Before signing, obtain the complete contract package, verify exactly when and where you can work, calculate every recurring and one-time charge, and write down the renewal and exit rules. Treat the advertised monthly rate as only one line in the decision. Your rights depend on the provider, plan, location, signed documents and applicable law.
Use the checklist below with the actual agreement for your chosen site. Marketing pages describe an offer; the signed agreement and documents it incorporates determine what you can use and what you must pay.
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1. Get every document that will govern your membership
Ask for the exact membership agreement for the selected location and plan before paying a deposit or accepting online terms. Request the version that will apply on your start date, not a generic sample. Save a PDF or paper copy of everything you accept.
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- The membership agreement and all schedules or order forms.
- House rules for the specific building.
- The fee schedule, including rates for rooms, printing, guests, storage and other extras.
- Privacy, acceptable-use and network/Wi-Fi policies.
- App, booking and electronic-communications terms.
- Any conditions for partner or affiliated locations.
- Building-specific safety, access or security instructions.
Check whether these documents are expressly incorporated into the agreement. WeWork On Demand’s current membership terms, for example, incorporate several policies and premises-specific rules; its Help Center also notes that general terms can differ from the terms a member actually signed. That is why a web page or sales email is not a substitute for the contract package.
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Resolve conflicts between documents
Look for an “order of precedence” clause explaining which document wins if the membership form, house rules and online policy conflict. Ask whether the operator can change a policy unilaterally, how it will notify you, and whether a material change gives you a cancellation or exit right. Record the policy version and date at signing so you can identify later changes.
2. Define the access you are actually buying
“Coworking access” can mean a reservable desk during limited hours, a dedicated workstation, a private office or entry to selected sites only. Ask the provider to answer each point in writing and make sure the answer appears in the agreement or an attached schedule.
Membership type and authorized people
- Is the plan hot-desk, dedicated-desk, private-office or access-only?
- How many named members may use it?
- Can another employee substitute for you, and is there an identity-verification or transfer fee?
- Are contractors, affiliates or remote staff excluded?
- What happens if an unauthorized person uses your credentials?
A low-cost individual plan may not grant a team the right to work from the space. Confirm whether each additional user needs a separate membership and whether the number of authorized users can change during the term.
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Locations, hours and availability
- List the exact participating sites, including city and building address.
- Confirm weekday, weekend and holiday hours, and whether 24/7 entry is included or separately priced.
- Ask whether access is guaranteed or subject to capacity, reservations or a blackout calendar.
- Check whether access to another city or country requires an upgrade or has partner-location conditions.
Regus/IWG global terms describe access to participating centres during standard business hours and subject to availability. WeWork On Demand describes booking a particular date and time through its app and allows additional terms at third-party partner locations. These examples demonstrate why a claim such as “access to hundreds of locations” is incomplete without the participating-site list, hours and availability conditions for your plan.
Booking, desks and included amenities
Find out how far in advance you can book, how long a reservation lasts, whether same-day bookings are allowed, and what happens when you cancel or fail to arrive. Ask whether a desk is guaranteed after booking or merely requested. Clarify whether the plan includes meeting-room minutes, phone booths, lockers, storage, printing, kitchen use and internet, and identify the rate once an included allowance is exhausted. Ask whether unused days, credits or room hours expire or roll over.
| Access question | What to obtain in writing |
|---|---|
| Where | Participating locations and any partner-site restrictions |
| When | Standard hours, 24/7 eligibility and holiday exceptions |
| How | App, card or biometric entry; booking lead time and cancellation rules |
| Who | Named members, substitutes, guests and transfer rights |
| What is included | Desk type, rooms, printing, storage, phone booths and internet allowances |
| Availability | Capacity limits, waitlists, blackout dates and remedies when no space is available |
3. Calculate the complete cost, not just the headline rate
Build a 12-month cost sheet using the rates in the contract. Separate mandatory charges from optional usage so you can compare plans on the same basis.
