FAQ

You’ve got questions. We’ve got answers.


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General

What are the access hours?

Vibe Coworks is staffed Monday – Friday, 8am – 5pm. We happily accommodate non-member meetings and events on nights and weekends on an appointment-only basis. Members at the Lite level or above are eligible to hold 24/7 key access privileges once they have worked from the space five times during our regular staffed business hours.

Do I have to be a member to use the space? 

Nope. Our meeting rooms are available to everyone on an on-demand, hourly basis, and we offer pay-as-you-go Day Passes for general coworking use. In order to book meeting space and/or Day Passes, you will need to create an account and have your credit card on file. Non-members are also welcome to  attend many of our events, meetings, and workshops. 

How do I book a tour?

Poulsbo: Book a tour with us online here and select the date and time that works best for you. While pre-scheduled tours are preferred, we’ll always do our best to accommodate drop-in tours, too, so long as our staff is available. A virtual tour is also available here.

Bremerton: Take a virtual tour of The Spot – A Vibe Space at your convenience here. Because our Bremerton location is unstaffed, in-person tours are not available. 

How fast is the WiFi?

Vibe Coworks has ultrafast Gigabit internet speeds (1000 Mbs Down AND 1000 Mbs Up). We have fiber internet throughout our building, The Centennial, and our fast wifi network access points ensure everyone is served well.

Why is this important? This means that all normal work communications, including video conferencing, are smooth, especially due to the fast upload speeds.

Normal internet in an office building and at home are 100 Mbs Down and 10 or 20 Mbs Up. At Vibe, it is 1000 each way! For most normal home users, that means Vibe can be on average 10x faster than home when browsing the web or doing normal work, and 100x faster when using applications like video conferencing (Zoom, Skype, etc).

Members and visitors that have reasonable modern laptops will experience the fastest Vibe has to offer. Legacy and older laptops may be a bit slower due to older wifi network cards on them.

I’m on the phone a lot. Is there any place where I can take calls?

Welcome to the club! Many of us are spending significant amounts of time on calls these days. At our Poulsbo location, six acoustically-equipped phone booths are available on a first-come, first-served basis. In addition, you are welcome to take calls anywhere in the Summit Space–an open design, cafe-like area.

Do I have to make a reservation before I come to work?

Nope! Come in to our Poulsbo location anytime during our regular business hours (8am – 5pm), pick your favorite seat and get to work.

If you’d like to use one of our private meeting rooms, including in Bremerton, book your space ahead of time by emailing us at: hello@vibecoworks2.wpengine.comcoworks.com or calling: 360.347.6609.

Can I bring a guest in with me for the day?

The more the merrier! Each Vibe member has two free guest hours each day. Once those hours are used, you’ll be charged a $35 day pass for each guest and they can stay for the whole day, or you can book time in one of our meeting rooms. Time booked in the private meeting rooms never counts against your free guest hours.

Am I allowed to drink alcohol while I’m working?

No. 

Do you have external monitors that I can use? 

Yes! External monitors are available for daily use at our Poulsbo location on a first-come, first-served, no charge basis. You’ll need an HDMI cable to connect up with your laptop, but we’ve got those covered for you, too. 

Can I bring my dog/cat/parakeet?

Unfortunately, no. Much as we love pets, our hardwood floors do not. Please leave your pets at home.

Can I bring my child?

Vibe is a family-supportive community, but generally a kid-free zone. On the rare occasion that you must bring your child with you, you will be asked to book into a conference room, and/or locate yourself together with your older child in the Summit Space. If your child is home sick from school, they should not be here at Vibe in any capacity.  

Can I print?

All Vibe members enjoy free, unlimited black and white printing. Color printing is free up until you hit 50 pages per month, at which point you’ll be charged $0.10 per page.

I’m going to be traveling. Do you have any other locations that I can work out of?

