Host Terms of Business

Welcome to BoardBooking. These Host Terms of Business govern the contractual relationship between your organisation ("Host", "you" or "your") and BoardBooking, governing your use of our digital marketplace to list, market and monetise commercial workspaces and venues. By registering as a Host on BoardBooking, you agree to be bound by these Terms of Business, our Privacy Policy, and the statutory laws of the Republic of Ghana.

1. Your Relationship with BoardBooking

BoardBooking operates as a commercial workspace and event venue marketplace connecting property owners, hospitality operators and enterprise facilities with startups, corporates and independent professionals. As a host, you maintain complete operational autonomy over your physical commercial properties while using our digital infrastructure to convert underutilised office space, executive boardrooms and empty conference halls into active, predictable revenue streams.

• Operational Autonomy: You maintain sole responsibility for the day-to-day operations, physical security, facility maintenance and on-site personnel of your workspace.
• Technology Infrastructure: BoardBooking provides the digital booking engine, local search engine optimisation, user identity verification (KYC) and payment processing gateways.
• Listing Control: You establish your venue pricing, availability schedules, minimum booking durations and specific house rules.
• Non-Exclusive Marketplace Facilitation: BoardBooking provides a non-exclusive distribution platform to connect verified corporate clients and international delegations with your inventory, without dictating your internal commercial policies.

2. BoardBooking Platform Services & Local SEO Positioning

BoardBooking delivers an integrated software and digital discovery ecosystem engineered to optimise listing visibility across traditional and AI-driven search engines.

• Multicategory Space Management: Specialised inventory tools to list flexible coworking desks, dedicated workstations, private executive offices, board meeting rooms and conference exhibition halls.
• Structured Local SEO Architecture: Every host listing is embedded with LocalBusiness, Place and EventVenue schema markup to maximise discoverability across Google Search, Google Maps and AI overview answers for high-intent queries such as “coworking space near me” or executive meeting facilities in Ghana.
• Targeted Geographic Discovery: The platform categorises spaces by premier commercial and business districts across Accra, including East Legon, Airport Residential, Cantonments, Dzorwulu, Osu, Roman Ridge, North Ridge, Achimota and Tema, capturing localised corporate demand.
• Style Media Optimisation: Interactive listing profiles feature a 30-second high-definition video walkthrough as the primary slide with autoplay-on-hover/tap, accompanied by a 5-photo high-resolution gallery.
• Enterprise Host Analytics: A centralised merchant dashboard provides real-time visibility into Gross Merchandise Value (GMV), booking fulfilment rates, occupancy rates, host response times and net payout earnings.

3. Booking Workflows, Availability & Guest Verification

To accommodate different venue categories, BoardBooking provides two booking workflows.

3.1. Dual booking architecture

• Instant Booking Engine: Applied to day passes, dedicated desks and private day offices, enabling verified users to discover, reserve and pay for distraction-free workspace by the hour, day, week or month in seconds.
• Request for Proposal (RFP) & Bidding Workflow: Applied to executive boardrooms and conference halls, replacing instant checkout with an enterprise proposal submission system where corporate planners submit detailed event requirements, guest capacities and response due dates.

3.2. Digital contract & MoU handling

• Bid Submissions: Hosts can submit customised commercial bids directly through the in-app proposal interface.
• In-App Document Execution: Hosts and corporate clients can upload, review, sign and store legally binding Memorandums of Understanding (MoUs).

3.3. Real-time synchronisation & KYC screening

• Live Calendar Feeds: Hosts must keep availability schedules updated to prevent scheduling overlaps and maintain marketplace ranking standards.
• Rigorous KYC Screening: Every guest is screened and verified prior to booking confirmation through valid government documentation (Ghana Card or Passport), live facial biometric verification, professional LinkedIn credentials, or verified corporate business registration.

4. Commission Structure, Platform Fees & Launch Incentives

BoardBooking operates on a performance-aligned commission model without upfront barriers. Full detail is on the pricing page.

• Free Listing Creation: There are zero registration fees, zero onboarding fees and no recurring monthly subscription costs to list workspaces (conference halls, board meeting rooms and event spaces) on the marketplace.
• Coworking & Shared Workspace Commission: Confirmed bookings for virtual business addresses, hot desks, dedicated desks and private offices incur a standard 10% platform service fee.
• Executive Boardroom & Conference Commission: Confirmed bookings and RFP contracts for executive boardrooms and conference halls incur a competitive 7% platform commission.
• Payment Processing Deductions: Standard third-party transaction processing fees (e.g. 1.95% for Mobile Money or card processing) are deducted at settlement.
• Launch Trial Period: Qualifying new venue partners receive a 30-day trial period to evaluate booking velocity and occupancy growth across the platform.
• Featured Listing Launch Boost: Qualifying enterprise venues receive a 30-day “Featured Listing” visibility boost across landing pages and high-intent search categories during onboarding.
• Fee Reinvestment Commitment: Retained service fees are reinvested into continuous platform development, search engine optimisation campaigns, corporate outreach, resources and digital advertising targeting corporate event organisers and international delegations.

