Operating Rules

Introduction

The Idea Fair coworking space at the Prague University of Economics and Business is designed to foster collaboration, mutual inspiration, and knowledge sharing among students, staff, and all members of the academic community. This open space serves as a meeting point for people, projects, and creative ideas, thus being a crucial part of our efforts to develop an open and innovative educational environment.

The purpose of these operating rules is to provide clear guidelines for all users, ensuring the space is utilized in line with our school’s values, efficiently, and with respect for others.

We believe that by working together, we can create an environment that supports mutual collaboration, one that stimulates innovation and contributes to the personal and professional development of each of us.

Principles

Space Flexibility

Our intention is to keep the coworking space as open and accessible as possible so that everyone can find a place for work, study, or meetings without necessarily having to make a reservation.

Part of the space is designated for possible reservations. The reservation system is designed not to disrupt the gradual building of an open community. A fundamental principle of coworking operation is to continually provide everyone with the opportunity to easily become part of the community: we are not creating a “selected club”. Therefore, reservation mechanisms will be fine-tuned to support community building. The goal is mutual connection and interaction across the school.

While we allow the reservation of certain areas for specific needs or events, we consider reservations more as an additional option, not the primary way of using the space. We also support visits to the space without prior reservation. We believe that informal meetings and random interactions are the cornerstones of a strong community.

Openness and Community Building

Everything happening in the coworking space is open to newcomers. For student associations, this means greater openness towards non-members, and for other users of the coworking space, a gentle encouragement towards openness and collaboration. We operate together, meet, and inspire each other.

One of the key principles of our coworking space is the active building of a community that supports mutual collaboration, sharing, and inspiration. We believe that a strong and engaged community is the foundation for creating an open and supportive environment where everyone can grow and develop their projects and ideas. Such a community can then benefit the entire university.

We actively collaborate with various target groups within the university, including student associations and both academic and non-academic staff, to ensure that the coworking space and its activities meet the needs and expectations of our community. This collaboration is essential for us to fully utilize the space’s potential and support diverse activities that enrich the overall functioning of the university as a modern and progressive institution.

Coworking Space Usage Rules

Rules for Consuming Food and Beverages

The coworking space is divided into two zones in terms of food and beverage consumption.

Most of the coworking space is reserved for work and study, and therefore there are restrictions on bringing and consuming food. Beverages are allowed, but only in sealable containers to prevent accidental spills and maintain cleanliness. This rule applies to the main space and meeting rooms.

The small study area (known as the “café”) offers the possibility to purchase refreshments from food and beverage vending machines. Here, both drinks and food can be consumed. However, we recommend using other university-designated areas for eating to keep the coworking space in the best condition for all users.

Service

During the coworking opening hours, there will be staff present in the coworking space available to all users. They ensure the space is used in accordance with the principles of the VŠE coworking operation, provide support in using the facilities (furniture moving, lending controllers for screens, microphones, technical assistance, etc.), and address any issues, forwarding them to the relevant departments for resolution (in order: CIKS, VŠE security staff, police).

Reservation System and Its Rules

The reservation option must not overall suppress the fundamental principle of VŠE coworking as a place for building an open community where one can come without a reservation. Therefore, only some parts are designated for reservations (carpeted area, some tables in the small study area, known as the “café”, meeting rooms) to ensure there are always places available without reservation.

Reservation Options and Their Purposes

Reservations in the coworking space are designed to support various types of study/work and social activities. Below is an overview of reservation options with examples of their use. Any additional scenarios for use/reservations should be discussed in advance with CIKS.

Reservations for commercial purposes, including business meetings, client consultations, or any other activity with a direct commercial aspect, are not permitted. Our aim is to support academic and educational activities and maintain an environment open for knowledge exchange and collaboration.

We expect all users who utilize the reservation system to act considerately towards others and respect the purpose and focus of the coworking space. Any misuse of the reservation system may lead to restrictions on reservations for the individuals involved.

