Meeting Room Terms And Conditions
Updated on: September 19, 2023
These Meeting Room Terms and Conditions set forth Your rights, obligations and general rules in connection with Your use of Our Meeting Rooms and catering services that are available on this Website and by accepting these Meeting Room Terms and Conditions, requesting reservation of and/or using our Meeting Rooms and catering services, you automatically become bound by these Meeting Room Terms and Conditions.
Who We Are. We, the operators of this Website and providers of Meeting Rooms and catering services for your use through this Website, are Workspaces Company of Adjara Group LLC, I/D: 404630538, legal address: N14 Kostava Street, Tbilisi, Georgia (“D Block”, “We”, “Us” or “Our”).
Our Website: This Website, which is designated for general use by the third parties for allowing them to get acquainted with, book and use Our Meeting Rooms and catering services. References to the “Website” in these Meeting Room Terms and Conditions also refer to the “Portal” integrated into the Website, where Our Contacts can create and manage user’s profile (the “Portal”), get access to more detailed information on Our Meeting Room and catering services offered by Us, purchase Our Meeting Room and catering related services and process payments for this purpose, make reservations and bookings, have access to any financial, legal and operational information/document in relation to their use of Our Meeting Rooms and catering services and track available benefits provided by Us (if any).
It is clearly stated, that only the Contact can manage the Portal, receive respective invoices from D Block, process payments, make reservations and bookings of Our Meeting Rooms and catering services and have access to any financial, legal and operational information/document in relation to the Contact’s use of the Meeting Rooms and catering services.
If the data that You have provided to Us turns out to be inaccurate, fraudulent or misguiding, We reserve the right to reject Your access to the Meeting Room without refunding any fees paid by You.
Your Guests. References to the Guests imply any particular person(s) accessing the Meeting Rooms and catering services through You within the scope of Your use of Our Meeting Rooms and catering services.
For the avoidance of any doubt, it is further clarified, that, in case if You are an individual or a legal entity without a Guest and are using the Meeting Room solely on Your own, respective provision/clause of these Meeting Room Terms and Conditions shall apply solely to You and the reference to the Guests is inapplicable in Your case.
In addition, respective Event Service Agreement may be executed between Us and particular Contact, in case if Our relationship requires additional and individual terms to be specified in the Agreement.
What Services We Offer. References to the “Meeting Rooms and catering services” refer to the provision of the Meeting Rooms located at D Block workspaces with or without the catering services to Our Contacts (dependent upon the Contact’s preference to book the Meeting Room with catering services). Booking of the Meeting Rooms with or without the catering services is contingent upon Our confirmation of Your respective request submitted to Us though this Website. We will notify You if Your request to reserve the Meeting Room with or without the catering services is approved by Us, within 1 (one) business day upon the receipt of Your respective request and We may also contact you on the contact details provided to Us by you through the request form on this Website for the confirmation of further details regarding Your booking.
Descriptions and pricing of Meeting Rooms and catering services are provided on this Website and/or within the respective invoice issued by Us for Your payment and when requesting the Booking of the Meeting Room (with or without the Catering Services), You agree to be bound by those terms as well.
- General Terms for the Use of Our Meeting Rooms and Catering Services
If You are a Guest of the Contact, we retain the right to hold you responsible for any direct or indirect, material or intangible damages caused to Us** or our members, Our other Contacts or any other third-parties as a result of Your actions/conduct and/or non-compliance with these Meeting Room Terms and Conditions and/or Displayed Rules.
If such misconduct/non-compliance occurs, You (implying jointly, particular Contact and/or Guest(s)) fully indemnify Us against any** damages caused due to such misconduct/non-compliance. Apart from Our right on compensation of damages, We retain the right to suspend Your or Your Guest(s) from accessing the Meeting Rooms and/or entire D Block premises temporarily or permanently depending on gravity of misconduct/non-compliance. In case of such breach/misconduct, which entails temporary or permanent suspension from accessing Our Meeting Room and/or entire D Block premises, We retain the right to keep the service fees paid for the Meeting Rooms and catering services and such fees are not subject to any refund/compensation.
1.5. Surveillance Cameras and Recordings. You have full access and control over the Meeting Room throughout the duration of Your booking, while We secure the perimeter and common usage areas of the premises where Our Meeting Rooms are located through Our surveillance security cameras located on the perimeter and common usage areas and through Our dedicated security team. Cameras and security team work on 24/7 timespan.