Vibe maintains reciprocal partnerships with a number of specific coworking spaces, including Luminary (New York City), The Pioneer Collective (Seattle, Tacoma) and Traction Space (Tacoma). Vibe membership also gives you access to 200+ sister coworking spaces within the Proximity network globally. For more details on these partner spaces and how to access them, please see our Member Benefits page.

Can I share a membership with my spouse / partner / coworker?

Memberships are one-per-person and cannot be shared. A 10% discount is available to individuals living in the same household, or individuals working on the same team / company. 

How secure is the WiFi network?

Members and guests at Vibe can take advantage of using their own Virtual Private Networks (VPNs) that will secure all traffic in and out of their computers. Since Vibe’s network is so fast, all encryption used within a session will have miniscule impact to your computing performance, and ensure that your data is secured down the packet level.

It is up to each individual to select security software that is sufficient for your needs and to work with your corporate IT departments (if relevant) to find the optimal solutions for your individual laptops, suitable to a coworking environment. 

The network administrators at Vibe Coworks regularly change member and guest passwords and watch for long, unauthorized sessions. Additionally, lockers are available for physically securing computer equipment and phones when they are not in use.


Conference rooms

How do I book a conference room? 

  1. Create your free account, and add your credit card information.
  2. Check the availability of your preferred room, date, and time on our real-time reservations calendar on your desktop or via the Proximity Mobile app
  3. Select ‘book now’, and voila, you’re good to go! You will be billed upon approval of your booking reservation, and a confirmation email will be sent to your inbox.

Can I show up early to set up?

Your booking time is inclusive of any time you need to set up for your meeting or clean up afterward.

Here’s an example: If your meeting is planned to run from 10 – 11 am and you’d like to arrive 10 minutes early to connect your computer, pass out papers and prepare notes on the whiteboard, you’re going to need to book the room from  9:45 – 11:15 am.

If you forget to reserve time for setup and cleanup and enter the meeting room early / stay long, you will be charged in 30-minute increments for the additional time used and risk running your meeting back-to-back with other members using the space.

Will there be someone to help me with the technology?

Vibe staff is available on-site at Vibe Coworks Poulsbo to support with basic connectivity to our TV screens, WiFi and webcams and overhead projector. Please contact us if you’d like to come in in advance of your meeting for a test run of getting everything connected and running smoothly.

Our Bremerton location, The Spot, fully private, unstaffed self check-in venue.

What amenities are provided for meetings?

All conference room reservations include access to a large screen TV, Meeting Owl Pro 360 degree webcam (upon request), floor-to-ceiling whiteboard walls (markers provided), and in-room water service. 

Is coffee included?

No, coffee is not included with room bookings.

If you would like coffee for your meeting, we recommend ChocMo, which offers in-room coffee service and/or delivery at our Poulsbo location. Alternatively, you are welcome to bring in any beverages or food of your choice.

Can I bring in outside food or catering?

Yes, you are welcome to bring or order in food and drinks of your choosing at no additional cost.

Vibe Coworks Poulsbo is co-located directly adjacent to ChocMo, which conveniently offers direct-to-room food delivery, coffee service, and boxed lunch options for added convenience.

What is your cancellation policy?

Conference room and event space reservations may be canceled up to 24 hours in advance for a full refund.

Refunds will be issued in the form of a credit on your account at Vibe Coworks, and can be used at either our Bremerton or Poulsbo locations for future conference room bookings, memberships or Day Passes.

Cancellations received less than 24 hours before your reserved booking time will not be refunded.

Is Vibe Coworks ADA accessible?

Yes. If you require specific accommodations, please contact us so we can best support you during your time with us: hello@vibecoworks2.wpengine.comcoworks.com or by phone, (360) 347-6609.

How many people can I have in my meeting?

Room capacity numbers vary depending on size of room, and can be found on the details page for each room. Rooms are rented by the hour, regardless of the number of people attending.

Can I move or rearrange the furniture?

Flexible furniture arrangements are available with rental of the Summit Space. Furniture in all other conference rooms remains fixed.

Can I store items at Vibe before or after my meeting?