5. Invoicing, Settlements & Payouts

BoardBooking coordinates automated billing, invoicing and disbursement pipelines to ensure seamless financial reconciliation.

• Disbursement Channels: Payouts are transferred directly to your designated corporate bank account or registered Mobile Money (MoMo) wallet on an automated daily, weekly or monthly schedule, net of applicable platform commissions.
• Post-Event Verification Modal: For bookings concluded with corporate invoicing or direct offline payments, an in-app confirmation modal prompts both the host and the client to confirm event completion, updating platform analytics and GMV tracking.
• Corporate Invoicing & Tax Records: The platform generates centralised digital transaction receipts, itemised invoices and VAT-compliant reporting documentation to assist with tax reporting.
• Cancellations & Adjustments: In the event of an approved client refund under your declared cancellation policy, the corresponding amount is reconciled against your subsequent payout cycle.

6. Media Production, Content & Intellectual Property

• Content Ownership: Hosts retain full proprietary ownership of all uploaded architectural photography, venue descriptions and registered trademarks.
• Marketing Licence: By publishing listings on BoardBooking, you grant BoardBooking a worldwide, royalty-free licence to display your space imagery, floor plans and venue videos across marketing campaigns, local search landing pages, social advertising and corporate client pitch decks.
• Professional Visual Production: For qualifying strategic venues and early partner locations, BoardBooking provides professional on-site photography and video production services to ensure listing assets comply with high-definition CDN delivery standards.

7. Data Protection & Regulatory Compliance

Both parties operate as independent data controllers under the Data Protection Act of the Republic of Ghana.

• Host Responsibilities: The host serves as the data controller for all on-premise physical visitor logs, facility badge access records, building security screenings and on-site CCTV recordings.
• BoardBooking Responsibilities: BoardBooking acts as the data controller for user platform registration, identity verification (KYC) documentation, secure digital payment tokenisation and anti-fraud monitoring.

8. Mutual Service Commitments

8.1. BoardBooking commitments to you

• Maintain continuous platform availability, high-speed CDN media delivery and secure digital payment processing.
• Actively market your venue inventory to verified startups, corporate event planners and international trade delegations.
• Process host earnings accurately, transparently and on schedule.

8.2. Host commitments to BoardBooking

• Provide a clean, secure and professional commercial environment equipped with verified high-speed Wi-Fi, reliable climate control (AC) and uninterrupted backup power.
• Ensure front-desk personnel and on-site teams execute streamlined, welcoming check-in and check-out procedures for incoming professionals.
• Maintain accurate real-time inventory, pricing parity and operational hours on your host dashboard.

9. Dispute Resolution & Conflict Escalation

• Merchant Support Channels: Direct administrative and technical inquiries to our dedicated platform operations teams via info@boardbooking.com and tech@boardbooking.com.
• Automated Conflict Flagging: Host and user accounts will be flagged for misalignment during the post-event booking confirmation prompt.
• Administrative Escalation: Unresolved commercial disputes receive executive mediation within seventy-two (72) hours of formal submission.
• Governing Jurisdiction: These Host Terms of Business are governed by and construed under the laws of the Republic of Ghana, with legal jurisdiction assigned to the courts of Accra.

10. Venue Protection, Damage Control & Liability

BoardBooking operates strictly as a digital marketplace and technological intermediary; physical supervision of host premises remains the exclusive responsibility of the host.

• Limitation of Physical Liability: BoardBooking accepts no liability for property loss, physical damages, business interruption or theft occurring on the host's premises during a booking session.
• Digital Check-In Condition Report: Guests are required to submit a condition report via the mobile application upon arrival, documenting pre-existing facility status or damages with photo verification prior to starting their session.
• Digital Check-Out Inspection: Upon session completion, the guest completes a digital check-out submission, allowing the host's on-site personnel to inspect the desk, meeting room or conference hall.
• Damage Claim Procedure: If venue damage occurs, the host must submit a formal incident report with photographic evidence to info@boardbooking.com within two (2) business hours of guest departure. BoardBooking will release verified KYC documentation to support direct recovery or legal claims against the guest.
• Refundable Security Deposits: For high-value facilities, including executive boardrooms and large conference spaces, BoardBooking may facilitate the collection and escrow of a refundable security deposit to protect host assets.

11. Corporate Contact Information

For partner inquiries, technical API integration or legal notices, contact: