Swivospace Help Center

Disclaimer

The information provided in the Help Center is for informational purposes only and does not constitute legal or professional advice. Swivospace does not endorse or guarantee the accuracy or completeness of the information provided.

Use of Help Center

The Help Center is available to all Swivospace users, but Swivospace reserves the right to limit access or remove content at any time. Users are responsible for their own use of the Help Center and for any actions they take based on the information provided.

User Contributions

Users may contribute to the Help Center by submitting questions, answers, or comments. By submitting content, users grant Swivospace a non-exclusive, worldwide, royalty-free, transferable license to use, modify, reproduce, distribute, and display the content in connection with Swivospace's business.

Prohibited Conduct

Users are prohibited from using the Help Center for any illegal, fraudulent, or abusive purpose, or to harass, intimidate, or harm any other user. Users are also prohibited from interfering with the operation of the Help Center or the rights of any other user.

Intellectual Property

Swivospace owns all intellectual property rights in the Help Center and its content, including trademarks, copyrights, and trade secrets. Users may not use Swivospace's intellectual property without prior written consent.

Limitation of Liability

Swivospace is not liable for any damages or losses arising from the use of the Help Center or the information provided therein. Users assume all risk and responsibility for their use of the Help Center.

Modification of Terms

Swivospace reserves the right to modify these Help Center terms at any time. If we make material changes, we will notify users by email or through the Swivospace platform.

By using the Help Center, you agree to these terms and any applicable policies and guidelines posted on the Swivospace platform. If you do not agree to these terms, you may not use the Help Center.

How does Swivospace work for space owners?

Swivospace enables space owners to list their space with essential details such as location, photos, and contact information. Once an event organizer expresses interest in a particular space, the space owner will provide further information about availability and pricing.

Before each event, it's the space owner's responsibility to ensure that the space is prepared for use. Swivospace takes care of all payment processing and other backend details to guarantee a safe and secure transaction for both parties.

Following the event, Swivospace facilitates reviews to ensure that wonderful spaces and hosts get the recognition they deserve. This feedback system helps to build trust within the Swivospace community and provides valuable insights for future event organizers.

Listing a Space on Swivospace

What information can I include on my listing?

The information on your space can not include any personal or business identity information.

DESCRIPTION, TITLE, AND HOST DESCRIPTION

Listings may not include:

• The commercial name of the venue
• The exact address of the venue
• Direct contact information of the host or venue
• Links outside of Swivospace
• Social profiles names
• Phone numbers or emails

YOUR PROFILE NAME MUST BE FIRST AND LAST NAME

All space owners are expected to provide the full name (first and last name) of the person who will be communicating with Event Organizers.

SPACE PHOTOS

• 90% of images must be horizontal
• Must be high resolution
• Photos cannot reveal the commercial name of the space
• Photos cannot include watermarks
• Photos may not be duplicates or unreasonably similar and must only display usable space

Be sure to check out Swivospace's tips on how to best showcase your space! To complete your listing, please log into your Swivospace account, proceed to "Your Listings" in the upper right-hand corner drop-down menu, edit and complete your listing by providing the missing information and making the necessary edits.

Is there a cost for listing a space on Swivospace?

There is no cost to listing your space on Swivospace. Swivospace only charges a service fee on booked events.

Do you need to be exclusive to Swivospace to list?

No, we do not require Space Owners to be solely exclusive with our website.

What information is included in my listing page?

Your listing page will provide event organizers the basics: schedule, rates, amenities, rules, etc. But you also have an opportunity to share what makes your space special. Tell organizers how you found your space, what you've done with it, and any other details you think will make the space stand out.

How can I edit and add photos to my listing?

To edit your listing, log in to your Swivospace account and click on the "Your Listings" tab in the top right hand corner drop down menu.

If you have a listing that is already live in a Swivospace marketplace, you will see the option to "Edit." Click the "Edit" option and make any edits from there. Here you also have the option to add or remove photos.

