Welkin & Meraki
Premium Flexible Office Space

Frequently

asked questions

Please find on this page an overview of the most relevant questions. If you require any further information, do not hesitate to contact us!

WHICH BENEFITS ARE INCLUDED IN A WELKIN & MERAKI MEMBERSHIP?

ULTRA HIGH-SPEED, REDUNDANT AND SECURED INTERNET
Your office provides you with internet, via a wired and/or wireless network connection. We can also offer private IP addresses, Rackspace and other technical products and services that you could require. Please contact the Welkin & Meraki IT team for further information and any additional fees that may result from the request.

YOUR FREE USAGE OF MEETING ROOMS
All memberships include a monthly credit allocation that can be used to reserve both meeting rooms and workspaces at virtually all our Welkin & Meraki locations worldwide. Use is subject to availability and reservations can be made at the reception, online or on-the-go via our mobile app.

WELKIN & MERAKI-MEMBERSHIP NETWORK
Connect with other members through our online community. You can ask questions, share stories, announce product launches and other good news, invite others to events, promote your job listings or simply find the most relevant person for your business. It’s a great way to grow your business with creative entrepreneurs and business leaders.

FURNITURE
Dedicated Desks and Private Offices include desks, chairs and filing cabinets.

PRINTING/COPYING/SCANNING
Each Welkin & Meraki floor has at least one multi-function copier/scanner/printer. We have included in the service fee for Dedicated Desks and Private Offices 120 black and white and 20 color copies or printouts per workstation per month.

FACILITIES AND EXTRAS
We offer you 5* welcoming services, lounge areas, an espresso bar and a bar, The White restaurant, meeting rooms, fitness and much more. Every single Welkin & Meraki location offers an inspiring mix of relevant amenities.

UNIQUE AND RELEVANT EVENTS
Welkin & Meraki is a vibrant community of leading professionals and innovative entrepreneurs. Meet likeminded and relevant people and companies to grow your business on our weekly and monthly events! All events can be booked through our mobile app.

ACCESS TO GREAT VALUE PARTNER DEALS
Welkin & Meraki can access premium pricing deals from our partners in IT, software and business services. Please enquire the different partner deals at our location welcoming area.

COFFEE & TEA
Included in your monthly service fee you get warm beverages on your floor, in the self-service kitchens. Enjoy our Welkin & Meraki signature roast coffee or organic tea selection!

WHAT CAN OUR MEMBERSHIPS OFFER YOU?

Please contact us to help you making the right choice.

CLUB MEMBERSHIP
Granting you access to our digital member network, events and services. This formula is ideal for business people who want to get into contact with the most relevant people to grow their business worldwide, but only need a limited number of days of workspace per month.
With this membership you have access to your primary location during Regular Business Hours on Regular Business Days. You can always order more services which will be charged as an additional fee.

NOCTURNAL MEMBERSHIP
Granting you access to our digital member network, events, services and our community space – after the Regular Business Hours and during weekends. The ideal service for starting independents or free-lancers who have a day job and only need workspace when their day job is done.
The membership grants you access to your primary location with your badge or your phone. You can always order more services which will be charged as an additional fee.

REGULAR MEMBERSHIP
Granting you access to our digital member network, events, services and our community space during Regular Business Hours on Regular Business Days – from Monday to Friday except for local bank/government holidays. The ideal service for professionals who need workspace every workday.
The membership grants you access to your primary location with your badge or your phone. You can always order more services which will be charged as an additional fee.

RESIDENT MEMBERSHIP
Granting you access to our digital member network, events, services and our community space 24/7 in your primary location. The ideal service for professionals who need flexible workspace every day of the week and are not bound to office hours.
The membership grants you 24/7 access to your primary location with your badge or your phone and access to all other Welkin and Meraki locations during working hours. You can always order more services which will be charged as an additional fee. With mail handlin included and the telephone answerring service based on your personal telephone number, you are up and running as a professional business. We provide you with a secured locker to ensure you can leave the legal required documents in your office and by providing this, you can register your professional adress on your office.

YOUR OWN DESK
Having your own dedicated desk in a shared private office space. You share the office with other members, but you have your own dedicated desk in this space. Here you can leave your personal belongings secured. You have 24/7 access to your desk.
Granting you access to our digital member network, events, services and our community space. The ideal service for professionals who need a more private workspace every single day and are not bound to office hours.
The membership grants you access to your primary location with your badge or your phone. You can always order more services which will be charged as an additional fee.

