FAQs

Coworking at HAYVN FAQs

What are the benefits of coworking?

So glad you asked! There are many, including fewer distractions (than at home with the laundry or at the coffee shop with never enough outlets), networking opportunities (because you’re working next to people doing similar stuff to you) and camaraderie (walk in, get a wave, feel the love). At HAYVN our member events and signature programs are legendary – plus they’re included with all memberships. Our flex desk, dedicated desk, and private office members can also use the fitness center, as well as have HAYVN’s professional mail address as their own. Check out our virtual office plans if you’d like us to handle your mail and package receipt, and we can even help you with live phone answering services.

Why create a women-centric coworking space?

In a nutshell: The women who strike out on their own often work in isolation... And at times, they miss their coworkers’ companionship...the motivating morning chats over coffee, colorful brainstorming sessions at the whiteboard and “I’ve got this idea” exchanges. But put them around other women, who are also changing the world with their work, and they thrive. Ultimately, when women work in a beautiful space made just for them — where they can come together, collaborate and do great work — a little magic happens. That’s HAYVN. So, who is HAYVN? Find out here.

Psst ... men can be members too — they are also valued members of our HAYVN community!

Are men welcome at HAYVN?

Absolutely! Men can be members too. Bring your male clients, co-workers or main man to HAYVN and do great work.

We think of HAYVN as a women-centric, inclusive space. That means we’re all about welcoming everyone into our sanctuary.

I’m worried about distractions? What do you think?

Women (and men) come to HAYVN with work to do. So…

We say “Hi” then let you get started. And if you’re feeling focus-challenged, pop in your earbuds with your favorite beta beats — works every time.

One other thing ...

HAYVN members will tell you: they get more work done at HAYVN — in half the time. Sweet.

Learn more about how HAYVN works here.

Can I try out HAYVN?

Yes! Come on in with a day pass and hang with us for the day. We’ll show you around, visit a little then let you get to work. We know you’ll love it at HAYVN so when you join (on any membership or virtual office plan) we will credit the cost of the day pass toward your first month. Psst, it’s super easy to get a day pass and  sign up for a tour.

Membership FAQs

How do your membership plans work?

We’ve designed our plans to make it easy for you to nestle into your HAYVN space. In fact, we’ve got it all laid out right here. Be sure to look at our amenities, events, meeting rooms, HAYVN MAVENS, and other features that make our coworking space much more than just an office space.

Are there monthly minimums for each membership plan, and may I upgrade or downgrade my plan?

Yes, these are the monthly minimums for some but not all membership or virtual office plans. Upgrade or downgrade options may be available based on circumstances, please discuss with a Community Manager.

Which HAYVN membership plans let me get a Google My Business listing?

You can get a Google My Business listing with either HAYVN’s Dedicated Desk or Private Office membership plans which both meet Google’s policy.

Google’s policy says: "Businesses can't list an office at a co-working space unless that office maintains clear signage, receives customers at the location during business hours, and is staffed during business hours by your business staff." Learn more at: http://bit.ly/googlevirtualoffice.

Virtual Offices and Mail Services FAQs

Is it difficult to manage my incoming mail digitally?

It’s easy to manage your incoming mail with our Virtual Office Plans, and we will review every step with you until you are a pro. Mail services are managed digitally through a portal with prompts for you to let us know what you’d like done with your mail. Doesn’t matter where you are, if you have access to a mobile phone, tablet, or computer, you can review the alert we send when you have new mail to review. We send you an image of the outside of each envelope or package and you decide if we should open and scan, forward an important letter, shred, or recycle the mail piece. We can also hold your mail, if desired, for your pickup for 30 days at no additional cost. Please see the virtual office plans and additional services for more specific on each of our virtual office plans.

How do the virtual office and mail plans differ?

HAYVN’s virtual office plans include a prominent professional mail address for your business and marketing collateral, ?unlimited? secure mail and ?package? receipt, convenience, and the ability to manage your mail remotely from your mobile phone, tablet or computer, anytime and from anywhere.

But that’s not all! We have four virtual office plans with different levels of additional HAYVN benefits to fit your changing needs. The Basic Mail Plan is a perfect way to dip your toes into a virtual office with mail services. Our Fleet Plus Plan adds a social membership to HAYVN so you can attend all member events, meet, and mingle with other members and guests. Need some time working quietly away from home or perhaps a room to meet with clients? Our Fleet + 4 Plan adds in the flexibility for your changing needs with monthly credits for day passes or meeting rooms, as you see fit.