You are fully and solely responsible for the safe use and storage of Your and/or Guests’ belongings and inventory that are accommodated in the Meeting Room. In the event of their loss, theft, damage and/or destruction, You have to address Our** administration and report the incident, in which case, Our** administration, to the best possible extent, inspects and checks surveillance camera recordings collected on the date of the incident and reports back existence of such incident (if detected) to You. The same rights and responsibilities laid down in this paragraph apply to the Contact’s Guests.
Security camera recordings are kept for at least 30 days from the date of recording.
You and/or Your Guests acknowledge and agree, that due to the location of surveillance cameras, We may not guarantee detection of every incident and therefore We shall not be held liable for the incident and/or failure to detect the incident on the camera.
If We** confirm occurrence of the incident upon reviewing camera recordings, We shall only be obligated to retrieve and present respective camera recording to You and/or Your Guest only on the basis of the request issued by the respective state/court authority for the purposes of further investigation of the incident. Therefore, You or Your Guest have to refer to the respective state authority to inform occurrence of the incident and request the initiation of respective investigative procedures. For the purposes of this paragraph and the present Meeting Room Terms and Conditions, **incident** refers to: (a) the criminal act (theft, robbery, etc.) as defined under the applicable laws of Georgia; (b) any occurrence in relation to the person's property and/or health, which does not necessarily qualify as a criminal act under the laws of Georgia.
1.6. Lost and Found. In case if We find a lost item or inventory within the Meeting Room, it shall be retained in Our specifically designated “Lost and Found” storage room for a period of at least 3 (three) months, but in no case longer than 1 (one) year, contingent upon its assessed value. If You and/or Your Guest lose Your belongings within the Meeting Room or within the premises where Our Meeting Rooms are located, You may seek assistance from D Block reception desk to determine the whereabouts of the item in the Lost and Found storage room. We shall not be held liable if Your lost belongings are not stored in Our Lost and Found room.
You and/or Guest should attend to Your belongings, and We shall not be held responsible for their loss or damage within the Meeting Room or within the premises where Our Meeting Rooms are located.
We also relieve Ourselves from any liability on conditions of the storage in the Lost and Found room. Upon the expiration of the minimum storage period, as stipulated above in this clause, We may at Our sole discretion remove them from Our Lost and Found storage room without any obligations or liabilities.
We do not store food, beverages, tobacco/novel tobacco products and/or medications/medical substances in the Lost and Found room and consequently, We may not be held liable on this part.
1.7. Evacuation exits with respective signs and plans are displayed at the premises where Our Meeting Rooms are located (“Fire Drill”). We will immediately notify You and Your Guests in the event of evacuation necessity. You are fully responsible for adhering to the Fire Drill procedures and ensuring that Your Guest(s) do the same.
1.8. You have to provide us with Your Guests’ data (name, surname and e-mail addresses) prior to Your arrival to Our Meeting Rooms in order to allow their access to the booked Meeting Room. If You fail to do so, We reserve the right to decline Your Guest’s access to the Meeting Room or may need additional time for enabling them to access the booked Meeting Room, therefore We relieve Ourselves from any responsibility or any claims and objections from Your side on such discomfort.
1.9. Utilities. Electricity, water supply and internet resources are accessible within the premises where Our Meeting Rooms are located on 24/7 basis. We shall not be held liable for their disrupted or suspended provision/supply, if this is caused due to the scheduled maintenance works of service provider or any disruption occurred due to the service provider’s emergency case/technical problems. If We are informed on such scheduled maintenance works or disruption by the service providers, We shall notify You respectively. If such disruptions are caused due to Our fault, Our technical team will act promptly and use best possible endeavors to eliminate disruption to the soonest practicability.
1.10. No smoking and/or use of any type of drug or alcohol substance is permitted in the Meeting Rooms and in the entire spaces and common areas of the premises where Our Meeting Rooms are located. If You or any of Your Guests fail to comply with the restrictions stipulated under this clause, We reserve the right to impose you a penalty in the amount of 500 (five hundred) GEL for each case of breach and to seek compensation for any damages (including but not limited to the penalties/fines paid by D Block) incurred due to Your, Your Guest’s disobedience to the restrictions stipulated under this clause.
In addition to the foregoing, We may, at Our sole discretion temporarily or permanently suspend Your, Your or Your Guest’s access to the Meeting Room and terminate the respective Event Service Agreement (if the latter is executed), with an immediate effect and without any obligations or liabilities if such disobedience on Your or Your Guest’s part persists despite Our warnings. To avoid any ambiguity, the suspension of Your access to the Meeting Rooms and/or termination of the respective Event Service Agreement (if the latter is executed) by Us, does not relieve You of any outstanding obligations as of the date of suspension of Your access to the Meeting Room and/or termination of the respective Event Service Agreement (if the latter is executed) by Us. Outstanding obligations include but are not limited to payment of the service fees and penalties as well as the compensation of damages, as stipulated under this clause.
