2 Index User guide & Terms & conditions Welcome Bookings Pricing Legal stuff Who are whygo Contact us
3 Welcome to whygo Ian Porter General Manager You are the most important person in our world. We know that without you, there would be no whygo. We have tried hard to make the following pages less fine print and more of a help full guide as to what to do and expect before, during and after your meeting so you get the most out of your meeting. On behalf of the entire whygo group, welcome.
5 Meeting space 03 Bookings Every effort will be made to ensure that your meeting space requirements are met. If we cannot meet your exact requirements we will try to arrange a suitable alternative with you. If requesting a videoconference ( VC ), it is wise to book meetings as far in advance as possible due to the need to pre-test connections of all rooms and devices. To ensure the meeting runs smoothly we require certain information from you at the time of the booking. This will include your billing information, such as your name and address, the time and duration of the meeting, the meeting space locations, layouts, catering, auxiliary equipment, parking and special requirements. If VC, contact and connection information including ISDN/IP numbers or mobile devices of any private locations you wish to include in the conference. We will confirm the meeting request to you via . Please note that a meeting space booking is not valid until a confirmation is issued by WhyGo. If this is NOT received when expected, please alert the WhyGo team immediately. 04 Use of meeting space Bring a print-out of the meeting space confirmation provided by whygo to the venue, with some form of ID. Your venue host will welcome you and show you to the meeting space. Any additional requirements like refreshments, photocopying, faxes, phone calls etc. will be provided by the host as requested and added to your bill from WhyGo. For your comfort and safety we request you follow all health and safety requirements, local security policy, and general requirements regarding behaviour (e.g. no smoking) while in the venue. You agree to be bound by and comply with any additional terms, conditions and policies provided by the Venue Owner relating to the use of a specific venue, including compliance with building security procedures, IT access and use procedures, maximum occupancy limitations, legal terms, and other terms or procedures provided by the Venue Owner. You may not use the Venue to carry out any illegal activities or use the Venue in violation of law. You are responsible for leaving the Venue in the condition that it was given to you. You may be held liable for the repair cost for all damage to the Venue and items therein during your use thereof.
6 Video conference space 05 Use of video conference rooms In addition to clause 04 Use of meeting spaces, if utilising videoconferencing, your meeting space host will ensure you are happy with the video call, adjusting the view, volume and lighting to your requirements before leaving you to your meeting. In the unlikely event that you experience any difficulties with the VC equipment or anything else during your meeting, your venue host is on hand to assist, and you will be shown how to contact their representative on arrival. The video connection will be launched automatically at the appointed time, either by a 3 rd party bridge, the connecting party or meeting space provider, all dependant on your requirements at the time of booking. If WhyGo is responsible for providing the video connection via their 3 rd party providers, whygo cannot guarantee service quality or be held responsible for the success of the connections as there are too many technical variables outside of whygo s control. We will do everything we reasonably can to ensure a successful meeting. To ensure a successful conference it is strongly advised to conduct a test call prior to any videoconference booked with WhyGo. It is advised to schedule a test call at least 48 hours prior to the date of the conference. If it is a private site, not organised by WhyGo, dialling into the WhyGo meeting space, it is the responsibility of the client to make direct contact with the venue to set up a convenient time to test the connection. All venue contact details are provided on the WhyGo confirmation issued when the booking is confirmed. WhyGo are happy to assist if you have difficulties coordinating this. IF, the conference fails and no test call is conducted prior, full room hire charges and any miscellaneous costs incurred to WhyGo are still applied and will be invoiced. If both VC meeting space are booked and confirmed via WhyGo, WhyGo operators will organise tests calls for your conference. A test call exceeding 10 minutes for any service may incur additional charges. Any test calls arranged outside office hours of the WhyGo location booked may incur additional room hire charges.