Can you explain more about the live phone answering services?

Sure can! Need someone to answer your calls? We can help in two different ways, depending on your needs and budget. Personalized live call answering services of up to 150 calls/month is included in our most comprehensive plan, the Virtual Office Plus Plan, which also includes the flexibility to use monthly credits toward day passes or meeting room credits, and a social membership at HAYVN. Perhaps you don’t feel you will use the day pass or meeting room credits you can also just add personalized live call answering services as an a la carte feature to our other virtual office plans.

Can I get a Google My Business listing with a virtual office plan, or other HAYVN plan?

Unfortunately, Google’s policy does not allow a Google My Business listing with a virtual office plan.

You can get a Google My Business listing with either HAYVN’s Dedicated Desk or Private Office membership plans which meets Google’s policy.

Google's policy says: "Businesses can't list an office at a co-working space unless that office maintains clear signage, receives customers at the location during business hours, and is staffed during business hours by your business staff." Learn more at: http://bit.ly/googlevirtualoffice.

Meeting Spaces and Events FAQs

Can I host a business or personal event/meeting at HAYVN?

Sure thing. From your pitch party to networking extravaganza to family events, we’ve got the perfect event space for you to dazzle your guests. Looking to host a meeting? You can reserve a conference room or event space (indoors or outdoors) for your team, clients, and guests to gather. Our super-helpful HAYVN staff are there to help — from testing the tech to setting up your coffee bar. We’ll take care of behind-the-scenes stuff, while you whisper-speak your presentation or make a toast.

You can bring your own caterer but if you need one, we know great ones who are familiar with our space and know how to make it picture perfect!

Are there flexible layout options for hosting a meeting or event at HAYVN?

Yes! HAYVN’s Sheffield Large Conference Room with beautiful views is perfect for a meeting with 7 flexible workshop/training set-ups. Design styles for laying out the tables and chairs include chevron, classroom, theater, U-shape, team tables/clusters, circle or semi-circle chairs, and conference style.

Our Large Event Space with Kitchen can accommodate different layouts including chairs only, tables and chairs, and open space to mingle. Space easily fits 90 and is airy, bright with an open kitchen space boasting an extra long counter for beautiful spreads. Ask about our surrounding breakout rooms which are optional add-ons.

Interested in an outdoor space, fitness center, or the spacious 3-story atrium space, let’s chat more.

Please review our many options in our Event Brochure here.

How do I reserve a HAYVN meeting or event space?

The easiest and quickest way to reserve your space is to book online or give us a call or fill our our event form. We’ll find out what you need and help get you all set up.

Can I be a speaker and/or presenter at a HAYVN event?

Thank you for your interest in being a presenter at HAYVN. Since we receive many requests to present to our community we want to make sure your presentation fits with our HAYVN’s vision. Please fill out the HAYVN Speaker Form which you may return to us at hello@hayvn.com.

Questions? Please call us at (833) 429-8659.

Is there a minimum amount of time for a meeting room or event space rental?

For all meetings and events, please include any applicable setup and breakdown time in your reservation.

MEETINGS: Yes, 30-minute increments would be best for a meeting room rental.

EVENTS: Yes, we recommend a minimum of two hours rentals for your event and require a non-refundable two-hour date-hold deposit to reserve your date(s) and time(s).

How far in advance do I need to book a meeting room or event space?

To play it safe and make sure your ideal space is available, book your meeting room or event space in advance.

Want to do a spontaneous meeting? You can quickly check on availability by looking and also booking on our booking calendar. If it’s a short notice need, please also talk to one of the HAYVN staff who can help you — if there’s a space available, it’s yours!

Are there deposit, payment, and cancellation policies for a booked meeting room or event space?

MEETING ROOMS: Yes. When a meeting room booking is cancelled 24 hours in advance, 0% cancellation fee is applied. For a cancellation less than 24 hours in advance, 100% cancellation fee is applied. Meeting rooms include: Sheffield Conference Room, Bell Island Living Room, Huddle/Podcast Room, and Mini Meeting Room.