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| Cost category | Questions to ask |
|---|---|
| Recurring membership | What is the billing frequency, currency and payment date? Is the rate introductory or recurring? |
| One-time charges | Is there a deposit, setup, joining, access-card or account-activation fee? When is each refundable? |
| Taxes | Which sales, value-added or local taxes are added, and are they shown on each invoice? |
| Usage | What are the rates for meeting rooms, printing, lockers, mail handling, extra members and overage minutes? |
| Guests | How many visits are included, and what is the per-visit or day rate afterward? |
| Payment problems | Are there late fees, failed-payment charges, collection costs or access suspension? |
| Renewal and changes | Does the price reset at renewal, follow an index, or change on notice? Is there a cap? |
Regus terms, for example, state that excess use can incur additional fees. Do not assume that a room, guest pass or printing allowance is free because it appears in a tour or sales presentation; identify the allowance and overage rate in the written terms. Also ask whether a deposit can be applied to your final invoice, how long a refund takes and whether deductions are permitted for damage or unpaid charges.
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Calculate at least three scenarios: a light month using only desk access, a normal month with your expected room and guest use, and a heavy month with extra members or overages. Include taxes and any recurring add-ons in every scenario. If the contract permits price adjustments, model the rate after the first term rather than comparing only an initial promotion.
Ontario government consumer guidance says a contract should clearly show the terms of the agreement and the charges the business will collect. That guidance is specific to Ontario and does not automatically govern a business membership elsewhere, but the practical check is useful in any jurisdiction: every amount on your cost sheet should be traceable to a clause or fee schedule.
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4. Record the term, renewal and cancellation mechanics
Many disputes arise because a member knows the monthly price but not the date by which cancellation must be delivered. Put the dates in your calendar as soon as you receive the agreement.
- Identify the initial term. Write down the start date, end date and any minimum commitment. Check whether the term begins on signing, payment, move-in or the first booked day.
- Find the renewal mechanism. Determine whether the membership renews for a month, another fixed term or an unspecified period. Note when the operator must tell you about a new price.
- Calculate the notice deadline. Count backward from the end or renewal date using the contract’s stated notice period. Ask whether notice must be sent through an account portal, by email, certified mail or to a physical address.
- Use the accepted delivery method. Save the sent message, portal confirmation or delivery receipt. A conversation with a community manager may not satisfy a written-notice clause.
- Check early-exit charges. Look for remaining-term fees, a fixed termination charge, repayment of discounts, moving costs or a requirement to keep paying until a replacement member is found.
- Confirm the money due at exit. Ask when prepaid fees, deposits and unused credits are refunded, and which deductions are allowed.
Do not assume a consumer cooling-off period applies. Ontario’s official guidance explains that a cooling-off period exists only when the applicable law provides one and that the contract should explain it; it does not establish a cooling-off right for every coworking membership, particularly a business contract. If the commitment is substantial or the cancellation clause is unclear, obtain advice from a lawyer familiar with the law where the membership is located.
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A desk membership does not automatically authorize you to use the coworking building as your business address, registered office or mail-receiving location. Treat each use as a separate permission.
Verify the exact permitted use
- Can you list the address on a website, invoices, business registrations or government filings?
- Is it a trading address, a registered office, a mailing address or merely a location for occasional deliveries?
- Does the plan include the permission, or is a virtual-office add-on required?
- Are there identity checks, written-consent forms, company-registration documents or local-law restrictions?
- How are mail and parcels logged, stored, forwarded or discarded, and what limits apply?
- What must you do with the address after termination, and how quickly must you update registries and customers?
Regus conditions registered-office use on legal compliance, written consent and an additional fee. The Social Hub’s Netherlands coworking terms make business-address use dependent on whether that use is included in the selected plan. These are location-specific examples, not universal rules. Obtain a clause naming the permitted use for your exact site.
