-systems rely on relationships that are not structured as transactions. We believe in helping others without an expectation of getting something back: “You make a living by what you get; you make a life by what you give.”
The Common Ground
Here at Kiva Cowork, we are all working together in shared spaces which are essentially a microcosm of the great human experiment. And... with shared workspaces come shared responsibilities. So abiding by the following guidelines helps our community maintain social fluency, serendipity, and productivity:
- Cleanliness: Please leave the space in a better state than how you found it. Pay it forward.
- Timeliness: We live in a busy world with meetings to take and problems to solve. Be cognizant of the time and acknowledge that your fellow members need to get into that phone booth or meeting room on time as well.
- Common Decency & Awareness: Think about the others working around you. Lengthy calls should be taken in phone booths or outside; strong scents can be an irritant to others (this applies to food as well as cologne and perfume!). Similarly, this is a shared, professional space, in which many of us meet with clients, partners and investors. Our attire should reflect that we are here to take care of business, so please save the workout gear for the gym, the bathing suits for the beach, and the pajamas for home! Take care to acknowledge that we all share your desire for productivity, but not necessarily your penchant for going barefoot.
- Trust: People here are watching out for you, so watch out for them as well. They work to support you and your work, and are eager to do so; know that they are and ensure they know the same of you. (This does not mean you can leave your things unattended though – better safe than sorry!)
- Happiness: Take a breath. You’re surrounded by a community of people who believe in working to improve things and they're willing to throw their lives into it. So celebrate each other at every chance!
Here is a list of areas you will now be sharing with hundreds or so people you can’t wait to meet:
- Meeting Rooms: booked through member portal
- Privacy Booths: drop in use (up to an hour at a time)
- Kitchens: accessible for everyone
- Bathrooms: need I say more?
- Work Stations: located throughout all spaces
- Printer Bars: also home to office supplies
Internet: You know you want it
Work with us in our effort to continually improve the space and community. If at any time you’re feeling inspired to do something here, find a host and let’s make it happen. Innovation doesn’t happen in isolation.
Nothing says productivity like four people in a small room with a white board for 6 hours. We love meetings too, so let’s make it work for everyone. Check room availability and book through the member portal, or via the iPads placed at the door to each conference room. However, we want to highlight a few points about room bookings:
- All meeting rooms must be booked before you use them; please don’t “jump in,” or chaos ensues. Yes, we do bill you for time if you are in there without properly booking it.
- Room bookings can be made online for the hours between 9am-5pm M-F. If outside of these hours, it will be considered an event and will need to be booked through Kiva’s staff. Full Time, Dedicated Desk and Office Members have access to book a room 24/7.
- You can change or cancel your reservation up to 48 hours before the meeting start time without being charged. Reservations made within 48 hours of the meeting time are billed immediately.
- The day’s reservations are shown on the member portal; there is also a tab for your personal bookings (note that you may need to switch to a different location on the portal). If you do not see your booking, you might want to double check your booking confirmation with the host.
- Prices for meeting rooms are related to your membership level and posted on the website.
- And when the meeting comes to an end, please ask yourself 3 questions:
- Am I leaving the room in the same condition as I found it?
- Did I return all of the amenities to their ‘homes’?
- Was that the best meeting I ever had? We hope the answer to all of them is YES!
Rule of thumb for Privacy Booths: there are not enough. We know this and now you do as well. And, ironically, everyone’s favorite place in the shared workspace is the privacy booth...so please be respectful of the rules:
- Privacy booths are first-come, first-served.
- Privacy booths have a one-hour time limit per booth per person. Please respect timeliness here.
- Please be mindful of how multiple uses a day by the same person affect the rest of the co-workers. We get you might have several calls a day, however the privacy booths are shared space and not your personal office.
- You must rent a meeting room if you are two or more people in the meeting, “How many people can we fit in the privacy booth” is frowned upon.
- All dishes, trash, writing on boards must be removed when you leave. Remember to leave the booth in a better state than how you found it.
Let me run through kitchen scenarios we all know:
- I just finished my delicious mug of coffee. Do I leave it in the sink? No! My mom would be ever so ashamed of me if I don’t rinse it and put it directly in the dishwasher.
- Can I eat this? Food left out on the counter is fair game unless labeled with someone’s name on it.
- No label = yes. If a Share sign is beside it = yes.
- I have extra food! What should I do with it? Fellow members would be happy to eat those goodies left over from your catered meeting! Put the items out on the central kitchen table and set a “Share” sign next to it.