7 Payment terms 06 Payment fees & currency WhyGo will charge you a fee, which will be set out on your quotation, for the Meeting Space requested and for any services (such as, but not limited to, catering and photocopying) ( Services ) you request. In addition, we have the sole discretion on charging you a separate booking fee ( Booking Fee ). We will let you know where such a booking Fee is payable. Our booking fees are WhyGo Asia Pacific AUD $30.00, WhyGo Europe GBP & WhyGo Americas Inc. USD $50.00 Before confirming your booking, you will be able to view the indicative amount payable in each booking. WhyGo will supply a full quotation for your acceptance before confirmation of any meeting space requested. The venue booked may inform us of any payments owed for any extra time you spend in the meeting space or for any extra services you book directly with the venue. You authorise us to collect such payments from you on behalf of the venue using the payment details we hold for you. All fees quoted are excluding TAX. Fee and availability information is subject to change without notice. Meeting Space is charged PER HOUR. Minimum booking is ONE hour. Most venues on the WhyGo system will charge in 15 or 30 minute increments based on the hourly price. This would be advised by a WhyGo booking agent at the time of booking your conference. If a videoconference is booked for 1.5 hours, you will be billed for the reserved time of 1.5 hours, regardless of the conference lasting for less, E.G. 45 minutes. You acknowledge that we are not responsible for any losses caused to you due to currency conversions carried out by your bank or other payment service provider in remitting payment to us.
8 Payment terms 07 Alteration fee WhyGo is happy to edit conferences on a fair go basis. However to protect this being abused, WhyGo will charge an Alteration Fee for altering a confirmed booking. This will be quoted by the whygo operators at the time of edit to your meeting space reservation. WhyGo will allow 1 alteration for direct customers and 2 alterations for agents/brokers after the initial confirmed booking free of charge. The alteration fee will be imposed thereafter. An Edit or Alteration means that the customer has made a booking and has needed to amend or alter the Start time, end time, duration, date or location after the initial confirmed booking. Our Alternation Fee s are, WhyGo Asia Pacific AUD $50.00, WhyGo Europe GBP & WhyGo Americas Inc. USD $ Cancellation policy The cancellation policy in respect of your meeting space booking will be set by the whygo operator and will be as displayed on your quotation, prior to confirmation and in the confirmation you receive when you make a booking. You are required to comply with the terms of the cancellation policy. If you cancel a booking you will only be eligible for a refund in accordance with the terms of the relevant cancellation policy. You will not be entitled to a refund for cancellation in any other case. Cancellation notice periods always relate to the local time of the whygo meeting space booked. Cancellations can only be advised within local business hours of the whygo venue booked. Cancellation notice periods exclude weekends and holidays. The cancellation terms in relation to meeting space, involving videoconferencing ( VC ) are listed below: For VC, venue charges will be levied if a cancellation is made more than 2 working days (minimum of 48 hours) in advance of the scheduled start time. 50% of the meeting room charges will be payable if the meeting is cancelled less than 2 working days, but more than one working day (minimum 24 hours) before the scheduled start time. The full cost of the VC meeting space and any network charges incurred by WhyGo will be charged if the meeting is cancelled within one working day of the start time. Some WhyGo VC facilities operate separate cancellations periods and charges to the standard terms listed above. If different, these will be notified by a WhyGo operator when booking. Like any meeting space booking, the booking made is specific to a particular venue and can only be changed to another venue by cancelling and re-booking.
9 Payment terms 09 Refund policy While we are not liable for any dispute you have with the venue as stated in our limitation of liability, we want you to have a positive booking experience. If for any reason you are not satisfied with any part of your booking experience, you agree to inform us immediately by ing We will use reasonable endeavours to resolve any issue you may have. Any refunds we make to you will be in the booking currency in which you made payment. 10 Video & audio connection charges If a WhyGo meeting space venue booked involves videoconferencing ( VC ), the below connection may be applicable. If the venue is confirmed to DIAL OUT over ISDN, IP or to a mobile device, call charges are in addition to room hire quoted. If your VC room is booked and confirmed directly online and you have selected to DIAL OUT from the venue, a WhyGo Operator will contact you to advise connection rates from the venue booked. If WhyGo has scheduled your call connection via a bridging service, these ISDN/IP/Mobile device call connection rates will be charged on top of any room hire quoted by WhyGo. WhyGo will advise complete connection charges for your conference if via a bridge or other means at the time of booking for your approval. ISDN/IP/Mobile device network charges are billed to the nearest 15 minute increment. E.G. A call connection time of 38 minutes will be billed for 45 minutes connection based on the hourly price quoted by WhyGo at the time of booking your conference. If initiating the video meeting, the customer will be responsible for the cost of connecting to the other venue or venues at the then prevailing rates. Please ask the WhyGo Team for these rates.