YOUR PRIVATE OFFICE SUITE
Your private office suite, fully secured, furbished and furnished. You can flexibly grow the number of workspaces or offices as your needs change.
Granting you access to our digital member network, events, services and our community space. The ideal service for professionals who need a more private workspace every single day and are not bound to office hours.
The membership grants you access to your primary location with your badge or your phone. You can always order more services which will be charged as an additional fee.

UBO AND KYC COMPLIANCE
Based on the new EU legislation we need to collect from all our members (Virtual Office, Memberships and Office) all legal documents and we need to identify all UBO’s with a 25% and more ownership in your company. Next to this,, these documents are checked every year and on every occasion the official instances ask us to – or – when there is a suspicion of doubt on the accuracy of the documents.

These documents should be delivered within the first 30 days of moving in or using our services.
Not delivering these documents is considered a breach on your side and the contract can be claimed for the total amount because of this breach and not acting in relation to this legislation.

A yearly cost is charges on Jan 1st of every year per company and is constituted on the following manner:

Company structures with 1 layer (UBO’s are clear in the first layer of the company strucuture):
For a Virtual Office : 100€ per year per company
For a Membership : 150€ per year per company
For an office customer : 300€ per year per company

Multi-Layer companies:
On top of the single layer fee, a fee of 100€ per strucuture layer per year is added.

The documents we need per company are:
1/ Dully signed service agreement
2/ Copy of the ID card of the signers and legal representatives of the commpany signing the agreement
3/ Latest versions of the company minutes which clearly indicate the legal representatives powers and identify the shareholders of the company.
4/ The dully and correctly completed UBO/KYC document for the company including the copy of the ID of all UBO’s who hold 25% of higher stakes in the company.
5/ Copy of the registration at the Chamber of Commerce

DO ALL MEMBERSHIPS START AT THE FIRST DAY OF THE MONTH?

All our memberships start at the day of enrollment and are invoiced on a monthly basis. Our memberships do not start on the first day of the month, it depends on the timing when you want to start. Our memberships always end at the last calendar day of the month where the memberships are supposed to end. Of course you can always renew your membership for the same duration as the initial membership period. Our memberships renew automatically for your comfort if you have not terminated your service agreement in due time. Article 5.b. of the Terms & Conditions of your service agreement informs you on the applicable termination periods.
If the last calendar day of the month is in the weekend or on a bank holiday, we ask our Member to vacate the office on the last Regular Business Day before the end of the month in which they end the membership.

HOW LONG DO I NEED TO SIGN AN AGREEMENT?

We provide flexible agreement terms to all our members. You can have an agreement for a workspace or a meeting room for an hour, a day, a week, a month, a year or longer, for 1 to 100 people or more. Our average agreement term is 24 months however, but you are absolutely free to take the membership as long as you want!
We provide longer agreements to lots of our members who need stability for their business and staff. For example you can have a service agreement for offices for 9 years or even longer.

WHAT HAPPENS IF I WANT TO BOOK AN OFFICE BUT CAN ONLY START 30 DAYS OR MORE FROM NOW?

When you are requesting a start date in a longer term from now, you can always contact our sales managers of the applicable Welkin & Meraki location which will assist you to find the right office at the right time!

WHAT ARE THE OPENING HOURS OF A WELKIN AND MERAKI?

All our staff members are working on Regular Business Days from 9h to 18h (local time). Regular Business Days are all weekdays, except local bank/government holidays and up to three other days of which the Members will be informed. However, in many locations you will find our staff much earlier and later than the Regular Business Hours. This is because we also manage the reception for the building and these hours are determined by all tenants in the building. Our nocturnal, resident and office members can access the building with their phone or badge outside the Regular Business Hours.

CAN I PASS BY TO VISIT THE LOCATION OR SHOULD I MAKE AN APPOINTMENT FOR A TOUR?

Guided tours should be scheduled by an appointment. This is very easy to do by using our website, our mobile app or by phone on our free service numbers mentioned on the website. Doing this, we can ensure our full focus on your demand and questions! Our goal is to find the ideal workspace for you!

CAN I TAKE MY DOG? WHAT IS YOUR PET POLICY?

Our pet policy is determined by the building owner of the relevant building. Please ask the Sales Manager about the policy of the building you would enquire for. However, if you want to bring your pet (dog or cat) in a building where it is allowed, you are personally and fully responsible for any damage your pet (dog or cat) may cause to our location or other members property.
In any case every pet (dog or cat) you take into a Welkin & Meraki location needs to be vaccinated. We always have the right to change our pet policy anytime we require this.