- We will clean out the fridge every Friday. If you want it, take it with you before we dispose of it.
Kitchens are the most utilized spaces in the Kiva locations. Please respect this fact and follow these guidelines:
- All dishes must be rinsed and placed in the dishwasher (except tea pots, those need to be hand washed!). This includes those of your guests. Karma points given for washing extra dishes.
- Kitchen space is limited. Members need to be respectful of the community needs and not keep food or personal dishware stored in the kitchens (you can rent a locker if you want to store anything!).
- All surfaces must be wiped down after use. We have a sponge system for all your cleaning needs!
Here at Kiva Cowork we are committed to reducing our environmental impact, and member participation is fundamental to the success of our environmental programs.
Waste Management: In an effort to increase our diversion rate of solid waste to the landfill, we provide three centralized bins (Compost/Foodscraps, Recycle and Trash) in the kitchen. We ask that our members be mindful of the outside materials brought into the space, to reduce and reuse whenever possible, and to discard into the appropriate bin. To ensure proper separation, we strongly encourage our members to visit the City of Santa Barbara Trash & Recycling website. It’s amazing what you can learn in a few minutes!
- Compost/Foodscraps: food waste, soiled paper, paper towels, wooden stirrers, flowers and yard trimmings, and compostable to-go cups and containers.
- Recycle: paper, durable plastic (clean food containers) glass, and metal.
- Solid Waste: chip bags, candy wrappers, Styrofoam, straws, ceramics, soiled plastics.
- Battery Disposal: batteries should be disposed of properly; hand to staff at the front desk. Please do not throw batteries into the waste receptacles.
Energy Conservation: Please turn off the lights if no one is working in the space and you are the last to leave. We have installed occupancy/motion sensors in our newer facilities, but we still have several manual light switches.
Water Conservation: Water is a valuable resource in Santa Barbara County. We have been experiencing a serious water shortage over the last several years. We ask that members be conscious of their water usage in our facilities. Water Saving Tips: 1. Turn off the faucet when washing dishes and your hands 2. Limit your showers to 3 minutes or less; soap and shampoo with the shower turned off 3. Report any leaks to staff
Zero-Waste Events: All events hosted at Kiva Cowork must be zero-waste. This means that all materials used and disposed of are reusable, recyclable or compostable… essentially, no trash is sent to the landfill! For a list of approved zero-waste vendors, please ask the Kiva staff.
- Mailboxes: Mailboxes are available for part-time, full-time, and dedicated desk members at $20/month and free for offices. Please contact the Host if you are interested in receiving your business mail at Kiva.
- Storage lockers: We provide the option of renting storage lockers in the space for members at $40/month. We also offer full day use at $8 and half day at $5.
Yeah, you have friends and they want to visit you at Kiva Cowork! We are as happy as you to have them come by, and following the “Rule of 2s” will make it easy for everyone to have their friends visit:
- Your guests can stay for up to 2 hours. If they are as enamored of the space as we are, then a day pass is required and can be purchased at the Host desk.
- You (and your company) can have up to 2 guests at a time, and they can come 2 times per month. We know you have more than two people who want to meet with you; if there are more than two, please book a meeting room. If they are here more than twice in a month, they obviously want to become members!
- Be sure you abide by security protocols for each space when you’re bringing in a guest. Meet your guests at the entrance, be sure to introduce your guests to the Host (to check in and get access to our wifi) and make sure they take care of the space as if it were their own. Guests are allowed during the work week, M-F, 9 am – 5 pm, and are not permitted off-hours.
- Canine guests are welcome! We love dogs, but in consideration of your fellow members, please keep them on leash and off the furniture. Doggy treats available for good dogs.
Take note of these important points:
- We will issue every member a keyless phone app.
- 24/7 access is reserved for full-time members. Part-time members are allowed access to the space between 7 am – 7 pm M-F and if you need to be here some other time, you’ll need to work that out with the Host. Flex members and guests have access between 9 am – 5 pm M-F.
Have you found the internet? If you’re reading this, then you probably got here ok. So, to start, remember those hundreds of people who share the virtual space with you. They have virtual business needs that should not be impaired by your ‘home internet habits,’ i.e. bandwidth use should be minimized when possible. We have provided the best quality internet, with ample download and upload speeds but we’re cognizant of traffic...like a little big brother. Be thoughtful about bandwidth and don’t use the wireless in a way that may draw hostile attention (hacking, sharing copyright-infringing material, and all that other fun stuff). And of course, unlawful behavior, harassment and posting illegal material are unacceptable and we reserve the right to terminate memberships in appropriate situations. Management has full discretion on this point.