Generally, no, but drop us a line to tell us more about what you’re needing and we’ll see if there’s any way we might be able to help accommodate.

Do I have to clean up after my meeting?

Yes, please! When you walk out the door, the space is in the same condition (or better!) as it was when you walked in.

The only exception to this is if you ordered food in from ChocMo, in which case we’ll have the ChocMo team come up to collect your dishes.

How do I change or edit my reservation?

Please contact us to change or edit your reservation. We’ll be happy to help. 

You can reach us at hello@vibecoworks.com, or by phone at (360) 347-6609.

I need more time. How can I extend my reservation?

Each conference room is equipped with a tabletop tablet that displays your meeting reservation time, and offers the option to extend your meeting time, subject to availability.

Simply tap the “Add time” button on the tablet and select the amount of additional time needed. Your account will automatically be billed accordingly.

In the event that there are other reservations following yours, you will be limited to the time of your original reservation and will need to vacate the room at the end of your reservation time.

The meeting room is not being used. Can I just pop in?

No. Vibe offers space as a service, and conference room usage must always be booked. The good news? If you’re a member, you have 2 – 5 hours of free credits available to you each month, so it’s likely that your booking at our Poulsbo location will be free!


The Spot – Bremerton

How does it work?

Think of The Spot like the Air BnB of conference rooms. Create your account, select your preferred meeting day / time, and we’ll send you a meeting confirmation along with door code for access. Hold your meeting as scheduled, and we’ll have a cleaning team on the way just as soon as you’re finished. It’s as simple as that!

I have a membership at Vibe Coworks Poulsbo. Does that give me access to The Spot?

No.

Do I have to have an account?

You will need to create an account and have billing information on file with us, but from there on out, you’ll simply book the time you need, when you need it. There are no recurring fees or charges.

How do I make a reservation?

  1. Create your free account or (no membership required!) 
  2. Check availability on our real-time reservations calendar online or via the Proximity Mobile app.
  3. Select ‘book now’, and watch your inbox for the confirmation email.
  4. Your confirmation email will include instructions for accessing The Spot at your designated time via digital keys on your mobile phone, using the Proximity Mobile app.

How can I edit my reservation?

Our system does not currently make it easy to edit reservations. But it can be done! If you simply need to add time to the start or end of your reservation, leace your current booking as is, and create a new booking that covers the additional time needed. (e.g. If you’d initially booked for 10am – 4pm, but now want to run from 8am – 4pm, simply create a second reservation that covers the 8 – 10am window)

What amenities are included?

Full length, floor-to-ceiling white board walls, 75” flatscreen TV, WiFi,  HDMI, Thunderbolt, USB-C Multiport, Ground floor access, On-site parking garage, Air conditioning, Mini-Fridge, Cold/Hot water cooler. 

Will there be someone there to help me?

The Spot is an unstaffed meeting space, and there will be no on-site staff there. That said, we’re only a quick phone call away. We can be reached Monday – Friday 8am – 5pm at 360.347.6609 or by email: hello@vibecoworks2.wpengine.comcoworks.com

How do I get into the room?

You will receive a unique access code via email which you’ll use to enter the room at your reserved time, as well as the building itself if you are meeting outside of the building’s usual business hours. The code will become active for use 15 minutes before your reserved meeting time. It is up to you to share the code with any of your meeting attendees.

Why is the app telling me that I do not have any keys available?

Your digital keys will become active 15 minutes prior to your reservation time, and will be deactivated 15 minutes after your reservation time.

Where can my guests park?

Free parking is available on a first-come, first-served basis in the building’s on-site parking garage.

Are food and drinks permitted?

Yes.

Can I move or rearrange the furniture?

The conference room table at The Spot may not be moved under any circumstance. The remainder of the furniture may be rearranged within the space at your discretion.

If I book multiple days in a row, can I leave my personal belongings in the room?

Personal belongings may only be left in the room with the express permission of Vibe Coworks, and is not guaranteed to be approved. Vibe Coworks assumes no responsibility for any items left in the room. 

What if I need more time?

