One of the major benefits of Hire Space 360 is that we handle all payments and contracting on behalf of our clients. As we already have an existing partnership with your team at Workiva, all of the terms and conditions have already been agreed upon in a Master Service Agreement. This means that when Hire Space became onboarded as a supplier, so did every single supplier we use to host your events, making contracting super straightforward.
If you have sourced your own venue or supplier, you can still benefit from our contracting and payments process, however, there will be a 5% late introduction fee. This has been agreed upon by procurement and will simply be added to the total value of the order form. You will need to introduce us to the venue/supplier you wish to secure, and from there we’ll do the rest.
Once you have selected a venue or supplier for one of your events, we will request a contract from them directly. Your Relationship Manager, Emily, will then create a Hire Space order form (using the agreed terms explained above). This will include a breakdown of the costs, payment dates, cancellation terms, and any other important information. Emily will share this with you as a link, directing you to our contracting platform, Juro.
In order to gain access to your order form, you will need to answer a few company-specific questions, including the name of the person signing the order form, company name/correct entity name, PO number if required, and the details of the person we will need to send our invoices to.
This will only take a couple of minutes but it is super important so that we can ensure we have all of the information we need from you. This will ensure your invoices are correct and sent to the correct places, avoiding any possible delays.
Once this is all done and dusted, you will then be able to review your order form. We ask that you please read over the details and make sure you are happy with everything.
To electronically sign the order form, please click the signature box at the bottom of the order form. You can also download a PDF version if needed, by clicking the button at the top of the form.
Next, you’ll just need to upload the order form onto Coupa and approve it in “My Activity”. The agreement will then be sent to procurement for approval. Once this is done, they will sign the order form and Emily will be notified automatically. We will then countersign the order form and you will receive a completed version straight to your inbox.
As soon as we have your order form signed, we will confirm your event with the venue or supplier. Invoices will come from Hire Space, which are generated automatically and sent via email. Then, we’ll introduce you to the event coordinator at the venue or the supplier to plan the finer details of your event.
It’s important to remember that Hire Space will handle all payments for your event, so any invoices from the venue must come to us. Please notify us should you receive any from the venue or supplier directly.