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About Space.exchange

Space.exchange is an online marketplace for booking Space to work from providers such as pubs, restaurants, theatres, hotels or community centres. Businesses like these have space, often unused space. Be it a pub with a private dining room; a theatre with no shows during the day; a pod in an offseason tourist attraction or a Sunday-school room on a day that isn’t Sunday.

On the other end of the market, people and businesses need Space. Be it a space to conduct an interview; a Space to do a presentation; Space to have a quick champagne reception or a Space for a small business meeting. Space Consumers to find a Space that works for them.

Space.exchange provides Space Providers with a marketplace to put their available Space to work and for Space Consumer to find a Space available that works for them.

A Space can be any room, building or facility that a Space Provider (see below) makes available for work/business related purposes. Spaces are generally classified according to its possible Space Uses and the relevant Space Type.

The Space Use can be range from a meeting, a presentation, an event, or even storage. Space Use (“I need Space to…”) along with the date/time and location required forms the basis of finding a Space that works on Space.exchange.

The Space Type refers to the nature of a specific Space, for example a private dining room in a restaurant or pub, a cinema, or a hall in a community centre.

A Space can only be one Space Type, but the Space can have a number of different Uses.

Availability is when a specific Space can be Booked by Space Consumers. It is determined and managed by the Space Provider. If a Space is indicated as “Instant Booking”, then it is available for the date and time required, but a Space that indicate “Request to Book” may not definately be available and will require the Space Provider to confirm the booking request.

A Space Provider is any business that makes a Space available for booking on the Space.exchange marketplace. The Space Provider is paid for the use of the Space and is also responsible to ensure that the Space is available and in the published usable condition.

A Space Consumer is a person or business that books a Space through the Space.exchange marketplace. The Consumer is responsible for paying for the use of the Space, either through Space.exchange or directly to the Space Provider, as well as for the appropriate and professional use of a Space.

You can use Space.exchange anonymously search for Spaces. You are required to register a Space.exchange user account to be able to add your Space as a Space Provider, or to Book a Space as a Space Consumer. You have the option to register and login as a user using your email address and password, or through Facebook, Twitter or Google. As a user, you should only have one Space.exchange account. The same account should be used for you functioning as a Space Consumer and a Space Provider.

You need to be logged into your Space.exchange user account to add or edit a Space, Book a Space or save it to your Favourite Spaces, to view your booking history and account information, and to use the Space.exchange messaging service between Space Consumers and Space Providers.

You can contact Space.exchange either through the webform on the “Contact Us” page or you can email us on [email protected]. We will send you an email confirmation of all communication received (please make sure emails from Space.exchange doesn’t get stuck in your Spam box).

Space.exchange endeavours to respond to all messages within 48 hours, but will have quicker response times for certain complaints received through the Contact Us web form.

When viewing a Space listing, Social networks’ sharing icons are visible on the right below the buttons for “Add to Favourites” and “Contact Owner”. Simply click the icon of the Social network you want to share the Space with.

It is free to have a Space.exchange account (for Space Consumers and Space Providers), to search for Spaces, or to save a favourite Spaces.

There are however costs incurred; Space Consumers are required to pay for the use of a Space (at Booking or at the time of use), and Space Providers either incur a per-booking fee or fees to list a Space.

Space Providers can list/publish their Space for FREE and have it appear in Space.exchange search results if they select for the Space to be “Pay-per-Booking”.

Space.exchange process all payments through the services of Stripe (www.stripe.com). Stripe is fully PCI compliant and your credit card and Stripe account information is not shared with Space.exchange.

Space.exchange must charge Value Added Tax (VAT) to all our fees in countries were VAT is applicable on digital service transactions. VAT at the current % rate is charged in addition to fees charged to a Space Provider on Space Listing subscriptions and transaction processing fees. VAT will be clearly indicated on invoices that are issued to Space Providers on a monthly basis.

Space Providers are responsible for any VAT or sales taxes, and this is not added to the price indicated for a Space. Space Providers are required to indicate the price for Booking a Space inclusive of any sales associated taxes for their location. Since the transaction is between the Space Provider and the Space Consumer with Space.exchange providing the marketplace, the Space Provider will be responsible for providing Space Consumers with the necessary Invoices (including indicating VAT, Sales or any additional taxes and charges).