All Vibe conference rooms are equipped with a tablet through which you can extend time in 15 minute increments. The additional time is charged to your account automatically when you request the extension through the tablet.

At The Spot (Bremerton), you have a 15 minute buffer at the end of your reserved meeting time, after which you must either extend your reservation time, or vacate the space. Fifteen minutes after your meeting time has ended, power to the room (including internet) will shut down.

What do I do with my trash?

Please gather together any trash that does not fit in the cans provided and leave it in the vicinity of the garbage and recycling cans in the room. Our cleaning team will take care of it from there.

Where can I find my invoices?

  • Log into your account at: https://members.vibecoworks.com/login
  • On the upper right hand corner, you’ll see an icon with your photo or your initials. Click on this and you’ll see a drop down menu appear below.
  • Navigate to “Billing History”

Find the invoice you’d like to download, and select “Download Invoice” from the far right hand column. 

What is your cancellation policy?

Meeting room reservations may be canceled up to 24 hours in advance for a full refund. Refunds will be issued in the form of a credit on your account at Vibe Coworks, and can be used at either of our locations for future conference room bookings, memberships or Day Passes.

Do you offer any discounts?

We are proud supporters of our local nonprofit community and are happy to offer Bremerton-based nonprofits a 50% discount. Please contact us at hello@vibecoworks2.wpengine.comcoworks.com to request a discount code.

Who can I call for help while I’m using the space if I need it?

Call us! 360.347.6609


Billing & accounts

How can I get a copy of my invoice?

A downloadable history of invoices on your account can be found in your account at any time. Here’s how to download your invoice in 4 easy steps: 

  1. Log into your account at: https://members.vibecoworks.com/login
  2. On the upper right hand corner, you’ll see an icon with your photo or your initials. Click on this and you’ll see a drop down menu appear below.
  3. Navigate to “Billing History”
  4. Find the invoice you’d like to download, and select “Download Invoice” from the far right hand column. 

Does my membership auto-renew each month?

Yes, all memberships auto-renew on a 30 day cycle. You are welcome to make any changes to your account–upgrade, downgrade, or cancel–any time before your next billing period. Once your billing has run, we do not issue refunds.

If you’d like a non-auto renewing option, you’re welcome to sign up for Day Passes and/or book on-demand meeting room space by the hour. 

Do memberships run on a calendar month?

No. All memberships run on a 30-day billing period that begins the day you activate your membership. 

Do unused membership days roll over to next month?

No. If you’re finding that you are not using the full number of days on your membership, we encourage you to consider downgrading to a lower-level membership. Alternatively, if you find that you are regularly running out of days each month, we encourage you to upgrade to a higher-level membership. 

How can I see how many days I have left on my account?

Drop a line to us at hello@vibecoworks2.wpengine.comcoworks.com, or check in with anyone on the Vibe Host team and we’re happy to look up your account. At this time, day usage on your account cannot be viewed from the member-end. 

What happens if I run out of days on my account before my month is up?

You will automatically be charged Day Passes ($35) for any days over your allotted monthly amount until your account ‘refills’ again. Alternatively, you may choose to upgrade to a higher level membership at the point that you run out of days on your account. This will change your auto-billing date going forward. 

If I downgrade or cancel my membership mid-month, can you prorate my bill for any remaining days?

No, sorry.

My credit card changed. How can I update my payment information?

Your account payment details can be managed anytime by logging into your account here. See instructions…

What discounts are available?

We offer a 10% discount to members from the same team/company, and members living in the same household.

Do you offer a student discount?

No, not at this time. Your best bet will be to put our Free 1st Fridays on your calendar, as we open for free access to everyone on the first Friday of each month (and yes, you’re welcome to come every month if you’d like!).  You’re also more than welcome to go the Day Pass route, and drop in for the day ($35) as and when you’d like to get away — no membership required. 

Another option that’s a winner for a lot of students, recent graduates, and career transition-ers in our community has been to take advantage of the Vibe Host Program, where you trade 9 hours per week of time working the front desk at Vibe for an Unlimited membership (6mo commitment).