1.11. You are not permitted to bring any food and beverages into the Meeting Rooms without our prior written consent. If You fail to comply with this restriction, We reserve the right to remove any such product from the Meeting Room at any time, with an immediate effect and without any liabilities or obligations.
1.12. Commercial photo/video shooting is prohibited in the Meeting Room and/or the entire perimeter of the premises where Our Meeting Rooms are located. In the event of detection of commercial photo/video footage, D Block is entitled to request their immediate deletion, both from the personal device and from any social media platform or website.
1.13. Repair/Maintenance Works at the Premises. We shall use all commercially reasonable efforts to maintain the premises where the Meeting Rooms are located in a secure and functional condition. For this purpose, We are entitled to carry out periodic repair and maintenance works at these premises for preventing or reducing consequences of normal wear and tear. We shall take every precaution to ensure that such works do not interrupt Your use of Our Meeting Rooms and catering services.
1.14. Warning to the Contacts - If You or Your Guests cause damage to the Meeting Room and/or the premises where Our Meeting Rooms are located (including, but not limited to Our inventory, furnishings and/or technical equipment) You shall be fully and solely responsible for the compensation of expenses We have to incur, alongside with any other direct or indirect damages suffered by Us due to such incident.
1.15. You and Your Guests have to strictly comply with any and all labor, fire safety and engineering, environmental, technical, waste management, safety and sanitary requirements, also the rules of operation of the equipment, inventory, engineering communications and networks. You have to ensure smooth use and operation of the Meeting Room without causing others present within the premises where Our Meeting Rooms are located any disruption or damaging their health and safety.
- Payments 2.1. Any and all payments (service fees) for Meeting Room bookings and catering services should be performed in advance, on the basis of the respective invoice issued by Us, unless otherwise agreed upon under the respective Event Service Agreement. Commercial terms and pricings for you booking are provided in the respective invoice issued by Us. If You book the Meeting Room with catering services, you will receive the final invoice after the completion of Your booking, if the additional costs/expenses have been incurred due to Your additional requests within the framework of Your booking of Our Meeting Room with the catering services. Such additional expenses and costs are payable within 5 (five) business days upon the receipt of the respective invoice. If you fail to pay such costs/expenses within the indicated term, You shall be imposed a penalty of 0,1% of the total amount indicated in such additional invoice, for each day of delay.
2.2. Unless otherwise agreed upon in writing between D Block and the Contact, the following settlement principles apply to Your booking of Our Meeting Rooms and catering services: 2.2.1. The invoice should be settled in advance and in full, within 24 (twenty-four) hours of being sent to the Contact; 2.2.2. Provided that the time period between the issuance of the invoice to the Contact and the booking time for the Meeting Room and catering services is less than 24 hours, the respective invoice should be settled in advance, within 1 hour of the invoice being sent to the Contact, but no later than the Meeting Room and catering services scheduled booking time. 2.3. If you fail to comply with the invoice settlement terms stipulated under this Article, We reserve the right to cancel Your booking of Our Meeting Rooms and catering services at Our sole discretion and at any time. 2.4. Any and all payments shall be proceeded in the form of wireless transfer and the Contact shall be solely responsible for the payment of any fees/costs associated with wireless transfers/bank charges. 2.5. To avoid any ambiguity, any payments shall be deemed performed upon their enrolment on Our bank account. 2.6. We reserve the right to unilaterally amend, i.e. further increase or decrease service fees for the Meeting Rooms and catering services, at any time and at our sole discretion upon prior written notice served reasonably in advance in the event of necessity.
- Termination and Cancellation 3.1. Present Meeting Room Terms and Conditions enter into force upon Your request of booking Our Meeting Rooms. If Your request is approved by Us, Your access to the Meeting Room is active for the date and time of Your booking. 3.2. Your Meeting Room and catering services booking is subject to the following cancellation policy:
Cancellation at least 48 hours before the booking time is subject to 100% refund of paid service fees;
Cancellation 24 hours before the booking time is subject to 50% refund of the paid service fees;
Cancellation after 24 hours before the booking time is non-refundable.
If the cancellation is subject to refund, such refund shall be made in the form of money credits to the Contact’s account which then can be utilized for any future transactions available for purchase on this Website.