6. Read operational, security and liability rules
House rules can affect whether the membership works for your business more than the desk itself. Review them before signing rather than discovering restrictions after moving in.
- Guests and conduct: visitor registration, escort requirements, guest limits, meeting etiquette, noise, food, alcohol and events.
- Credentials and security: rules for sharing cards or app access, lost credentials, surveillance, after-hours entry and responsibility for belongings.
- Network and privacy: acceptable-use restrictions, monitoring, prohibited activity, data-security responsibilities and whether the operator promises any particular network performance.
- Property and damage: storage limits, abandoned items, cleaning charges, repair costs and insurance requirements.
- Provider entry: when staff may enter a desk or office for maintenance, inspection or emergencies.
- Suspension and termination: events that allow immediate suspension, notice requirements, cure periods and what happens to your files or property.
- Liability and indemnity: damage caps, exclusions for outages or lost property, insurance obligations and any duty to protect the operator from third-party claims.
WeWork’s On Demand materials incorporate house rules and network/privacy policies, illustrating how important these attached documents can be. Ask what the agreement promises if a site closes, repairs remove amenities, access is disrupted or the operator relocates your workspace. Some contracts provide a credit, substitute site or exit right; others may not. Do not infer a remedy that is not written.
7. Compare competing memberships on the same six axes
When comparing providers, place the signed terms side by side rather than comparing marketing labels. Use this matrix and fill each cell with a clause, rate or “not stated.”
| Axis | What a meaningful comparison includes |
|---|---|
| Access | Guaranteed versus bookable use, participating sites, hours, capacity and blackout rules |
| People and rooms | Authorized members, guests, meeting-room allowance, phone booths and overage rates |
| Total cost | Recurring and one-time charges, taxes, deposits, extras, late fees and renewal changes |
| Commitment | Initial term, notice deadline, accepted notice method, early-exit cost and refunds |
| Address and mail | Permitted business use, registration requirements, handling limits, fees and post-exit duties |
| Risk and remedies | Rules, liability, privacy, suspension, closures, relocation and service-disruption remedies |
If a provider will not state a material item, mark it “not stated” and treat that uncertainty as a cost or risk. Request a written amendment rather than relying on a verbal promise.
8. A practical pre-signing workflow
- Choose the exact plan and site. Do not review a generic plan if you will sign for a particular building.
- Collect and save the complete package. Include policies linked from the acceptance screen and every fee schedule.
- Annotate the agreement. Highlight access, users, hours, booking, fees, renewal, cancellation, address use and remedies.
- Send a written question list. Ask the operator to answer each unresolved point and attach the answer to the agreement or issue a revised order form.
- Run your cost scenarios. Include realistic room, guest, printing and extra-user use, taxes and the post-promotion price.
- Calendar critical dates. Set reminders for the notice deadline, renewal, deposit-refund follow-up and any required address change.
- Verify legal and operational fit. Confirm that the address use, data handling and business activities are lawful for your jurisdiction and building.
- Sign only after the documents match. Keep the executed copy, payment receipt, inventory or condition report, and written answers in one folder.
Red flags that deserve a pause
- The salesperson promises 24/7 access, unlimited rooms or a business address, but the contract says “subject to availability” or says nothing.
- The price is advertised without taxes, deposits, setup charges or overage rates.
- Cancellation is described as “flexible” without a notice period or accepted delivery method.
- Policies can be changed online with no notice or no explanation of your rights after a material change.
- The agreement lets the operator suspend access while charges continue, but does not describe credits, substitute space or an exit option.
- Address or mail services are discussed in a tour but absent from the plan schedule.
- You are asked to sign immediately and told that the full terms will be available later.
For a short, low-cost membership, you may decide that an unresolved point is not worth pursuing. For a private office, registered-office use, multiple employees or a long commitment, ask a local small-business lawyer to review unclear or high-impact clauses before signing.
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