Hosting open hours

There must be a keyholder present at all times for the space to be open - so please plan accordingly. These hosts are also volunteers - members should be respectful of their time and clean up and leave the space before the end of the hosted period. Don't make people chase you out!

How to host open hours

We track and publish when the space is open for members on the Open Hours Calendar. This shows which hours on which days have hosts assigned and members are able to access the space and our equipment. To be able to add events to this calendar you need to be a part of the keyholder google group. If you are a keyholder and not able to post to this calendar, ask one of the leads or board members to add you.

Open hours should be a block of at least 2 hours. If you can make it a recurring event, that helps members plan ahead. Please don't assign yourself speculatively - only post events you know you are available and and can commit (within reason) to being there.

Host responsibilities

While hosting at the space, you are expected to be aware of who is there and what they are doing, but you are not required to directly supervise or train people there. If you see something concerning, you can step in if you are comfortable doing so or notify the other keyholders. If you need assistance, ping the #keyholders channel on Discord.

You may want to buddy up with another member for your host slots - it can make it easier to keep an eye on what's going on and can make otherwise awkward interactions less so.

If you are going to be late or need to leave early for some reason, either see if another keyholder can cover for you, or post in #is-the-space-open channel on discord to give anyone planning to be there a heads-up. If you claim a slot and are sick or can't cover it for some reason, please give as much notice as possible and see if another keyholder can pick up the slot. Its important the calendar stay accurate and up to date - so people can make plans and avoid the frustration of showing up at the space to find it closed.

Opening checklist:

• Arrive 10mins early.
• If someone was hosting the slot immediately before you, check in with them to get any notes or updates. If not, check discord for any notes from other keyholders.
• Turn on lights, adjust heating if necessary.
• Quick status check of each room, note any mess, tools left out etc. Drop your notes in the #keyholders channel on Discord so all the other hosts are aware of status.
• If there are already people there, communicate with the previous host to understand who is there, any context you might need.
• You are not expected to help with member’s projects, or train members on equipment (though you may if you wish).
• Give people a 30min and 10min warning before closing - if no-one is signed up for the slot after yours. Members may not leave tools or projects out “for tomorrow”. If they don’t have member storage, they’ll need to remove everything from the space when they go.
• Quick status check of each room. Make notes summarizing who was there for the next host.
• If no-one is hosting in the slot immediately after yours, you’ll need to close up shop.

Closing checklist

• If you intend to stay at the space after your time slot, its your call if other members may stay with you. Let people know when they need to wrap up and leave. Tidying up needs to not wait until you are trying to close up and go home so give people a heads-up in good time.
• Evict the members!
• Check each room, turn off any appliances and lights. Some tools are ok to leave running unattended - it should have a QR code to details on the wiki if you are unsure. Otherwise, shut it down.
• Lock up behind you.
• Post in #is-the-space-open channel on discord that the space is closed.