We ask that you support us in reducing your printing impact as much as possible. Print only what you need.
- Printing is $.10/page for black and white and $.30/page for color. Members will receive 50 pages of black and white prints per month for free ($5 credit), and office teams will receive an additional $5 credit per month.
- Ask a Host to help you set your computer's printing preferences.
- Collect your printed sheets! It’s so sad to find a stack of full color sheets that’s gone uncollected!
Over the years, Kiva Cowork has refined its membership structure to an art form. We will hear requests for alterations, but please understand our need to stick as close to the developed system as possible. And that system is...
- Your available time in the space is determined by the level of membership you choose.
- Memberships are monthly, individual, non-transferrable and automatically renew monthly. Yes, we assume you want to hang out with us longer than for just one month.
- All members may use the open coworking areas. Unassigned Dedicated Desks and Private Offices are off-limits to everyone, unless you want to upgrade!
- Membership payments are due by the 1st of each month. If you sign up mid-month for a Full Time or Dedicated Desk, your first invoice is pro-rated (Flex and Part Time memberships are only prorated if you sign up 5 or 10 days before the end of the month, respectively). Unpaid invoices will cause deactivation of your membership a few days into the next month.
- If you want to change your membership level, please fill out the change/cancellation form before the first of the next month, via your member portal. No refunds for unused hours (in case of downgrade) or missed deadlines. Upgrades mid-month will create an invoice for the difference.
- If a member with a grandfathered rate pauses or cancels their membership for a month or less, they are eligible to sign up for the same rate upon their return. If they cancel for over 30 days, they will receive the membership at the full rate upon their return.
- If part of a team, the primary member is accountable for their team’s adherence to Kiva rules.
- Referral Program: yes, we have it! Sign into your member portal and click the Refer button at the top of the screen to send a membership invitation to your friends. If they sign up, you get 10% off your next month’s membership fee.
- Kiva Cowork reserves the right to refuse or terminate memberships at any time for any reason. It’s unfortunate when this happens, but even two peas in a pod can go bad.
Do you want to rent a space for your private or large event? We have a handy form in the Events page on the website. Just fill in the details and we will confirm availability and price within one week - usually within 24 hours! Do you want to work with Kiva Cowork to create an event program together? Our program team meets regularly to plan events that meet our goals of supporting entrepreneurs, building their capacity and celebrating their achievements. If you have a great idea for strengthening our community of entrepreneurs, email a proposal to the Events Team and we will meet with you to develop a program, identify speakers and decide how we will work.
The Member Portal is a great tool that you can use to:
- Look up your fellow members (search by name or skill) in the Member Directory!
- Pro Tip: Fill out your profile in the My Account section and make it public, so others can find you too!
- Post to the Message Board if you are looking for a reference, want to connect with someone, or just asking a question!
- Look through our Events page to see what’s coming up and RSVP! Everything from workshops, mixers, mentor sessions, massages, etc. can be found here.
- See what discounts we have with our community partners in the Member Perks section.
- Book a conference room or time in the Podcast Studio in the Bookings tab!
- Under My Account, you can update your profile, change your password, change your notification settings, change your membership level (upgrade, downgrade, cancel, pause), update your payment information, look up your bookings and change them if you need to, and register visitors.
We are excited to share our member stories within our community. Therefore we ask for a media release from all members so that we can create awareness and share the awesomeness of our members. By entering the premises located at 1117 State Street, 10 E Yanonali Street and 1221 Chapala Street, you hereby give Kiva Cowork Santa Barbara permission to use your likeness in photographs, audio and/or video for business purposes. The permission herein granted shall include the right, but not the obligation, to photograph you and/or your accompanying party for reasons connected with the premises or business such as marketing content, collateral or materials. You understand and agree that such photographs and/or video recordings of you may be placed on the Internet. You also understand and agree that you may be identified by name and/or title in printed, Internet or broadcast information that might accompany the photographs and/or video recordings of you. You waive the right to inspect or approve all versions of your image. You agree that all such portraits, pictures, photographs, video and audio recordings, and any reproductions thereof, and all plates, negatives, recording tape and digital files are and shall remain the property of Kiva Cowork. You hereby release, acquit and forever discharge Kiva Cowork its current and former managing members, directors, agents, officers and employees of the Kiva Cowork from any and all claims, demands, rights, promises, damages and liabilities arising out of or in connection with the use or distribution of said photographs and/or video recordings, including but not limited to any claims for invasion of privacy, appropriation of likeness or defamation. Kiva Cowork may also freely assign or license the rights granted under this release to another party. This release is binding on you and your heirs, assigns and personal representatives. If you choose to join us, you will be following in the footsteps of great people and we think there are great things coming for you as well. We are here to support you in any way we are capable, so please don’t hesitate to check in with your Host. In the meantime, reach your hand across the table to your newest friend.