3.3. In addition, as noted above, We may temporarily or permanently suspend Your access to the Meeting Rooms and entire D Block premises, in case of material breach of these Meeting Room Terms and Conditions and/or respective Event Service Agreement (if the latter is executed). If such suspension occurs, the service fees paid by You in advance, shall serve as the penalty for breaching Your contractual obligation and We retain the right to keep the service fees without any further refund. For the avoidance of doubt, it is further stated that if the damage inflicted to us is estimated at higher amount, than apart from the fee paid by You in advance, We retain the right to seek compensation for such damages. Furthermore, we may terminate the respective Event Service Agreement (if the latter is executed), also Your booking or temporarily suspend your access to the Meeting Rooms and catering services without any obligations or liabilities, if due to the objective reason beyond Our control, we are not able to provide Our Meeting Rooms and catering services for Your use any more or for a certain period of time. 3.4. You are required to have the Meeting Room fully vacated by the expiration time of Your booking. If You fail to do so, We are allowed to remove Your inventory and belongings from the Meeting Room and move them to Our warehouse and keep there for 7 (seven) calendar days. If you do not take them away during these 7 (seven) calendar days period, We shall not be held liable for their storage conditions and/or any losses/damages of such inventory upon the expiration date of this term. 3.5. Expiration of Your booking or termination of the respective Event Service Agreement (if any) on any grounds, does not relieve You from outstanding obligations, including but not limited to the obligation to compensate damages (if any), payment of any outstanding fees and/or penalties and/or performance of any outstanding obligations. We reserve the right to seek compensation for any direct or indirect, including but not limited to lost business opportunities, material or intangible damages caused to Our business.
3.6. Any provision of these Meeting Room Terms and Conditions or the respective Event Service Agreement that by its nature and purpose regulate the relationship between Us upon its termination date on any ground, shall survive and remain in full force after their termination and/or booking expiration date.
- Confidentiality 4.1. Any information containing personal and identifiable data related to our contractors, members, other Contacts, information relating to their business activities, business model and future plans, any financial and legal information related to Us or Our affiliates/ Our ember(s), other Contacts, any idea, method, system, concept, principle, document, process, "know how" relating to Our business activity or the business activity of Our affiliate, Our member(s), Our other Contacts and/or any information to which You or Your Guest might get direct or indirect access in the scope of our relationship and which is not publicly accessible, shall be deemed as confidential and its disclosure may have a negative impact on Us, Our affiliates, Our member(s) and/or Our other Contacts ("Confidential Information"). Any and all information exchanged/obtained on the basis or in relation with Our relationship, shall be deemed as confidential without the necessity of qualifying them so. You and Your Guest(s) are prohibited from disclosing such Confidential Information to any third parties, disseminate such Confidential Information in any form and substance in any public or private space without Our prior written consent.
4.2. Obligations laid down herein shall survive termination of Our relationship/respective Event Service Agreement (if the latter is executed). You have to take the same and adequate security measures for the protection of the Confidential Information from any unauthorized disclosure during effectiveness or upon expiration/termination of Our relationship, as You would have taken for the protection of Your own confidential information. If You are a legal entity, You shall disclose Confidential Information only to the extent of necessity and only to those staff members, who need to have access to such information for specific purposes of adherence to those contractual obligations set forth herein or in the respective Event Service Agreement (if the latter is executed). Such persons have to be bound by the same degree of confidentiality obligations. You may disclose the Confidential Information only on the basis of imperative statutory norms or upon the request of the relevant state authority or the dispute resolution body by providing Us** with a prior written notice on the necessity of such disclosure. In any other cases, You undertake to indemnify Us against any direct or indirect damages caused due to the unauthorized disclosure of the Confidential Information.
4.2. You have to destroy any Confidential Information delivered/disclosed to You in a tangible form or electronically or return it to Us immediately upon the termination of Our relationship/respective Event Service Agreement (if the latter is executed) or upon Our written request. Confidential Information delivered in the tangible form includes any copies and all recordings.