  • Table Seating:
    • In the small study area (known as the “café”) or in carpeted sections, there are spaces available for 2–5 people, ideal for collaborative work on team projects or study groups.
    • Booking interval Monday-Friday 8:00 – 21:30, in 30-minute increments, max. 1.5 hours per day.
    • Reservations can be made up to 1 week in advance and at least 8 hours in advance through the form on the coworking.vse.cz website.
    • Reservations must always be confirmed by the service.
    • Cancellation of reservations is possible no later than 4 hours before the scheduled reservation.
  • Meeting Rooms SB 121, SB 122, and SB 123:
    • The entire meeting room can be reserved for groups of 4 to 8 people and is suitable for more formal meetings or intensive collaborative project work.
    • Booking interval Monday-Friday 6:30 – 21:30, in 30-minute increments, max. 3 hours per day through the ISKAM system (link from coworking.vse.cz website).
    • A minimum of 4 people is required for a reservation. Using the space with fewer people may lead to restrictions or cancellation of reservations for specific individuals.
    • Reservations are automatically approved and entered into ID card readers, allowing entry only to the reserving user. The system also records both reservations and actual entries.
    • Repeated/regular reservations of meeting rooms by one user/one group of users are not considered appropriate due to the limited number of meeting rooms.
    • Cancellation of reservations is possible no later than 6 hours before the scheduled reservation.
  • PhD Corner:
    • To support the specific needs of doctoral students, we are designating a part of the space, known as the PhD Corner, primarily reserved for doctoral students.
    • The same rules apply to this area as for table seating reservations.
  • Spaces for Larger Group Meetings:
    • Designated parts of the small study area (known as the “café”) or carpeted areas can serve for informal meetings of larger groups, such as meetings of the rector with students, joint meetings of students and staff working on projects, or thematic meetings, e.g., playing strategic board games. A prerequisite for all these reservations is that their nature does not disrupt the overall functioning of the coworking space.
    • If the scope of the reservation exceeds 5 people, it is necessary to consult this reservation in advance with CIKS and set parameters that align the event’s parameters with the functioning principles of the coworking space.
    • A reservation cannot occupy the entire space, e.g., the small study area (known as the “café”); the fundamental principle is openness to all who are already in the space or come during the event (e.g., at bar stools in the small study area).
    • For an event like an informal meeting of the rector with students, it is possible to reserve a larger part of the tables in the small study area, but not the whole space/room.
    • Cancellation of reservations is possible no later than 24 hours before the scheduled reservation.
  • Evening Events:
    • The podium or part of the small study area (known as the “café”), or possibly a large table, can be reserved for organizing events after 18:00, initially mainly for student associations. This space allows for the organization of cultural and social events that enrich community life.
    • Booking interval Monday-Friday 18:00 – 21:30.
    • Reservations can be made through the form on the coworking.vse.cz website, and the event is approved by CIKS.
    • This type of reservation is initially available only to student associations. Other uses must be consulted in advance with CIKS.
    • The coworking space service will assist the student association with preparing the space, including access to the podium or sound system.
    • The reservation form includes specifying the type of event. In the coworking space, it is appropriate to organize events that fulfill the main mission of the space. Some types of events may be more suitable to be held in other parts of the university, and events in the coworking space should align with the functioning principles of this space.
    • For events organized by student associations, we expect respect for the needs of other student associations, considering the desired diversity of evening events organized in the coworking space.
    • The reservation system is linked to the Event Center’s event database.
    • All these events will be entered into the event calendar, and events held in the coworking space will also be entered into the calendar displayed on the coworking.vse.cz website. Similarly, they will be entered into the student associations’ calendar and other relevant calendars (using a unified solution).
    • Cancellation of reservations is possible no later than 24 hours before the scheduled reservation.
  • Meeting Booths (in the future):
    • Smaller meeting booths will be added to the coworking space, and their reservation mechanism will be specified later. These booths will provide additional private space for smaller groups.

Key Elements of the Reservation System

  • Users have the option to make a reservation online through the coworking.vse.cz website. All reservations with the exception of meeting rooms SB 121, SB 122, and SB 123 are confirmed by the service, which also places a sign on reserved spaces or removes it upon cancellation.
  • The reservation system is open to both students and employees of the university to support activities related to study, educational projects, informal meetings, and community activities.
  • Card readers installed at the entrances to the main space and meeting rooms identify students and employees of the university (connection to the user database with role differentiation, or role verification). Except for the small study area (known as the “café”), entry is always by card.
  • We provide users with the option to easily cancel their reservations in advance. If a user finds they no longer need the space, they can cancel the reservation, thus freeing up the space for other community members. Information on cancellation options for a specific reservation type will be provided to the user along with the reservation confirmation.
  • To ensure fair use of the spaces by all community members, we are introducing restrictions such as maximum reservation lengths and limitations on repeated reservations by the same user or group. These rules are established to promote the widest possible use of the spaces and prevent monopolization of resources, varying for each space (see above).
  • To maintain a fair system, users who repeatedly fail to use their reservations without prior cancellation may face restrictions on future reservation opportunities.

Support and Feedback

For any inquiries or technical issues, the coworking space service is available on-site or through email at coworking@vse.cz.

We value feedback from all users of the coworking space. This feedback is used to evaluate and adjust rules and processes to best meet the needs of our community. Your input helps us create a better and more user-friendly environment.