WHAT IS THE AVERAGE SPACE OF WELKIN AND MERAKI OFFICES?

Every single office at a Welkin & Meraki location has its unique design and fluctuate in size. The total space differs from location to location. Every office however provides more than enough space to host the team comfortably and provides your employees a great space to work. Book a tour in our locations of your choice and come and see for yourself!

DO YOU PROVIDE TELEPHONE ANSWERRING?

Yes we do. We provide this for office members or for the business services – telephone answering. If you would require this service and you are not a member yet, we can provide you with this service at the Business Services – Telephone Answering section of our website: Our Business Address Services.

HOW DOES IT WORK FOR PRINTING/COPYING?

For Dedicated Desks and Private Offices the memberships include monthly 120 black and white and 20 color copies or printouts per workstation. Once you have used these free copies and printouts, you can still print or copy at an additional cost. Free copies and printouts cannot be transferred to another month.

CAN YOU PLEASE HANDLE MY MAIL AND PACKAGES?

Resident and office members and our Business Address services have the mail handling services included in their membership. If you should require this service at other membership levels, we can provide you with this service at an extra charge of 50,00€ per month.

CAN I HAVE MORE MAIL ADDRESSES ON 1 ACCOUNT?

No, we cannot support more mail addresses on a single account.  You would need to take another account to handle the other mail address.

HOW DO I USE MY RESERVATION CREDITS?

In most of our memberships, we provide you with free monthly credits. With these credits you can make reservations for workspace or meeting rooms. You can make these reservations through our website or our mobile app.
Once your free credits are used, you can continue booking at an extra charge of 25,00€ per credit.
The number of credits required for a reservation differs from location to location.
The cost of the reservation also differs from the size of the meeting room and the duration of the meeting. Free credits cannot be transferred to another month. On the other hand, the credits that you have purchased and paid remain valid for 12 months, after they will expire.

HOW CAN I MAKE A RESERVATION FOR A WORKSPACE OR MEETING ROOM?

You can make a reservation for a meeting room or workspace by using our mobile app or through our website. You only need to select the location, the number of people and the start date and you are done. We respect a first come, first serve policy.
For this it is important to book your meeting rooms and workspace on time to secure the availability.
We can also do this reservation for you at the reception of the Welkin & Meraki location.

HOW LARGE ARE YOUR MEETING ROOMS?

The size of the meeting rooms can vary from location to location.  We offer sufficient meeting rooms for 4 to 30 people per location.

WHAT IS A WORKSPACE?

A daily workspace offers you access to a dedicated work environment in a shared community space where you can work next to our other Welkin & Meraki members. You have sufficient space to put your laptop and to work comfortable with access to a power socket and ultra-high speed secured Wi-Fi. Next to this you have access to all sorts of amenities which can differ from location to location.

WHERE CAN I MAKE A RESERVATION FOR A WORKSPACE?

You can make a reservation for a workspace on Monday to Friday (except local bank/government holidays) from 9h to 18h local time. You can choose for how many days you like, based upon availability. We will charge 2 credits per day for a workspace.

I HAVE BOOKED A WORKSPACE OR MEETING ROOM IN THE WRONG LOCATION, CAN I CHANGE IT?

You can change any reservation 24h before the planned meeting by using the Welkin & Meraki mobile app or our website portal. Small changes can be done until 60 minutes before the meeting.

I HAVE A CLUB MEMBERSHIP, CAN I MAKE A RESERVATION FOR SPACE IN THE WEEKEND?

At this moment, only Nocturnal, Resident and Office members can make reservations for the weekend. Please enquire with the Sales Manager of the location to upgrade your membership. With your Club Membership you can reserve a workspace and/or meeting rooms on Regular Business Days (from Monday to Friday, except local bank/government holidays, from 9AM to 18PM local time).

I HAVE A CLUB MEMBERSHIP, DO I NEED TO MAKE A RESERVATION BEFORE I COME TO WORK HERE?

Yes please. To be able to service you in the best way and to guarantee you the availability of a workspace and/or meeting room, we kindly ask you to make the reservation minimum 1 hour prior to your arrival.

I HAVE JUST BOOKED A MEETING ROOM, HOW CAN I REGISTER MY GUESTS?

You can register your guests by using the mobile app or by using the member portal on our website. You can register as many guests that can fit the meeting room, including yourself.

CAN I INVITE GUESTS AT MY WORKSPACE?