- Data Protection Policy
Representations and Warranties 6.1. You represent and warrant, that: 6.1.1. Your activities do not contradict with the applicable laws of Georgia, they are legal and ethical and You have obtained all relevant consents/permits/licenses/authorizations for conducting such activities, if they are subject to any consent/licensing/authorization on the territory of Georgia. Your activities have to be ethical and should not cause Us any type of reputational or material damage. 6.1.2. By accepting these Meeting Room Terms and Conditions and/or executing respective Event Service Agreement with Us, You have all due authorizations to act so, including authorizations from another individual or legal entity (for detailed warranties on this part, please refer to “Who You Are” section herein above); 6.1.3. You have not undertaken or assumed any obligation/liability vis a vis any other third party, which contradicts or restricts You from entering into these Meeting Room Terms and Conditions or the respective Event Service Agreement (if the latter is executed); 6.1.4. You undertake to comply and ensure Your Guests to read and comply with these Meeting Room Terms and Conditions and the provisions of the respective Event Service Agreement (if the latter is executed), that apply to their conduct/behavior/obligations. You also undertake to ensure to obtain written consent, if such consent is needed under the laws of Georgia. Responsibility on determination of obtaining such consent rests on Your part;
8.1. We make wireless network service available and accessible for Our Contacts and their Guests’ use within the premises where Our Meeting Rooms are located. The wireless network is provided on "AS IS" and “AS AVAILABLE” basis without warranties of any kind, either expressed or implied, including but not limited to its service level or specific rates of speed. Although We take every reasonable technical and commercial efforts for cyber-security at the premises where Our Meeting Rooms are located, We also have no control over information obtained through the internet and cannot be held responsible for its content, accuracy or safety. Use of wireless network service is done at Your own risk. You and/or Your Guests are responsible for ensuring to run up-to-date anti-virus software on respective devices. 8.2. We are not liable for any damage, undesired resource usage, or detrimental effects that may be inflicted to or experienced by Your or Your Guest’s device and/or software, when such device is connected to the wireless network available at Our Meeting Rooms. You are solely responsible for any actions carried out from these devices, whether intentional or unintentional, resulting in damaging or otherwise affecting other devices or users of the same wireless network. We relieve Ourselves from liability for any loss, damage, security infringement, or injury which You or Your Guests may sustain as a result of using wireless network and You hereby agree to be solely responsible for any such loss, infringement, damage. 8.3. Your (Your Guest’s) access to the wireless network may be blocked, suspended, or terminated at any time for any reason and We reserve the right to remove, block, filter, or restrict by any other means any material that, in Our sole discretion, may be deemed as illegal, unethical or hazardous, also those that may subject Us to liability of any kind, may infringe any copyright, trademark, trade secret, right of publicity, privacy right, or any other right of any person or entity, may contain material that is grossly offensive, violent and/or defamatory. For this purpose, We may cooperate with legal authorities and/or third parties in the investigation of any suspected or alleged crime or civil wrong. You (Your Guests) are also prohibited from accessing Our and Our members’/Our other Contacts’/third-parties’ computers, accounts, files, or data without respective written consent. We may block, suspend or terminate Your access to the wireless network service, if We discover such activity or attempt on Your part. 8.4. If You breach any of the obligations and restrictions stipulated in this section, We shall also be entitled to temporarily or permanently suspend, terminate or cancel Your access to the Our Meeting Rooms and/or entire premises of D Block.
Final Provisions 10.1. These Meeting Room Terms and Conditions become effective on the date of their publication or update on the Website and supersede and cancel any earlier versions. These Meeting Room Terms and Conditions also apply to all the Contacts who booked Our Meeting Rooms and catering services prior to the effective date of current Meeting Room Terms and Conditions.
Contact us გვერდის Hyperlink. 10.2. Any and all communication to D Block within the scope of these Meeting Room Terms and Conditions shall be carried out in writing by using CONTACT US page of this Website.
(A) Electronic Notification: In case if these Meeting Room Terms and Conditions or respective Event Service Agreement make reference to electronic notification, such notification shall be served in any following forms at D Block’s preference: (i) sent to Your e-mail addresses provided to Us, when requesting the reservation of Our Meeting Rooms and catering services through this Website; or (ii) uploaded on Your Profile on this Website;
(B) Written notification - written notification implies notification served in any following forms at D Block’s preference: (i) mail (actual handover) on actual location at D Block premises of the Contact handed over to the person, whose name and surname is duly written down on the receipt notice; or (ii) publication/sticking up respective notice for the Contacts on the notice board at D Block premises.
10.7. In the event of any claim, request, inquiry or feedback, please, CONTACT US. 10.8. In the event of any dispute arising out of or in connection with these Meeting Room Terms and Conditions, We shall use all reasonable endeavors to resolve any such dispute by means of negotiation and mutual agreement. If We fail to reach a mutually beneficial agreement, any such dispute shall be submitted to the Georgian International Arbitration Center for a final settlement of the dispute by arbitration, in accordance with its arbitration rules. If the amount of the dispute does not exceed 100,000 USD, the dispute shall be settled by one arbitrator appointed in accordance with the arbitration rules of the same arbitration center. In the event of the dispute amount exceeding 100,000 USD, the dispute shall be settled by 3 arbitrators, one appointed by You, one by Us and one in accordance with the arbitration rules of the same arbitration center. The place of arbitration shall be Tbilisi, Georgia, the arbitration shall be conducted in Georgian language.