Terms and Conditions

Our clients engage the services of SpaceFinder; as their dedicated Venue Agent, to coordinate and facilitate their training rooms requirements as specified and agreed.

By engaging the services of a professional Venue Agent, our clients agree to the following terms and conditions:

1. Services provided by SpaceFinder:
You have engaged the services of SpaceFinder Venue Agents whereby their time and resources are used to source and coordinate your training room options.
a. Training client gives authority to SpaceFinder to negotiate on their behalf and, if applicable, provide ongoing coordination of their training rooms in the required locations.
b. Training client agrees not to communicate directly with the venues during negotiations.
c.  Training client agrees to engage the services of SpaceFinder by signing the Engagement Agreement applicable to their selected package.
d.  Any changes or amendments to this arrangement are required in writing prior to the commencement of the venue tender.
e. The engagement of services expires at the completion of the Engagement Agreement, as specified or where terminated in accordance with the Engagement Agreement.

2. Services provided by the venue:
a. Services provided by the venue will be the training room space, tables and chairs, drinking water provision and access to a toilet.
b. Additional facilities such as projector, whiteboard, paper flipchart, TV & DVD, audio visual equipment, internet access and catering will be provided if specified in the Booking Agreement. This Agreement does not specify any requirement of any additional facilities.
c. Extra services such as printing, faxing, scanning, telephone calls, specialist options and ad-hoc catering are to be arranged directly with the venue and payable directly to the venue. SpaceFinder does not provide these services.
d. Catering options: The only obligation of a venue is to provide access to drinking water. If additional catering is required (including hot beverages and any food) this needs to be specified during the scope call at the scope stage. If catering forms part of your venue booking, SpaceFinder requires a set fixed amount of covers to be included in the monthly invoicing. If catering numbers and preferences vary, catering will need to be coordinated directly with the venue provider with payment made direct in accordance with the venues catering policies.

3. Financial budget / estimated costs:
a. An initial training room budget will be agreed upon within the venue scope confirmation call. The SpaceFinder team will clearly communicate if this budget is unrealistic, otherwise venues will be coordinated within this budget, where possible.
b. If appropriate for sourcing large portfolios, a medium value will be agreed upon calculated per calendar month, inclusive of GST, per training room.
c. The medium value is used as the parameter for maximising autonomy and efficiency in securing venues prior to commencement.
d. Any amendments to the medium values will be presented for approval or amendment by training client.
e. Once the commencement dates and the venue booking is confirmed, the commencement invoice will be issued in the month prior to commencement, payable in advance to confirm the booking and secure your capacity.
f. The commencement invoice will be less the engagement invoice amount (if applicable).
g. Monthly hire invoices are then issued calendar monthly in advance to make payments on your behalf to the venues.

4. Changes to bookings and cancellations:
a. SpaceFinder guarantees your satisfaction with our service and works with you on an ongoing basis to manage your training room portfolio during the Agreement.
b. 90 days cancellation notice is required for all venue bookings, otherwise payment in full is required.
c. Prior to the commencement of training, if the confirmed venue bookings are cancelled the SpaceFinder team will not refund the engagement fee, or will charge a cancellation fee of 20% of package price (depending on the service type).
d. Training clients note that the proposed venues may change due to circumstances outside of SpaceFinder’s control. All amendments will be subject to the training client’s approval and within their approved parameters.
e. If the training client wishes to change any of the proposed venues or has any feedback on a venue, SpaceFinder can accommodate this, in accordance with the cancellation terms.
f. After the commencement of training, any issues that may arise with the venues, need to be promptly communicated to our team. If for any reason, you decide to discontinue with a specific venue, cancellation notice applies as specified in your Booking Agreement. The SpaceFinder team will be happy to assist you in acquiring an alternative venue.
g. Should the venue for any reason need to make changes you will be notified immediately and if the case needs be, SpaceFinder will source another venue for you.

Please note that upon engaging the services of SpaceFinder, an Engagement Agreement will be issued which is specific to the client’s requirements.

*This relates to the SpaceFinder Package only.