Mail service

Can I use Vibe Coworks as my business address?

Yes… as long as you do it right.

Vibe Coworks is a registered Commercial Mail Receiving Agent (CMRA) authorized by the United States Postal Service to process and handle mail on your behalf. In all states except Oregon, you can use a CMRA as your business address.

To use Vibe as your business address, you must be registered for mail service with us, have USPS form 1583 on file, and have been issued an official private mailbox number (PMB).

It’s actually a pretty simple process, and you can do it all online. Head here to get started with your mailbox.

Can I ship packages or have mail delivered to Vibe?

You’re welcome (and encouraged!) to have mail and packages delivered to Vibe, so long as you have an active business mail account on file. Mail service is available to members as an add-on to your membership for $38/mo, or as a stand alone Virtual Office Membership for $65/mo. If you don’t already have one, head here to get your mailbox.

If you do not have a registered USPS mail account with us, you cannot have packages or mail delivered to you at Vibe.

How do I receive my mail?

You will be notified that your mail has been received at Vibe via email notification and the PilotoMail app. You can then decide what to do with each piece that we’ve received—you tell us if you’d like the item recycled, shredded, scanned or forwarded, or if you will be in to pick it up.

Mail can be picked up at the Welcome Desk anytime during our regular staffed business hours, generally Monday – Friday, 8am – 5pm. (Note that we close at 4pm on the first Friday of every month!)

Is Vibe Coworks a registered agent?

No, Vibe Coworks is not a registered agent at this time.

Do I need to include my PMB number when I give out my address?

Yes. Please always include your PMB number whenever you give out your address.

Per the US Postal Service, mail sent to an addressee at a CMRA (Commercial Mail Receiving Agency) must include either the PMB identifier or the #, followed by the appropriate private mailbox number. Think of it as a suite number within a large business park. Without this number, your address is not complete and it is much more likely mail will be returned or misrouted.

What’s the difference between a PO box and a PMB?

A Post Office Box (PO Box) is offered by the United States Post Office (USPS) and is physically located at most Post Office locations. When you own a PO Box, your address will note a corresponding PO Box number. A Private Mailbox (PMB) on the other hand, offers you a real street address.


Private offices 

How long is the waitlist?

Private offices at Vibe Coworks Poulsbo are wildly popular, and the waitlist is, well, not short. If you’re at all interested in a private office with us, we highly encourage you to fill out this form to join the waitlist regardless, as responses are helping to shape decisions about potential future locations that may make more private offices available. 

Does the office come furnished?

All offices are move-in ready, complete with desks, chairs, and filing cabinets. All of our private offices feature glass walls to maintain privacy without sacrificing natural light—great for dry-erase brainstorming. 

Do you provide IT and phone service?

No.

Can I bring in my own furniture?

Yes! The furniture provided by Vibe must remain in your office (desk, task chair, filing cabinet), but there is plenty of space for additional furniture of your own choosing. Popular additions we’ve seen include: chairs, bookshelves, plants, printers, coat hooks, and lots of artwork. 

Am I allowed to hang things on the walls?

Yes! We encourage you to make your space your own. Glass walls must remain unobstructed and may not be used for hanging any items.

How many conference room credits come with a private office?

Private offices come with five hours of conference room credits each month.

How many people am I allowed to have in my office?

Private office members may have up to double the number of people inside their office at any given time at no additional charge. (i.e. 2 people in the 1 person offices; 4 people in the double or 6 people in the triple)

Are we able to display our company logo?

Yes. Upon starting your private office membership, you will be asked to provide Vibe with a high resolution logo file that will be used to produce signage with your logo that will appear on the exterior glass wall of your office, and on the display screen at the front lobby of Vibe. You’re welcome to display any additional branded signage within your office.


Community

What types of events does Vibe host?