For Space Consumers

You can search for Space availability either on a daily or hourly basis.

On the Space.exchange home page under “Find a Space that works” you can select either “Per Day” or “Per Hour” and then in both cases type the city/town you need a Space in, the date you need the Space and the number of people it needs to accommodate.

Alternatively, you can do a quick search based on the required Space Uses by clicking one of the uses (Entertain/Meet/Present/Sell/Store/Work) following “I need Space to:” This is located in the middle at the top of the home page. The results from this quick Use based search results will default to your detected location.

The search will provide you with results of Spaces available in your desired location, capacity and date/time availability. You can filter these results by indicating your preferred Space Type (for example, Private Dining Room, Hall, Meeting Room, etc.), the required facilities and booking method (Instant Booking or Request to Book).

Note that only Spaces indicated as Instant Booking are guaranteed to be available, with all others dependant on the Space Provider confirming a Booking Request.

Simply click on the heart icon in the right bottom corner of a Space in search results, or click “Add to Favourites” when viewing a Space. You will need to be logged in enable a Space to be saved as a Favourite against your account. Your Favourite Spaces will be saved to your account and you can see the list of Spaces in your account dashboard.

There are two ways to book a Space, Immediate Bookings or Request to Book. How you book a Space depends on the how the relevant Space provider operates. Note, your Space Booking is directly with the Space Provider and Space.exchange operates purely as the online marketplace.

  1. Immediate Booking – Spaces that are immediately bookable will be clearly indicated. These Spaces’ availability is guaranteed by the relevant Space Provider. You are able to limit your search for Spaces that are immediately bookable. Booking an Immediate Booking Space requires you, the Space Consumer, to pay for the Space Booking at the time of booking. The booking will be immediately confirmed.
  2. Request to Book (Default Booking) – Space providers may require that booking a Space is confirmed by them to ensure availability. It will be clearly indicated on the Space’s page that you need to “Request to Book”. The Space Provider is required to confirm or decline your Booking Request within 24hours (as per Space.exchange T&Cs). You will receive a notification regarding the Booking Request either confirming the booking or to advise that the Space is not available. You will be directed to the relevant checkout page if the payments for the relevant Space is processed through Space.exchange, alternatively it will be clearly indicated if you need to pay the Space Provider directly at the time of using the Space.

Space Providers are required to maintain the up-to-date availability of a Space on Space.exchange. In some instances, a Space may unfortunately be indicated as available on Space.exchange while it may not actually be and its availability has just not been updated on Space.exchange. We provide Space Providers with a simple integration tool (iCalendar) that will synchronise availability of a Space on Space.exchange and the Space Provider’s own diary/calendar software.

Space Consumers are required to pay for the use of a Space, either through Space.exchange or directly to the Space Provider at the time of using the Space. The mode of payment is dependent on how the Space Provider operates as well as if the Space is Immediately Bookable. The cost of your Space Booking is clearly indicated prior to confirming your Space Booking.

You will be need to pay for the Space Booking at the time of Booking for “Immediate Booking” Spaces, as well as when the Booking Request is confirmed for Spaces that process payments through Space.exchange. Your Space Booking confirmation will clearly indicate if you need to pay the Space provider directly or through Space.exchange.

All Booking payments through Space.exchange is secure and processed through the highest level PCI compliant services of Stripe (www.stripe.com).

A Space provider may select for booking payments to be made directly to them at the time of the Space use. This is only applicable to some “Request to Book” Bookings and will be clearly indicated in your Booking Confirmation communications.

Yes, you can, but any cancellation will be subject to the Space.exchange T&Cs, as well as the Space Provider’s indicated Cancellation Policy. You may incur costs for cancelling a Booking.

A Space Consumer can only review a Space after they have used a Space that they have Booked. You will have the opportunity to write a review of a Space by going to your Booking History/My Reservations in your account dashboard and selecting the relevant Space you want to review.

For Space Providers

You are required to be a registered user and logged in on Space.exchange to add a Space. As a new or un-logged-in Space.exchange user you can simply click on the “Add a Space” button at the top right corner of the site. This will prompt you to register or to login. When you are logged-in, simply click on your account indicator (top right of every page) and then click “Add new Space”. You can also do this when you view your account dashboard.

Completing the profile of your Space is easy through our guided set-up process. For every Space we require that you:

  1. Select if the Space is Paid-per-Booking or a listing subscription
  2. Select if you require Space.exchange to process Booking payments
  3. indicate the type of Space and possible uses
  4. add a description of the Space
  5. indicate the Space’s capacity (number or people)
  6. indicate the Space’s address
  7. set the Space’s daily and hourly pricing (this should include any relevant local sales taxes)
  8. indicate the Space’s availability.

We recommend that you also upload photos, add links to videos, indicate the Space’s facilities. This all enables Space Consumers to find a Space that Works.

A Space’s availability can be either by the hour or day. Space Providers are required to maintain the up-to-date availability of a Space as published on Space.exchange. You can update your Space’s the availability by selecting your space and adjusting the availability through the calendar interface. All Bookings for your Space through Space.exchange will automatically have updated in the Space’s availability.

If you set your Space as “Immediate Booking”, it is required that the Space’s availability is guaranteed up-to-date to ensure that it is definitely immediately bookable without sending you a booking request.

As per the Space.exchange T&Cs it is required that all Spaces’ availability is correct, but we appreciate that when a Space is set to “Request to Book” that in some instances it may unfortunately be indicated as available on Space.exchange while it may not actually be and its availability has just not been updated on Space.exchange.

Space.exchange uses iCalendar (http://icalendar.org) to enable synchronisation of your Space’s calendar and your own calendar service for the Space. It is easy to set-up iCalendar based synchronisation. For each of your Spaces the relevant Space’s dedicated Space.exchange calendar iCalendar link/URL is provided on the Space’s “Availability page (in adding or editing a Space). A field is also provided for you to add your Space’s iCalendar link/URL from your own calendar service. To ensure that Space.exchange is updated with availability from your own calendar (from Outlook, Gmail or other calendar systems), you need to insert the relevant iCalendar link on the Manage Availability page and click Save.

To set-up the use of iCalendar feeds and to get the link from your own calendar depends on the calendar service you use to manage your Spaces’ availability (Google Mail, Apple Calendar, Microsoft Office 365/Outlook Web, etc.).

Subscribing to Space.exchange’s calendar feed from your Space is fairly consistent across major services.

You will also need to “share” your Space’s calendar from your own service. Rest assured, this is a Read-only feed interpreted only as available or unavailable for a specific period.

To get your Space’s iCalendar sharing link/URL from your own calendar service varies between services. Below are links to the support pages for the major calendar service providers, Google Mail, Apple Calendar, Microsoft Office 365 & Outlook Web Access.

For other calendar services, you should go to your “Sharing” settings and select to get the iCalender or shared published calendar link.

The calendars will synchronise when you click “Save” and then do so automatically every 3 hours. The calendars will synchronise every time you click “Save” on your Space’s Availability page.

 

Apple:

Export your Apple iCloud Calendar for your Space

https://support.apple.com/kb/PH11524?locale=en_US

https://support.apple.com/kb/ph11523?locale=en_US

https://support.apple.com/en-us/HT202835

https://support.apple.com/en-gb/HT202361

Publish your Space’s calendar – To make a calendar viewable by Space.exchange.

  1. Choose Edit > Share Calendar
  2. Enter the names of people from your contacts list or email addresses that you want to share this calendar with.
  3. If you want anyone to be able to subscribe to your calendar from the Internet, select the option for Public Calendar.
  4. A URL is provided that you can send to others so that they can see the calendar. Click the share button next to the URL to send it directly to a recipient using the built-in sharing options in OS X.

Tip: Any calendar application that is compatible with the iCalendar standard can subscribe to your calendar using this URL.

Subscribe to other calendars

You can use Calendar app to subscribe to your Space’s calendar on Space.exchange.

  1. Choose File > New Calendar Subscription…
  2. Enter your Space’s provided Space.exchange calendar web link (URL) and then click Subscribe.

The calendar you subscribed to appears in your Calendars pop-up list under the heading “Subscriptions.” To make changes to the calendar – such as the color of its events, or the name that appears in the calendar list – select the calendar in the calendars list, and then choose Edit > Get Info.

 

Microsoft:

https://support.office.com/en-gb/article/Turn-on-calendar-publishing-so-people-can-share-information-eb432e21-aaf0-466b-bf85-cefec0c7c4fc

https://support.office.com/en-gb/article/Video-Share-or-publish-your-Office-365-calendar-7d9e3703-d4db-47d9-b1ab-0424ce804d61

https://support.office.com/en-gb/article/Video-Publish-your-Office-365-calendar-or-send-it-in-email-856afe2b-dda3-49ed-87b3-df6ff515002a

https://support.office.com/en-gb/article/Share-or-publish-your-Office-365-calendar-a6ff417f-e055-4a05-b2b6-52632e96e04b

https://support.office.com/en-gb/article/Video-Publish-your-Office-365-calendar-or-send-it-in-email-856afe2b-dda3-49ed-87b3-df6ff515002a

https://support.office.com/en-us/article/Import-or-subscribe-to-a-calendar-in-Outlook-com-or-Outlook-on-the-web-CFF1429C-5AF6-41EC-A5B4-74F2C278E98C?ui=en-US&rs=en-US&ad=US&fromAR=1

https://support.office.com/en-gb/article/View-and-subscribe-to-Internet-Calendars-f6248506-e144-4508-b658-c838b6067597

 

Google:

https://support.google.com/calendar/answer/37100?co=GENIE.Platform%3DDesktop&hl=en

https://support.google.com/calendar/answer/37111?hl=en

Sharing your Space’s calendar in your own Google Calendar service.

Get the Calendar Address for your public calendar. After you’ve shared your calendar, share the Calendar Address so that people can view your calendar in a web browser, Google Calendar, or another application.

  1. On a computer, open Google Calendar.
  2. In the top right, click Settings  > Settings.
  3. Open the Calendars tab.
  4. Click the name of the calendar you want to share.
  5. In the Calendar Address section, click ICAL or HTML. Learn more in the “About the Calendar Address” section above.
  6. A window with your calendar’s public web address will appear. Copy this link to share your calendar.

Subscribe to your Space’s Space.exchange iCalendar feed:

  1. Open Google Calendar.
  2. In the left column, click on the Add link in the Other Calendars section.
  3. From the menu select Add by URL.
  4. Enter the feed URL in the dialog box then click Add Calendar.
  5. Click Add calendar. The calendar will appear on the left side under “Other calendars.”

Note: It might take up to 12 hours for changes to show in your Google Calendar.

There are two service fee models for Space Providers, 1) Pay-per-Booking, or 2) paying for listing (publishing) your Space on a monthly or annual subscription basis on www.space.exchange.

The fees are:

  • Pay-per-Booking. Listing your Space and inclusion in all search results is free and there are no up-front listing subscription costs, but a fee of 12% of the total Booking Transaction Value (inclusive of VAT in markets where applicable), plus 3% payment processing of the Booking transaction value applies. This option requires that payments for the Space Booking is processed through Space.exchange using Stripe Connect and is limited to Spaces with Immediate Booking. The relevant fee percentage is deducted from transaction payment to the Space Provider. The Space Provider will therefore be paid 85% of the Booking transaction value. A minimum charge of £1.5/US$2/€2/CA$2.5/AU$2.5/ZAR30 per booking applies.
  • Pay for a Space Listing (at point of “publishing” your Space for inclusion in searches) on Space.exchange has two options –  1) only list the Space, or 2) to list the Space and for Booking payments to be processed through Space.exchange:
    1. Space listing only. Booking payments are NOT processed through Space.exchange. Space.exchange’s fees are: £25/US$30/€30/CA$40/AU$40/ZAR440 per month, or £250/US$300/€300/CA$400/AU$400/ZAR4400 per year subscription (inclusive of VAT in markets where applicable). This is for the Space listing only with NO option for Immediate Booking through Space.exchange, therefore all Bookings will be “Request to Book” with you, the Space Provider having to confirm the Booking . In this option all payments for bookings are paid directly to the Space Provider.
    2. Listing + payments processed through Space.exchange. Booking payments are only processed through Space.exchange. Space.exchange’s fees are: £25/US$30/€30/CA$40/AU$40/ZAR440 per month, or £250/US$300/€300/CA$400/AU$400/ZAR4400 per year subscription (inclusive of VAT in markets where applicable), PLUS a payment processing fee equal to 3% of the Booking transaction value (inclusive of VAT in markets where applicable). This is for the Space listing and enables the option for Immediate Booking through Space.exchange. The subscription fee is paid upfront on a monthly or annual bases, and the payment processing fee is deducted from the payment to Space provider for each booking. The Space Provider will therefore be paid 97% of the Booking transaction value. A minimum payment processing fee of £0.5/US$0.5/€0.5/CA$0.6/AU$0.6/ZAR10 applies.