EVENT DEPOSIT: Renter shall submit to HAYVN a date-hold deposit equal to 2 rental hours to reserve your date(s) and time(s). Deposits are non-refundable. HAYVN has no obligation to hold the desired space for the requested date for a Renter until and unless the Agreement is signed, and the deposit is paid. The balance of the rental fee is due seven (7) days prior to your event.

EVENT PAYMENTS: Payments may be made to HAYVN in cash, by check, or via credit cards (Visa/MasterCard). Miscellaneous or additional costs, such as for staffing, bar, catering, rentals, etc., are due two (2) days prior to your event. No terms are implied or granted and no event preparation work, on the part of HAYVN or Renter, shall commence until full payment is received.

EVENT CANCELLATION: Cancellation of an event at any time after an Agreement is executed and 7 days prior to the event date shall result in forfeiture of the Renter’s date-hold deposit. In the event that Renter cancels its event less than seven (7) days before the event date, Renter forfeits the entire rental fee, including the deposit and the balance paid as well as any other costs incurred on Renter’s behalf, such as reserved food and beverage catering, equipment rentals or purchases. The rental fee, less the date-hold deposit, will be returned to Renter only if Renter cancels the scheduled event at least seven (7) days in advance of the event date.

What are the guidelines for using HAYVN’s event spaces or for hosting an event?

Please review HAYVN's Event Rental Terms and Conditions or give us a call or email us at info@hayvn.com to book an event space and discuss guidelines. You cannot book these spaces online. We will review all guidelines with you, and they also are included in our event space contract.

HAYVN is a drug free and non-smoking facility at all times.

To learn more about our Meeting and Event Spaces, you can see our online brochure here.

Do I need insurance to host an event at HAYVN?

Yes. Exact terms are in the contract and HAYVN Event Terms and Conditions but generally …

  • Renter shall provide Renter shall provide certificates to HAYVN for Renter’s Special Event Liability, Commercial General Liability and Liquor Liability (for events with more than 50 attendees or for events where Renter sells alcohol) insurance no later than 7 days prior to Renter’s event.
  • Third-Party catering service companies must provide evidence of $1,000,000 in General Liability Insurance as well as Workers Compensation Insurance 7 days prior to the event date.
  • Musicians or DJ’s (or third parties who hire musicians or DJ’s) are required to carry General Commercial Liability insurance.
  • Renter shall comply with all applicable local, state, and federal laws.
  • Renter shall indemnify, defend, and hold harmless HAYVN and its officers, directors, employees, and agents from and against any and all demands, claims, damages to persons or property, losses, and liabilities, including reasonable attorney’s fees (collectively (Claims”) arising out of or caused by Renter’s negligence in connection with the use of the facilities.
Can I serve alcohol or drugs at my event?

ALCOHOL: Yes you may, but you must comply with HAYVN's proper conduct which includes not serving to minors on the premises at any time. For the avoidance of doubt, if Renter serves alcohol at any time during an event with more than 50 attendees, Renter shall either (1) obtain and provide proof of a liquor license or permit and required insurance policies OR (2) hire a licensed vendor and or catering company which shall have in its possession a liquor license or permit and required insurance policies. If Renter intends to sell alcohol to attendees during its event, then, Renter must obtain required insurance policies and provide a copy of the insurance certificate and a liquor permit to HAYVN 7 days prior to the event.

HAYVN is a drug free and non-smoking facility at all times.

Please review HAYVN's Event Rental Terms and Conditions or give us a call or email us at info@hayvn.com for more information.

Can I bring my own caterer?

Sure thing, you can bring your own caterer but if you need one, our preferred caterers are familiar with our space and know how to make it picture perfect!

HAYVN's Catering Standards and Kitchen Policy for the caterer is covered in HAYVN's Event Rental Terms and Conditions or give us a call or email us at info@hayvn.com to learn more.

Does HAYVN provide any beverages for events?

HAYVN provides beverages for meetings of 8 people or less including coffee, tea, and water. Not sure what to serve? Hosts often serve juice, coffee/tea, soft drinks, and alcohol. Ask us or a caterer for some ideas including our preferred caterers.

Is AV included with my reservation?

HAYVN has high-tech equipment available such as HD flat-screen TVs, video and conference equipment, awesome sound system, podcast equipment, monitors, and tech support.

Can I see the Terms & Conditions for hosting an event at HAYVN?

Sure. Here are the Terms & Conditions for an event at HAYVN.

Get Your Coworking & Shared Office Questions Answered