Conference & Meeting Room Booking Terms

Conference & Meeting Room Booking Terms Request a room first; a request is not a reservation. A booking is secured once paid. Regular hours are weekdays 9 AM–5 PM Eastern; cancel free or reschedule once at least 24 hours before the start. 1. Room and booking party These are short-term service and website booking terms, not a signed office lease or recurring membership. Acceptance of the Website Terms of Use and these room policies is sufficient; requesting a room does not create a continuing fee commitment. The accepted booking confirmation controls the room, time and price over later website changes. These terms apply between Cocoa Beach Office ("CBO", "we", "us") and the booking party identified in the request or checkout for The Cape (small), The Canaveral (medium) or The Atlantic (large), at 1980 North Atlantic Avenue, Second Floor, Cocoa Beach, FL 32931. The confirmed room, date, time, duration and price are part of the booking. The booking party is responsible for its guests and must be authorized to book for any named business. 2. Hours and availability Regular booking hours are Monday–Friday, 9:00 AM–5:00 PM America/New_York time. Extra hours require staff approval. A request does not hold a room or guarantee availability; staff confirms availability and arranges payment. Setup and cleanup must fit within the confirmed booking window. 3. Price and payment The price and any applicable duration discount are shown before payment. Discounts do not stack. Payment is required to secure the booking; staff approval of a request alone is not a paid reservation. A pending bank payment has not cleared and a failed payment does not secure the booking. If we cannot supply a paid booking, we provide a full refund. 4. Cancellation and rescheduling You may cancel for a full refund or reschedule once without a change fee at least 24 hours before the confirmed start time. A replacement time is subject to availability, and any price difference is shown before confirmation. Inside 24 hours, the booking is nonrefundable. No-shows are charged in full. 5. Room use and guests Tell staff the expected attendance and intended use, including any catering, public event or special setup. Posted fire and room capacity limits apply even if furniture can be rearranged. Do not attach decorations, bring hazardous items or change installed equipment without approval. Guests may use only the booked room and permitted common areas during the confirmed window; no overnight or unapproved after-hours access is included. Stay within the confirmed time and posted capacity. Additional time requires approval and payment of the quoted additional charge; it is not automatic. Keep noise at a professional level and follow the House Rules. Leave the room and equipment tidy. You are responsible for documented damage beyond ordinary wear and any necessary additional cleaning caused by your group. 6. Privacy and equipment Bring compatible devices and ask about equipment or accessibility needs before payment. Keep confidential papers and screens secure; other members do not owe a confidentiality obligation merely because they share the building. No guaranteed bandwidth, specialist equipment, recording service or event support is included unless stated in your booking. For safety or emergency closures we will contact you about an alternative; if we cannot provide the paid booking, a full refund remains available. Room bookings are private unless you expressly ask us to publish a promotional event. Obtain participant consent for recordings as required by law. Equipment is provided as described for the room; contact staff about setup or accessibility requirements before the visit. 7. Responsibility You are responsible for your guests, business activities and belongings. We are not responsible for indirect or consequential losses to the extent permitted by law. Nothing in these terms excludes liability or rights that cannot lawfully be excluded. Your accepted booking terms control over later website changes. 8. Governing law and disputes These terms are governed by the laws of the State of Florida, without regard to conflict-of-law rules. Any dispute will be brought exclusively in the state or federal courts serving Brevard County, Florida, and you consent to that venue. Before filing any claim, both sides agree to try in good faith to resolve the issue informally for at least 30 days after written notice. 9. Contact Questions about these terms can be sent to info@cocoabeachoffice.com, by phone at (321) 613-2112, or by mail to 1980 North Atlantic Avenue, Second Floor, Cocoa Beach, FL 32931.