Coronavirus Health & Safety Addendum
We live in strange times, and must adapt! To protect yourselves and your fellow humans, please abide by the extra precautions that we hope will soon no longer be necessary.
Stay home if you are sick or not feeling well!
- Practice social distancing, and try to stay at least 6’ away from other people.
- Wear a face mask if you are within 6’ of someone, and always if you are in the kitchen or bathrooms.
- Cleaning sprays and disinfectant wipes are placed throughout the space and within conference rooms. Use them to clean common surfaces after you touch them.
- Automatic hand sanitizer dispensers are placed throughout the space for you to use.
- Arm pulls have been installed on various doors, allowing you to avoid touching a door handle with your hands.
- We are limiting the number of people in the space; in part, this means Kiva is closed to the public. If you want to bring a guest in, you must book a conference room, stay within a private office (if you have one), hold your meeting on the patio, or purchase a day pass. Additionally, all guests must use the temperature reader installed by the front door immediately upon entering the space.
- We ask that while not at a Kiva workspace, you continue to practice safety and social distance guidelines as put forth by State and Local leadership. We are trusting that you, our community, will take precautions and get tested or self-quarantine as needed. Please let us know if you have any questions.
The following are not new rules, but reminders of old rules that are especially important to follow these days:
- Place your own dishes in the dishwasher. We repeat for the people in the back: Place. Your. Dishes. In. The. Dishwasher. Truly, if you have any affection at all for the Kiva team, please help us to avoid touching used and dirty items during this global pandemic.
- Empty Dedicated Desks, Private Offices and Conference Rooms are off-limits. If you want to use them, you can sign up for a desk or office membership, or book a conference room.
We truly appreciate our members and your ability to adjust to the times! We’re in this together, and are looking forward to the day we can once again see your full face and give each other high fives.
At Kiva Cowork, we envision a world where everyone is treated fairly and equally. We know that is not yet the world that we live in, and acknowledge that there is power and privilege that we must work to address to level the playing field.
We have a zero-tolerance policy for harm and harassment. Kiva Cowork reserves the right to decline membership status to anyone violating this policy. Do not harass others, and do your part to prevent and stop harassment. Contribute not only through refraining from engaging in harassing behavior yourself, but by standing beside and in support of others who you see experiencing forms of harassment.
What is harassment? Harassment can be verbal, physical, or emotional. Harassment includes:
- Offensive comments related to gender, gender identity and expression, sexual orientation, disability, mental illness, neuro(a)typicality, physical appearance, body size, race, ethnicity, citizenship status or religion.
- Use or abuse of a position of privilege or power to manipulate or extort others into doing something about which they are hesitant or uncomfortable (i.e. meeting in a location or in attire that is not professional).
- Unwelcome comments regarding a person’s lifestyle choices and practices.
- Unwelcome sexual attention.
- Unsolicited or off-topic sexual images, references, behavior, or advances.
- Physical contact and simulated physical contact (e.g., textual descriptions like “hug” or “backrub”) without consent or after a request to stop.
- Coercion, pressure, or repeated suggestions to engage in the consumption of alcohol or drugs.
- Threats of violence.
- Incitement of violence towards any individual, including encouraging a person to commit suicide or to engage in self-harm.
- Deliberate intimidation.
- Deliberate misgendering.
- Stalking or following.
- Harassing photography or recording, including logging online activity for harassment purposes.
- Sustained disruption of discussion.
- Pattern of inappropriate social contact, such as requesting/assuming inappropriate levels of intimacy with others.
- Continued one-on-one communication after requests to cease.
- Deliberate “outing” of any aspect of a person’s identity without their consent.
- Publication of private communications.
Reporting: If you are involved in or witness any wrongful conduct at Kiva Cowork, we encourage you to notify us. Talk to Kiva staff support in person, or email email@example.com or firstname.lastname@example.org. Emails are treated confidentially and received by Kiva Cowork COO Ted Singley, and General Manager Kristin Boehm.