Space.exchange process all payments through the services of Stripe (www.stripe.com).

If a Space Provider selects for a Space’s Booking payments to be processed through Space.exchange (required for Paid-per-Booking Spaces and List + Payment Processing options) they are required to create a Stripe Connect account to enable the processing of payments to them. Setting up a Stripe Connect account is easy and is clearly indicated when a Provider selects their payment model.

 

VAT:

Space.exchange must charge Value Added Tax (VAT) to all our fees in countries were VAT is applicable on digital service transactions. VAT at the current % rate is charged in addition to fees charged to a Space Provider on Space Listing subscriptions and transaction processing fees. VAT will be clearly indicated on invoices.

Spaces are either “Instant Booking” or “Request to Book”. You are responsible for maintaining an up-to-date availability for your Spaces to ensure that Space Consumers can find and book your Space.

Spaces set as “Instant Booking” will automatically update the availability of your Space for the date/time the Space Consumer searched for when they process and pay for the Booking. You, as the Space Provider, will receive a notification of the Instant Booking via email.

Spaces that are set “Request to Book” will require the Space Consumer to submit a Booking Request. You will receive a notification via email requesting you to confirm or decline the Booking Request. You are required to either confirm or decline the Booking Request within 24 hours of the Booking Request submission (as per Space.exchange T&Cs). You need to log in to your Space.exchange account to view the Booking Requests in your account dashboard and from there confirm or decline the individual Booking Requests. A Booking Confirmation notification will be emailed to you and the Space Consumer if the Booking Requests was confirmed. The Space will automatically be set to unavailable for the relevant date/time of the Booking (both when you confirm or decline a Booking Request). Space Consumers are required to pay for “Request to Book” Spaces within24 hours following the receipt of the Booking Request Confirmation for Spaces where payments are processed through Space.exchange.

All forthcoming Bookings are viable in your Space.exchange account dashboard.

You may Cancel a Booking, but this will be subject to the Space.exchange T&Cs and may incur cancellation costs.

As the Space Provider, you can either have payments for Bookings processed through Space.exchange or have payment made directly to you at the time of booked Space Use. You, the Space Provider selects this  for all your Spaces by choosing your preferred Space.exchange payment model, either:

  • Pay-Per-Booking and List + Payments Processing requires payments for Space Bookings to be processed through Space.exchange.
  • “List” only requires payment directly at the Space Provider at time of the Space use.

Note, all “Instant Booking” Spaces require payment to be processed through Space.exchange.

For Spaces where payment for Bookings are processed through Space.exchange, the Space Consumer will pay at the time of booking with the payment to the Space Provider processed at the time of booked Space Use (less the applicable Space.exchange fees).

Space Exchange may offer Space Providers the opportunity to enhance the exposure of their Space to stimulate increased bookings. This promotion of a Space (on either the Space.exchange home page, in search results, or recommended as alternatives to a Space being viewed) is on a competitive Paid for Promotion basis determined on market demand relevant to the Space Location and Space Use. The Paid Promotion of a Space is on a cost per week of exposure (on Home Page targeted at Space Consumer location), Cost per View (above relevant Search results), Cost per Click (where a Promoted Space is suggested as an alternative to the Space viewed. Please contact us on [email protected] to enquire about promoting your Space.