If your space is not yet live in a Swivospace marketplace, meaning you have not finished your listing or you have not submitted it for approval, you will see the option to "Complete." Click "Complete" and you will then see the options to "Edit" previous sections of your listing or, you can simply continue completing the List Your Space process by clicking "Continue."

What makes a successful listing?

1. Great Photos
   • High resolution photographs of your space at various angles, in bright lighting will catch the attention of event organizers. Landscape orientation looks best on our platform.
2. Prompt response to event inquires.
   • We have found that space owners who respond to event inquires quickly have the highest rate of success on the website.
3. Competitive pricing

How do I add a new space to an existing account?

Go to your listings page in your Swivospace account and select the Add new Space button on the top right hand-side.

Can I work with you on a case by case basis?

We are an online platform and marketplace, we only collaborate on events with spaces we work with through our website.

How can I fill out the listing form if I don't charge an hourly rate?

Swivospace will list daily rates in addition to the standard hourly rate. An hourly rate is listed with a minimum number of hours so the system will never allow an organizer to reserve your space for less than the hourly rate x the minimum number of hours.

If your rates are structured differently and you are unsure about how they will fit into the system please reach out to the Swivospace team. We will work with you to figure out a pricing system that accommodates your needs.

I offer in-house catering and beverage services — can I include that in my listing?

Our service revolves specifically around the rental of the space itself, but you are free to include that information in your description and communicate with the event organizer regarding special services you provide. Swivospace will remain uninvolved in negotiations between you and the organizer on food and beverage pricing and other special services (like lighting equipment for example) and will not take a service fee off any additional charges.

Can my space be displayed higher up on the search page result?

The search result page is based on the popularity of the space. Spaces that generally are most popular are ones that have a competitive hourly rate, and high resolution images that highlight the beauty and essence of the space.

Can I choose to stop listing my space? Is there a penalty?

There is no obligation to remain on the site once you list your space. You can drop out at any time without penalty.

To unlist, just go to your listings page, select edit listing, and then choose unlist in the drop-down menu on the bottom left of the screen.

General Questions

Am I obligated to accept any reservation request?

No, when a direct reservation request comes in, you have the ability to accept, deny, or ask for additional information about the event. You have complete control over the events you welcome in your space and can decline any reservation request that does not seem to like a good fit.

What kind of insurance do I need? Do you provide additional insurance?

Yes! Every booking made through the Swivospace platform includes a Space Provider Liability coverage for up to $1,000,000. However, we do ask that you carry some type of basic coverage for your property that our insurance will supplement.

Does Swivospace provide a 1099 tax form?

If you met the 1099 requirements for the previous year, and completed a W-9, we will be sending you your 1099 form between the last week of January and the first week of February.

What are the 1099 reporting requirements?

Anyone who was paid a minimum of $600 in the previous calendar year will receive a 1099-MISC form, so long as they completed their W-9

I have one of the organizers that booked our space last year asking for your W9. Should I have them contact you directly or are you able to send to me to pass off to them?

Please feel free to have them contact us at [email protected]

What are Swivospace's messaging & booking policies?

We understand that at times contact information needs to be shared in order to secure an event. However, to ensure that the benefits of Swivospace are received by all parties, and for the protection of our users' privacy and security, we do require that the following set of rules be followed when communicating on Swivospace:

• All conversation surrounding a booking should take place on the Swivospace platform, except during a site visit or phone call.
• Get as many details about the event to ensure you can move forward with it, before scheduling an in-person meeting or phone call.
• When a site visit or call are deemed necessary, a date and time for the meeting should be agreed upon. Once this agreement is reached, the space address and phone numbers can be shared to facilitate the meeting.
• Immediately after a site visit or phone call, the conversation should return to Swivospace with a message, quote or quote request.
• When it comes time to confirm the rental, all payment* must be processed through the Swivospace quote system. This ensures, the benefits of a Swivospace booking for all parties.