So many! Our two longest running (and most popular) events are Waffle Wednesdays, held on the 3rd Wednesday of each month for members only, and Free 1st Fridays, held on the 1st Friday of each month and open to everyone. Additionally, we host a full calendar of events ranging from professional networking events, to business-related workshops, lunch + learns, training sessions, film screenings, artists’ receptions and more. Stay up to date with our Events Calendar online here.

I’d like to teach a class or give a talk at Vibe. Who should I talk to?

Great! Please get in touch with Vibe Community Lead, Amber Sallay via email, or give us a ring at 360.347.6609.

How can I get connected with other Vibe members?

We have some terrific people here! Joining in on community events like Waffle Wednesdays, Free 1st Fridays or our monthly Member Birthday Bashes are some of the best ways to meet fellow Vibists in a casual setting. We also highly encourage all of our members to engage early and often via Slack, which provides an avenue for connection 24/7 to the whole of our community. Looking to meet someone in particular? One of the superpowers of our Host Team is connecting people, so check out the Member Directory, clue us in and we’ll make sure that you’re meeting the right people in no time.

What types of businesses does Vibe Coworks support?

All kinds! Vibe members (and their related businesses and organizations) come from all walks of life, which is part of what makes this place so great. We support fledgling startups and entrepreneurs, all the way up to people who are working remotely for Fortune 500 companies, and many of our region’s most impact-driven nonprofits. 

How do I refer someone to be a Vibe member, and what are the benefits?

We love to meet new people! Introduce us to your friends and family by entering their contact info here, or by asking them to list you as their referrer when they book a tour. Once your friend signs on to become a Vibist, we’ll give you a one-time credit on your account equal to 20% of your friends’ first month of membership. That’s up to $344 per friend! When your friend celebrates their 6 month anniversary of membership with us, we’ll give you a $50 gift card of your choosing to celebrate. How’s that for easy?

Are Free 1st Fridays really free?

Yes, 100%, no strings attached. Bring a friend! 

If I’ve come to Free 1st Friday before, am I allowed to come again?

Heck yes! Please do!


Referral program

How can I refer a friend to Vibe?

You can refer a friend to Vibe any way you choose! You’re welcome to bring them by in person and show them around yourself, if you’d like, or we’d be happy to give them a tour. Prefer to introduce them to us via email? We love that, too.

If they’re ready to take the plunge and sign up for membership, the #1 best way to refer them to us is by sending them your unique referral link, and having them sign up through that link.

Once we know that you were the one who referred them, we’ll be able to make sure that you get the proper credit (and heartfelt thanks!) for bringing them into the Vibe community.

What are you going to do with my friend’s information?

Don’t worry, we hate spam, too, and would never do that to you, or your friends. We’re going to respectfully drop your friend an email and invite them to come in for a tour and/or join us for an upcoming Free 1st Friday to experience for themselves what it’s like to work here. We’ll also share with them information about what makes this place so great, and how our memberships work.

How much credit do I get?

As a token of thanks for helping to spread the Vibe love, you’ll receive a one-time credit to your account, equal to 20% of your friend’s monthly membership as soon as they start. Depending what level they sign on at, your cash credit can range from $6 – $375 per referral.

If you friend still has an active membership with us 6 months after joining, we’ll place an additional $50 credit on your account.

The more people you refer, the more you earn!

When and how do I get paid?

You will be credited 20% of your friend’s monthly membership 7 days after they sign up, no matter their membership level. We put this credit directly on your Vibe account. If the person you referred still has an active membership with us after 6 months, we’ll place an additional $50 credit on your account as a token of our thanks.

Credit is great, but I want cash!

We’ll give you that, too! On the 6 month anniversary of your friend’s membership with us, you’ll also earn a $50 gift card of your choosing to treat yourself however you’d like. Choose between amazon, visa or any number of local businesses or restaurants. Or, if you prefer, we’ll give it to you an additional $50 in credit to your Vibe account instead.

Is there a limit to the number of people I can refer?

Nope. You earn rewards for each and every friend who signs up for an active membership. The longer they maintain their membership with us, the more rewards you earn!