Operating Rules

Introduction

The Idea Fair coworking space at the Prague University of Economics and Business is designed to support cooperation, mutual inspiration, and knowledge sharing among students, employees, and all members of the academic community. This open space serves as a meeting place for people, projects, and creative ideas, making it a fundamental part of our effort to develop an open and innovative educational environment.

The purpose of these operating rules is to provide clear guidelines for all users to ensure that the space is used in accordance with our university’s values, efficiently, and with respect for others.

We are convinced that together we will create an environment that supports mutual cooperation, 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 to work, study, or meet without necessarily having to make a reservation.

A part of the space is designated for possible reservations. The reservation system is designed so as not to disrupt the gradual building of an open community. One of the basic operational principles of the VŠE Coworking is to constantly provide everyone with the opportunity to easily become part of the community: we are not creating an “exclusive club”. We will therefore gradually fine-tune the reservation mechanisms to support community building. The goal is mutual networking and meeting across the university.

Although we allow the reservation of certain spaces for specific needs or events, we consider reservations to be a supplementary option rather than the primary way of using the space. We also encourage visiting the space without a prior reservation. We believe that informal gatherings and random interactions are the cornerstones of a strong community.

Openness and Community Building

Everything that happens in the VŠE Coworking space is open to newcomers. For student associations, this means greater openness to non-members, and for other VŠE Coworking users, a gentle encouragement towards openness and cooperation. We function together, meet, and mutually inspire each other.

One of the key principles of our coworking space is the active building of a community that supports mutual cooperation, sharing, and inspiration. We are convinced 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. The entire VŠE can then benefit from such a community.

We actively collaborate with various target groups within VŠE, 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 cooperation is essential for us to fully utilize the potential of the space and support diverse activities that will enrich the overall functioning of VŠE as a modern and progressive university.

Rules for using the VŠE Coworking Spaces

Rules for Food and Beverage Consumption

The coworking space is divided into two zones regarding the consumption of food and beverages.

Most of the VŠE Coworking spaces are reserved for work and study, and therefore, restrictions apply to 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 area and the meeting rooms.

The small study room (the so-called “café”) offers the option to purchase refreshments from food and beverage vending machines. Both drinks and food can be consumed here. However, we recommend using other VŠE spaces specifically designated for food consumption to keep the coworking space in the best possible condition for all users.

VŠE Modular Spaces Coordination Team

During opening hours, the coordination team supervises the space and ensures it is used in accordance with the operational principles of the VŠE Coworking. At the same time, they resolve any defects and incidents, or forward them to the relevant departments for resolution. Users are obliged to ensure that the entrance doors to the main area remain closed so as not to disrupt access control or the VŠE Coworking quiet zone.

Reservation System and Its Rules

The option to make reservations must not altogether suppress the fundamental principle of VŠE Coworking as a place for building an open community that can be visited without a reservation. Therefore, only certain parts are set aside for reservations (the carpeted area, some tables in the small study room, i.e., the “café”, and meeting rooms) so that plenty of unreserved seats remain available.

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 other potential use/reservation scenarios must be discussed in advance with the VŠE Information Centre.

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

We expect all users utilizing the reservation system to act with consideration for others and to respect the purpose and focus of the coworking space. Any abuse of the reservation system may result in restricted access to reservations for the individuals involved.

  • Table Seating:
    • In the small study room (the “café”) or in the carpeted areas, seats for 2–5 people are available, which are ideal for collaborative work on team projects or study groups.
    • The booking interval is Monday-Friday 8:00-21:30, in 30-minute slots, up to a maximum of 1.5 hours per day.
    • Reservations can be made up to 1 week in advance and at least 8 hours beforehand via the form on the coworking.vse.cz website. The reservation must always be confirmed by the coordination team.
    • A reservation can be canceled no later than 4 hours before the scheduled time.
  • 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.
    • The booking interval is Monday-Friday 6:30-21:30, in 30-minute slots, up to a maximum of 2.5 hours per day via the ISKAM system (link available on the coworking.vse.cz website).
    • The minimum capacity for a reservation is 4 people. Using the space with fewer people may lead to the restriction or cancellation of reservation privileges for specific individuals.
    • Reservations are automatically approved and transferred to the ID card readers, which will grant access only to the reserving user. At the same time, the system records both reservations and actual entries.
    • Repeated/regular reservations of meeting rooms by a single user/group of users are not considered appropriate given the limited number of meeting rooms.
    • A reservation can be canceled no later than 6 hours before the scheduled time.
  • PhD Corner:
    • To support the specific needs of doctoral students, we have designated a section of the space as the PhD Corner, which is primarily reserved for them.
    • This space follows the same rules as table seating reservations.
  • Spaces for Larger Group Meetings:
    • Designated parts of the small study room (the “café”) or carpeted areas can be used for informal gatherings of larger groups, such as meetings of the Rector with students, joint student and staff project meetings, or thematic gatherings (e.g., playing strategic board games). A necessary prerequisite for all these reservations is that their nature does not disrupt the overall functioning of the VŠE Coworking space.
    • If the reservation exceeds 5 people, it must be consulted in advance with the VŠE Information Center to set parameters that align the event with the operational principles of the VŠE Coworking space.
    • A reservation cannot occupy the entire space of, for example, the small study room (the “café”); the fundamental principle is openness to everyone who is already in the space or arrives during the event (e.g., on bar stools in the small study room). The exception is significant events approved by the VŠE Event Centre.
    • A reservation can be canceled no later than 24 hours before the scheduled time.

Key Elements of the Reservation System

  • Users have the option to make online reservations via the coworking.vse.cz website. All reservations, excluding meeting rooms SB 121, SB 122, and SB 123, are confirmed by the coordination team, which also places a sign on reserved seats, or removes it upon reservation cancellation.
  • The reservation system is open to VŠE students and staff to support study-related activities, educational projects, informal meetings, and community events.
  • Card readers activated at the entrances to the main area and meeting rooms identify VŠE students and staff (connected to a user database with role differentiation or role verification). Entry, with the exception of the small study room (the “café”), is always by card.
  • We provide users with the ability to easily cancel their reservations in advance. If a user realizes they no longer need the space, they can cancel the reservation, freeing it up for other community members. Information on how to cancel a specific type of reservation will be provided to the user along with the reservation confirmation.
  • To ensure fair use of the spaces by all community members, we implement limits such as maximum reservation lengths and restrictions on recurring reservations by the same user or group. These rules are established to encourage the broadest possible use of the spaces and prevent the monopolization of resources, and they vary for individual areas (see above).
  • To maintain a fair system, users who repeatedly fail to use their reservations without prior cancellation may face restrictions on future reservations.

Support and Feedback

In case of questions or technical issues, the coordination team is available in the VŠE Coworking space, or assistance can be requested via email at coworking@vse.cz.

We value feedback from all users of the VŠE coworking spaces. This feedback is used to evaluate and adjust rules and processes so they best meet our community’s needs. Your opinion helps us create a better and more user-friendly environment.