10 Legal stuff 11 Limitation of liability When you book a meeting space through whygo you will be entering a contract with whygo ( Contract ). The Contract will be formed as follows: When you confirming a booking with whygo for particular meeting space you will be making an offer to book that meeting space from the relevant venue. We are appointed by each venue as its broker for the sole purposes of to accepting or rejecting your offer and collecting your payments on its behalf. Should any meeting not be able to take place other than due to the fault of the customer or any participant (including non-compliance of our terms & conditions), and otherwise than as a result of events beyond WhyGo s reasonable control, the customer will not be charged for the time of the meeting concerned and associated charges. WhyGo shall not be liable for any delays or losses caused by the customer failing to supply whygo with the correct information in relation to a meeting. WhyGo, its employees, agents and sub-contractors shall not be liable for any loss, damage or theft of personal property belonging to any customer or attendee, whatsoever and howsoever occurring at the venue unless caused by the negligence of whygo or its employees, agents or sub-contractors. Meeting Space, involving videoconferencing ( VC ), WhyGo is not liable if certain information relating to privately booked locations is not provided to us prior to your booking, such as but not limited to; connection type IP, ISDN or mobile device, technical contact person and contact information. Meeting Space, involving VC, WhyGo shall not be liable for the technical failure of the videoconferencing system or the telecommunications links unless caused by the negligence of WhyGo or its employees, agents or sub-contractors. Meeting Space, with VC, whygo will not accept any responsibility for conference failure due to technical difficulties beyond our control, therefore charges incurred for the videoconference will not be waived. Meeting Space, with VC, WhyGo cannot be held responsible if your conference fails due to technical difficulties caused by, or as a result of changes made to a private site or incorrect information provided to WhyGo. If using VC, the quality of an ISDN, IP or mobile device connection cannot be guaranteed by WhyGo as it is dependent upon the line speed or internal bandwidth capabilities of the client site/network or WhyGo location booked. Meeting Space, including VC, where direct loss is caused as a result of any technical failure due to the negligence of WhyGo or its employees, agents or sub-contractors, WhyGo s liability shall be limited to a sum equal to the amount charged by WhyGo for the meeting.
14 Who are whygo? Passionate, devoted & dedicated meeting space agents Group of passionate individuals committed to delivering business meeting space solutions. After all, where you meet and how you meet, matters. We are dedicated to helping you find simple and efficient meeting space solutions for both your private meeting rooms and places, but ensure the worlds highest quality and also some funky and fun public meeting spaces are at your disposal to book by the hour, half day or day anytime you need.
15 Our rise to stardom Launch meeting spaces Birth WEBSITE Launch website & Live room availability We go global USA, UK & Australia GROWTH Over 350 resellers years later and whygo has grown into the worlds largest network of meeting spaces worldwide.
16 whygo operation centers Truly global Americas Dallas Based Operating 8am 6pm ET P: E: Asia Pacific Sydney Based Operating 8am 6pm AEST P: E: UK & EMEA London Based Operating 8am 6pm GMT P: +44 (0) E:
17 Feel free to say hi! we are global Dallas, London, ConferenceFacilities
Whygo Viideoconfferenciing Ptty Lttd User Guiide Scheduling a Videoconference made easy! This User Guide contains the information that you need to make the most of Whygo s services and facilities. In the
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