Yes, you can invite guests for short meetings or a visit. You need to register these guests by using the Welkin & Meraki app.
When you have a Club, Nocturnal, Regular or Resident membership you can invite a guest for not longer than 1 hour per day. Passing this time will be charged at 1 credit per hour spend over the first hour per person.

I’M READY TO BECOME A MEMBER, HOW CAN I PAY FOR MY MEMBERSHIP?

When you have signed your service agreement, we will ask for a credit card warranty. Your card will only be charged if you select the payment to be done by credit card. In all other occasions, your credit card only warrants the booking until your first invoice is paid.
When you have signed your service agreement and you have entered a valid credit card, you will receive an email with your invoice and your booking confirmation. You are required to pay the invoice within 8 days.
You will be granted access to your office or membership as from the moment you have signed the service agreement and have paid the first invoice on our bank account.

DO I NEED TO PAY INSTALLATION COSTS OR A SERVICE WARRANTY BEFORE I CAN ACCESS MY MEMBERSHIP OR OFFICE?

Yes. Welkin & Meraki requires a signed service agreement and the payment of the first invoice before granting access to our services. Depending on the relevant country, but in general, Welkin & Meraki will charge a Service Retainer Fee equaling 3 months service fee on which we do not charge VAT and 1 month Service fee accumulated with VAT.
For all locations worldwide we charge an installation fee of 100,00€ (or the local equivalent) per desk when you have a service agreement for an office (shared and/or private office members).
NB: Welkin & Meraki can charge an extra amount of deposit for tailormade solutions, for private office suites or when the monthly spend levels of the member is exceeding the Service Retainer Fee.

CAN I MOVE TO ANOTHER WELKIN AND MERAKI LOCATION?

Yes you can, subject to availability, but we will do everything that is reasonable possible to facilitate your move!

THE SPACE I HAVE TAKEN HAS BECOME TOO SMALL FOR MY COMPANY – DO YOU HAVE SPACE FOR LARGER TEAMS?

Yes we do, we even have our Enterprise team managing our larger demands.
You can access full floors or even full buildings. We provide space for 1 to 100 people or more for 1 to 9 years or longer.

DOES WELKIN AND MERAKI CHARGE LATE PAYMENT FEES?

In the event of non-payment on the due date of the invoice, a lump-sum compensation will be due in proportion of 10% of the invoice amount (minimum 50,00€ per invoice) and an interest rate of 1% per month will be charged. This is applicable for payments we haven’t received by the 10th day of the month.

WHICH EXTRA COSTS DO I NEED TO TAKE INTO ACCOUNT WHEN USING CREDITS?

  • BRUSSELS AND EINDHOVEN
    • Meeting Room (per credit): € 25,00
    • Printing Black and White (per page): € 0,08
    • Printing Color (per page): € 0,40
    • Extra members in an office (only private offices, per member per month)*: cost of a resident membership
    • Replacing a badge: € 50,00
    • Your meals, drinks etc upon your usage.
  • PARIS AND LUXEMBOURG
    • Meeting Room (per credit): € 25,00
    • Printing Black and White (per page): € 0,08
    • Printing Color (per page): €0,40
    • Extra members in an office (only private offices, per member per month)*: cost of a resident membership
    • Replacing a badge: € 50,00
    • Your meals, drinks etc upon your usage.
  • LONDON
    • Meeting Room (per credit): £ 25,00
    • Printing Black and White (per page): £ 0,08
    • Printing Color (per page): £ 0,40
    • Extra members in an office (only private offices, per member per month)*: cost of a resident membership
    • Replacing a badge: £ 50,00
    • Your meals, drinks etc upon your usage.

HOW CAN I UPDATE MY PAYMENT DETAILS?

You can update your payment details anytime in the Welkin and Meraki app or update your settings by using the member portal on our website.

HOW CAN I CHECK MY MONTHLY INVOICE(S)

Every 20th day of the month, a detail will be made of all Services received during the period from the 20th day of the preceding month up to and including the 19th day of the current month. This detail is available in the Welkin & Meraki app for your revision. Welkin & Meraki will issue an invoice on the 22nd day of the month consisting of the service fee for the coming month and the Services received specified on the detail. All historical invoices are available in the mobile app for your review and information and are accessible for the primary member only.

MY MEMBERSHIP IS INACTIVE! CAN I RE-LIVE MY MEMBERSHIP?

Yes please, we love to see you back! Please contact us and we will do all the necessary work for you.