Additional CostsWhat to Look Out For...

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Additional Costs

Serviced offices offer companies truly turnkey solutions that appeal to a broad spectrum of requirements. Serviced office providers are typically responsible for the day-to-day management of your office space and while most expenses are covered by your license fee, there are a number of costs that are not.

What’s Included

As you would expect, basic rent is covered in your license fee alongside uniform business rates, service charge and building insurance. General furniture and office equipment will also be included but any requests for additional furniture will incur an additional charge. Below is a list of what you can expect to be included in the license fee from a reputable serviced office provider.

What’s Included & What’s Not

As you would expect, services and costs vary greatly from provider to provider and location to location. Below however is a summary of what is generally included in your serviced office ‘license’, and what you could expect to pay in addition to your monthly fee.

Core Property Costs

RentIncluded
Uniform Business Rates & ServicesIncluded
Service ChargeIncluded
Building InsuranceIncluded

Cap-Ex Costs

FurnitureIncluded
Office EquipmentIncluded
Reception AccommodationIncluded

Ongoing Services Costs

AdministrationIncluded
Air ConditioningIncluded
IT & TelecomsIncluded
Electricity/UtilitiesIncluded
HeatingIncluded
Hot WaterIncluded
SecurityIncluded
CleaningIncluded
Water ChargesIncluded
Tea/Coffee/WaterIncluded
Washroom & HygieneIncluded
Window CleaningIncluded
Gardening & LandscapingIncluded
Refuse ClearingIncluded
Reception PersonnelIncluded

Maintenance and Legals

Building MaintenanceIncluded
Fire Procedures & PrecautionsIncluded
Life MaintenanceIncluded
Health & Safety ManagementIncluded

Other Fees and Charges

Lease NegotiationIncluded
Liability for Unexpired Term of LeaseIncluded
Professional Services Fees Inc AgentIncluded
Liability for Lease Termination Reinstatement CostsIncluded

Business Centre Services & Administration

Post and Mail FrankingCost + 25%
Out of Hours Call Answering£50 per month
Courier and TaxiRefer to Business Centre
Faxing Self ServiceFree of Charge
Binding£3 for up to 20 pages. £1 for every additional 20 pages
Printing or Copying10p per page (black & white)
90p per page (less than 100 copies in colour)
70p per page (more than 100 copies in colour)

Equipment *

LED TV (built into room)Free of Charge
LED TV (portable – roll into room)Free of Charge
Projector & Portable Screen£25 Set Up Fee
FlipchartFree of Charge
Site Laptop Hire£25 Set Up Fee
Conference Phone£25 Set Up Fee
Video ConferencingAdditional £30 to Meeting Room Rate
*All equipment is subject to availability

Catering

Bottled Water£3 per Bottle
Tea, Coffee & Biscuits£3 per Person
Soft DrinksFrom £1 per Bottle
Any In-House CateringRefer to Business Centre

Miscellaneous

Laundry & Dry CleaningRefer to Business Centre
NewspapersRefer to Business Centre
Ad-Hoc Hot Desking (where available)£10 per Hour
Security Call Out£90
Handyman (hanging artwork, assembling furniture, moving desks etc)£50 per Hour
Additional Swipe Cards / Fob Keys / Pedestal Keys£35
Additional Office Keys£35
Key Door Lock Change (inc 2 Keys)£130

Internet

Voice & Data Products and ServicesInstallation CostMonthly CostDescriptions
Fast 100Mbps shared internet connection£195.00£99.001000Mb shared connection is included in your Business Services Package (BSP) which is £99 per month. Installation cost is per company. No external IP address included
Additional Data ServicesInstallation CostMonthly CostDescriptions
Managed Wi-Fi Service£0.00£25.00Your own Wi-Fi Network connected to your private network, running on our Enterprise Managed Wi-Fi Solution
Data Port (internet)£25.00£15.00To connect a customer provided Wireless Access Point or printer requiring internet access
Data Port (no internet)£25.00£12.00To connect a printer or server not requiring internet access
External IP Address£25.00 (per order)£10.00A fixed, or ‘static’, Public IP Address is one which is routable from the public internet and is normally used for the server, router and firewall type devices (ie those which need to connect to the outside world).
Available as either a single address or a block of 5 of our Public IP Addresses also come with an uplink connection to the LAN (inside) and a WAN / internet connection (outside)
Dedicated internet connection – up to 45Mb£195.00£100.00We can provide dedicated (uncontended) data connections if required
Communication Room ServicesInstallation CostMonthly CostDescriptions
Services / Equipment in Racks: Full Rack£500.00£375.00Space allocated in rack or cabinet
Services / Equipment in Racks: Half Rack£300.00£200.00Space allocated in rack or cabinet
Services / Equipment in Racks: Qtr Rack£150.00£125.00Space allocated in rack or cabinet
Services / Equipment in Racks: 3U£100.00£70.00Space allocated in rack or cabinet
Services / Equipment in Racks: 1U£75.00£25.00Space allocated in rack or cabinet
Additional Voice ServicesInstallation CostMonthly CostDescriptions
Additional main company number answered by the switchboard in the company name£25.00£80.00Business centres reserve the right to charge additional fees for this service if inbound call traffic exceeds 150 calls answered on any business day
Additional DDI with voicemail per handset£25.00£20.00If you need another phone number with a phone number applied to a single handset
Call Recording (available at certain centres only)£200.00£50 per month per user account / extensionWhether you are looking to improve call productivity, drive customer satisfaction, or simply comply with regulatory requirements, our FSA compliant call recording solution will support all recording requirements in any size business
IP Conference Station Speaker Phone£200.00£50.00Polycom Soundstation IP 5000 Conference Phone or similar
Fax to Email£25.00£10.00A fax number that delivers inbound faxes as an email attachment

U” – is the standard unit of measure for designating the vertical usable space or height of comms racks – 1U = 1.75 Inches (44.45 mm)
A Router or a switch are typically 1U each.
A server can be anywhere between 1U and 5U
In the interest of cost, it is advisable to minimize any equipment required in a serviced office rack.

Important Points to Note:

Meeting room prices will be much lower if negotiated as part of a meeting room package.Unused hours in a meeting room package will expire each month, therefore it is important to have a good handle on how many hours you intend to use prior to negotiating any package.

Meeting rooms cancelled within 24 hours are subject to 100% cancellation fee. There is no charge for cancellations with more than 24 hours’ notice.

Be aware of the notice terms within a serviced office license.Nearly all providers will roll the licence for at least 3 months or the same as the previous term should the notice period be missed.

Bridging a gap before moving to a traditionally-leased office?

We have you covered…

Tip # 21

When renting a private office for, say, 10 people, it’s very important to ascertain what desk size a provider is offering. This will ultimately determine the overall size of the dedicated space that you are taking. Most companies prefer to offer their people 1400mm desks as these provide sufficient working space without creating cramped conditions whilst also maximizing use of valuable floor space. Some providers offer 1200mm as standard which will not be suitable for some companies. On the other hand 1600mm desks will take up considerably more space and increase your monthly outlay. For this reason, it is wise to check what desk size every provider is offering.

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