Accordhub - Room Usage & Conduct Policy
(Last Updated: 28/11/2025)
This Room Usage & Conduct Policy (“Policy”) outlines the rules governing the use of Accordhub’s hearing rooms, facilities, equipment, breakout areas, and on‑site services. This Policy forms an integral part of the Terms of Use.
Purpose
Accordhub provides neutral, professionally maintained spaces for arbitration, mediation, and other ADR proceedings. To ensure a safe, confidential, and efficient experience for all users, the following rules must be adhered to at all times.
Access and Check‑In
- Users must arrive at the scheduled time and complete any required check‑in formalities.
- Entry may be denied in cases of security concerns or policy violations.
- Only registered attendees may access the hearing room unless approved by Accordhub staff.
Conduct Inside the Hearing Room
- Maintain a professional and respectful environment at all times.
- No disruptive behaviour, loud conversations, or activities unrelated to ADR proceedings.
- Food is permitted only if arranged as an add‑on; outside catering requires prior approval.
- Smoking, alcohol consumption, and prohibited substances are strictly forbidden.
Use of Equipment and Infrastructure
Users are responsible for proper care and use of:
- AV systems, displays, microphones, and conferencing tools
- Recording equipment (only if add‑on purchased)
- Printers, stationery, and other support tools
Rules:
- Do not tamper with wiring, ports, or hardware settings.
- Report any malfunction immediately to Accordhub staff.
- Users will be liable for damage caused due to negligence or misuse.
- Accordhub does not generate, analyze, interpret, or modify any case information.
- All data displayed is exactly as submitted by users.
- Accordhub does not verify accuracy of case inputs.
Confidentiality and Data Protection
- Users must ensure confidentiality of all discussions, documents, and materials.
- Printed, recorded, or transcribed materials (if add‑ons purchased) must be handled securely.
- Accordhub does not retain copies of user‑submitted documents and deletes them immediately after fulfilling the requested service.
Breakout Areas and Common Spaces
- Use shared spaces responsibly and maintain cleanliness.
- Do not leave confidential documents unattended.
- Noise must be kept minimal so as not to disturb other hearings.
Add‑On Services Conduct
- Add‑ons may be requested during the hearing but are subject to availability.
- Users must not misuse printing, recording, or AV tools.
- Any discrepancies in usage must be reported immediately.
Safety & Emergency Protocols
- Follow staff instructions during fire alarms, evacuations, or emergencies.
- Do not block exits, corridors, or emergency equipment.
- Unsafe behaviour may lead to immediate removal from the premises.
Damage, Loss, and Liability
- Users are responsible for any damage to property caused by them or their guests.
- Accordhub is not liable for loss of personal belongings.
- Intentional damage or repeated misconduct may result in booking suspension.
Prohibited Activities
- Recording hearings without explicit agreement of all parties and purchase of the recording add‑on.
- Using rooms for non‑ADR purposes without approval.
- Harassment, intimidation, or discriminatory behaviour.
- Bringing hazardous materials or unauthorized equipment.
Compliance
Failure to comply with this Policy may result in:
- Immediate termination of the hearing.
- Denial of future bookings.
- Additional charges for damages or misuse.
- Reporting of misconduct to relevant authorities where required.
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