When these policies are adhered to, the Swivospace team can support you throughout the booking process and ensure that:

• Payment is verified and secure
• You're covered by our insurance policy
• We can help resolve and manage disputes should they arise

Using Swivospace for Space Owners

Working with Booking Requests

What is a booking request?

A booking request takes place when an organizer has committed to your space and event dates, and has initiated the booking process for your space.

All you need to do is accept the request and the event is instantly booked.

No need to create a quote or message the organizer, if you don't require it.

Once you hit 'Accept', your space and contact details will automatically be shared with the organizer.

How is a booking request different from an inquiry?

With a booking request the organizer has committed to your space and has held the reservation with a credit card. The amount held is that of the default price on your space page. The organizer may or may not need to message with you about the event.

An inquiry is sent by an organizer who is interested in your space, but may still have questions and/or require a site visit before committing to it. In this case it is up to you to create a quote in order for the booking process to start. (The organizer has the option to send a booking request at any time during your conversation).

How do I respond to a booking request?

It's easy! Just click on the booking request from your inbox, and select "Accept". The event will automatically be confirmed and booked.

You have a few other options if you can't accept the request at this time:

• Create a custom quote to adjust the price or times of the event
• Message the organizer if you have any questions before accepting the request
• Decline the event to let the organizer know you can't accommodate the event.

How long to I have to respond to a booking request?

You have 2 business days to respond to a booking request (either accept, send a new quote, message the organizer or decline the request). If you fail to send a response, the opportunity will expire and this will impact your response rate & time. As a result your search ranking will be affected.

I'd like to host the event, but my space is unavailable during the time the organizer requested. What should I do?

The booking request is valid for 2 business days and you can message the organizer and see if another date or time works for them. If you've agreed on a new time, select "create custom quote" and make the relevant adjustments to the event details. The organizer can then book and pay for the event as usual.

I'd like to host the event, but the price needs to be adjusted. What should I do?

You can select "create custom quote" and make the relevant adjustments to the event details as well as add a note to the quote about why you're adjusting it. The organizer can then book and pay for the event as usual. You can message the organizer at any time to let them know about this needed change.

I've been messaging the organizer, but the booking request has expired. Have I lost the opportunity?

Since you've responded to the organizer within the 2 business days window, you can still book the opportunity. Since the booking request has expired, you will have to send a new quote for the booking to take place.

I declined a booking request - does that impact my response rate?

Nope! As long as you somehow respond to the organizer, your response rate and time aren't negatively impacted. You can always follow up with the organizer and tell them why you can't accommodate their event.

How/where can I see all my rental inquiries?

By accessing the pipeline tab on your SpacePro account, you'll have access to all inquiries throughout the different event stages. You can sort and filter your leads by the date, name, and what stage the event is in!

Where can I see all of my messages?

All your messages, from Swivospace as well as from all other sources and leads, will appear in one place, under the Messages tab in your account.

How/where do I see all my bookings?

Go to your pipeline and click on the Booked tab, all your booked events will show up there.

How can I send documents to event organizers?

We realize you might need to share additional information with interested event organizers. You can upload and send documents three different ways:

1. Click on the paperclip icon directly in the message, in the Messages center for the specific. Every document that you send will be automatically uploaded to the Documents section in the Details page, for easy management and tracking.

2. Upload the document (or select an existing one) to the Documents section in the Details page and then select "Send". This will automatically create a new message to which you can add custom text.

3. Reply by email to a Swivospace system message that includes the event organizer's inquiry, and attach a document as you would to any email.

Every document that you send by email will be automatically uploaded to the Documents section in the Event Details page and will also appear in your Messages, for easy management and tracking.

How do I send a custom price quote to an event organizer?

A quote is proposal you send to leads arriving from the Swivospace marketplace. event organizers can accept the quote and enter their payment information resulting in a booked event at your space.

It is typically sent out once you finalized all the event details and the organizer is ready to move forward.

Quotes can include additional costs like catering, cleaning fees.

Quotes can not include security deposits. Security deposits should be collected outside of Swivospace's platform by the space owners.

You can send a quote by navigating to your messaging area (here), choose the right message, and click on the "Send Quote" button.

Review and update the event details, and click continue.

What does "Charge Now" mean?

Charge Now gives you the option to collect payment on the spot, using an event organizer's credit card. Click on "Charge Now" to either charge an invoice that already exists or create a new one. You will see a payment screen where you can add all the payment details.

Payment is handled securely through Stripe. Every payment incurs an organizer service fee, which is added at checkout and is to be paid automatically by the event organizer for events sourced from Swivospace.co.

For events sourced outside of the Swivospace network, the service fee is deducted from the invoiced amount.

Fees and Payments

Where can I see my payment status?

Payment status can be found in your event page under the Payments tab.

Does Swivospace charge anything?

Swivospace charges owners a 17% service fee for each booking generated through Swivospace.co. That amount is taken out of the rate you specify in a quote for an event. For example, if you'd like to charge $100 per hour, $17 will go to Swivospace and $83 will be paid out to you.

How should I set my rates?

We give you freedom in choosing the rates you set — your place, your price. When deciding on a rate please consider the location of your space and proximity to public transportation, the size, capacity of your space, versatility and decor/furniture. We highly recommend looking through our site for similar spaces to find the best price range. Feel free to contact the space team for advice if you are unsure.

Remember, you can always change your rate if you find you set a price that is too high or too low.

You also have the option to set a different rate for different types of rentals that your space can host.

For example, you can set the rate for productions at $100 per hour and events at $150 per hour.

How / when do I get paid?

Swivospace works with Payoneer, a secure payment system, to process payments. You will receive a link to enter your banking account as a Swivospace vendor when your place goes live on Swivospace (there is absolutely no charge for this service). If you haven't received a link and you are a current space owner please contact our team.

At the time of booking, Swivospace collects the FULL AMOUNT from the organizer upfront. The money is held in "Escrow" until the day of your event. Once the event has happened, payment will be processed and transferred directly to your account within 3-5 business days.

Do I get paid if an event was cancelled after it was already Booked?

Space owners are paid for cancelled events according to their choice of cancellation policy. Swivospace will issue a refund to the client in the appropriate amount.

What do I need to do if my guests stay longer than booked?

Guests sometimes may want to stay past their scheduled end time. It is at the owner's discretion whether to allow a guest to stay overtime or not.

What do I need to do if my guests stay longer than booked?

Guests sometimes may want to stay past their scheduled end time. It is at the owner's discretion whether to allow a guest to stay overtime or not.

If you decide to offer overtime, please follow these steps:

1. Communicate the additional charge (if any) through Swivospace messaging. Ask the Event Organizer to confirm the additional charge on Swivospace messaging as well.
2. You will need to complete thisSwivospace Overtime Form,up to 48 hours after the event scheduled end time. Swivospace cannot pursue extra charges past this time.
3. Swivospace can collect the overtime charge only when the Event Organizer confirmed the charge over Swivospace messaging.
4. The Event Organizer's credit card on file will be charged for the overtime. The Event Organizer will have 48 hours to dispute the charge, at which time we would contact you directly.
5. Depending on when the overtime charge was submitted, the payment may be issued in a separate payout.

Important:

In case you were not able to get the confirmation from the event organizer for the over time charges, Swivospace will not be able to collect the overtime payment. Swivospace's service fees applies to all extra charges including overtime.

How does Swivospace work for event organizers?

Swivospace is a versatile platform designed for event organizers and producers to help them plan memorable events. It offers a wide selection of event spaces that can be easily browsed and filtered based on the organizer's criteria, such as location, size, type of activity, or keywords.

Once a suitable space is found, users can connect with the host to request additional information. Swivospace also provides a searchable database of service providers, such as caterers and photographers, within the Swivospace Arena to help organizers complete their event planning.

With Swivospace, organizers can easily book the chosen event space and take the first step towards creating an unforgettable event. The platform can be accessed on both desktop and mobile devices, making event planning more accessible and convenient than ever before.

Booking a Space on Swivospace

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How do I book a space?

You may request to book a space by entering details about your event on the listing page and selecting 'Request to Book'. This will notify the space owner that you are interested in their space and once the booking request is accepted by the owner, the space will be officially booked! You may also contact the host directly without inputting any credit card information. Select 'Contact' found on the listing page, under the host's icon! From there, the host has the ability to send you a quote to book the space. Once you receive the quote you can simply accept it, enter your payment info into our secure system and you're all set.

Can I view a space before I book it?

Absolutely! Please message the space owner using our messaging platform to coordinate a visit.

What happens if I need to cancel a reservation?

Swivospace will refund your money according to each space’s cancellation policy. If you feel that you meet the requirements for a cancellation click here to request our assistance and for initiating a refund.

Fees and Payments

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What is the Book Without Worry Policy?

Swivospace’s 24 hour grace period

Swivospace’s 24 hour grace period applies to all bookings, at any time, and allows event organizers the flexibility to cancel a reservation within 24 hours of booking without incurring cancellation fees. The reservation must be confirmed at least 72 hours prior to check-in.

This means event organizers can book without worry and be entitled to a full refund (excluding service fees) as designated in our Cancellation Policy.

Terms

• In order to enjoy the Swivospace book without worry policy, the booking must be made on the Swivospace Platform.
• The booking can be officially cancelled by contacting Swivospace at support@swivospace and we will guide you through the steps to cancel the event.
• See our Cancellation Policy for more information.

How do organizers pay for their rental?

Swivospace charges the full amount upfront at the time of the booking. Swivospace then sends the organizer a receipt and notifies the space owner that the full amount has been paid. The payment is held in escrow until the date of the event and only then transferred over to the space owner.

Swivospace accepts credit card payments on our platform through a third-party processor, Stripe.

What if an event is cancelled?

In case of a cancellation Swivospace will issue a full refund according to the specific space cancellation policy.

Are there any hidden costs or fees?

Some spaces require a security deposit and additional fees for services such as cleaning. Swivospace asks that space owners share any such additional costs with the organizer as soon as possible and note them on their listing page. Depending on the nature of the event, certain fees may need to be paid outside the Swivospace platform.

Exploring the Site

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How can I reset my password?

Click on this link (www.swivospace.com/recover-password) and enter your email address. Reset password instructions will be emailed to you immediately. If you're still having trouble please contact us, we'll be happy to help.

How can I search for a specific type of venue?

You can browse Swivospace’s database of spaces by event type, number of guests or price, or by any combination of these criteria.

You can also search by key-words like brick wall, rooftop, loft, etc.

If you’re looking for a specific space you can search by any part of the space name. Can’t find what you are looking for or having difficulty searching the site? Please contact our team for assistance.

Communicating with Space Owners

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Can I reserve a space on the spot?

Yes! A booking request gives you the option to reserve a space with your credit card. A temporary hold is put on your card for 2 business days. If the space is free and the owner can accommodate your event, the space will be booked automatically and your card will be charged.

What happens to the credit card charge if I don’t hear back from the space owner?

If you don’t hear back from the space owner within 2 business days, or the space owner can’t accommodate your event, the temporary hold on your card will be released and you won’t be charged.

What if the space owner can’t host my event? What are my options?

If you don’t hear back from the space owner or the space owner can’t accommodate your event, contact us and we’ll help you find another space for your event. Alternatively, you can browse more spaces and find one that will fit your needs.

Can I still message the space owner after I’ve sent them a booking request?

Yes! You can message the owner after you’ve sent your booking request as well as after they’ve accepted or responded to you.

How do I contact the space owner without putting any credit card details?

Go to the listing page of the space you are interested in and select on the 'Contact' button under the host's icon. Let them know as much information about your event for an accurate and speedy response!

What happens if I have any problem with the space on the day of the event?

Please contact the space owner and the Swivospace Team immediately. A Swivospace representative will be happy to help resolve the issue.