VIDA Member Handbook

VIDA MEMBER HANDBOOK

Updated January 2026

Thank you for becoming a Member of VIDA!

We are so excited to have you as part of our community and this Member Handbook is designed to share more about our company, spaces and onsite amenities, as well as help set parameters for community rules and conduct.

ABOUT VIDA

VIDA is a coworking community that provides beautiful workspace, family support services and curated amenities to help Make Life/Work for our members.

We aim to be the leader in community-based coworking by helping our members create ease, joy and fulfillment in their personal and professional lives.

We are not only a workspace, but an engaged community of thoughtful people who are committed to designing a life that works for themselves and their families.

We are guided by our VIDA Values, which serve as a North Star for our operations – and include:

We Take Care:

To do the right thing with the highest of integrity and mutual respect.
Of ourselves, our members, the company, and our community.
Of the details – thoughtful consideration of what we do and why.

Be Exceedingly Helpful:

We go above and beyond to help our members Make Life/Work.
We strive to surprise, delight and bring joy and specialness.
To each other – and we ask for help when needed.

Everyone Wins:

We are community-driven and seek to find solutions that work for all involved.
We are solution-driven and build collaborative relationships.
Together we succeed!

Deliver Excellence:

We do it right.
We are known for high quality in all we do, while providing extreme value.
We have a commitment to ongoing learning and improvement.

We expect our members to be:

Kind and friendly
Collaborative and support each other’s businesses, personal lives and ambitions
Respectful of our space and community in all ways

COWORKING & COMMUNITY BEST PRACTICES

VIDA is a shared, collaborative, and open workspace. In order for everyone to peacefully coexist, please refer back to the seminal text:

All I Really Needed to Know, I Learned in Kindergarten, by Robert Fulghum.

Share
Play fair
Don’t hit people
Put things back where you found them
Clean up your own mess
Don’t take things that aren’t yours
Say you’re sorry when you hurt somebody
Wash your hands before you eat
Flush
Warm cookies and cold milk are good for you (and will come in gluten-free and non-dairy varieties at VIDA!)
Live a whole life – learn some and think some and draw and paint and sing and dance and play and work every day some
When you go out in the world, watch out for traffic, hold hands and stick together.
Be aware of wonder. Remember the little seed in the Styrofoam cup: the roots go down and the plant goes up and nobody really knows how or why, but we are all like that.

VIDA MEMBERSHIP

VIDA Membership is designated by membership type, and can include: Custom Membership, Private Office, Part-Time Private Office, Dedicated Desk, OPEN Flex, PT Flex and Flex+ and Virtual Membership.

All VIDA Members have access to both the Portland and Beaverton Locations, during the hours of 9am – 5pm. If you need to schedule a conference room at your non-home location, please contact the Community Director there to confirm (contact info below).

All memberships are offered on a month-to-month basis (for both parties) and we require 30 days to cancel.

STAFFED HOURS

VIDA is staffed on Monday – Friday from 9:00am – 5:00pm and the front door will be open during these times.

Private Office, Dedicated Desk and OPEN Flex Members have 24/7 access (to your respective home location) and Virtual and PT Flex Members are welcome in during staffed times.

VIDA is unstaffed on all major holidays including days observed for: New Year’s Day, President’s Day, Martin Luther King, Jr. ‘s Birthday, Memorial Day, Fourth of July, Labor Day, Thursday + Friday of Thanksgiving, two days for the Winter Holidays.

GUESTS

We are happy for you to welcome guests at VIDA! Please meet them at the Front Desk, or let us know any additional information we might need to properly welcome them in.

CHILDREN & FAMILIES

VIDA is a kid and family-friendly environment; however, we recognize that it is also a professional, working environment. Kids are welcome to hang out in parents’ private offices and in VIDA Villa (At Beaverton) and throughout the community spaces (as is age-appropriate and tolerated by the kids). We offer Kid Kits and VIDA Cafe snacks to help keep them entertained and engaged.

HVAC: Heating & Cooling

VIDA does not own or directly control the heating, ventilation, and air conditioning (HVAC) systems in our facilities. HVAC systems are owned and managed by the property ownership, and the building management teams set the temperature of both office spaces. The building’s HVAC systems operate on Monday – Friday, during the hours of 7:00am – 7:00pm and Saturday from 7:00am – 2:00pm. The building may be hot or cold late Saturday and on Sundays, and will probably vary by season.

While VIDA will make reasonable efforts to maintain comfortable working temperatures and will promptly report any HVAC issues to property management, we cannot guarantee specific temperature ranges or immediate resolution of heating or cooling problems. Response times and repairs are subject to the property management company’s schedule and priorities. Members should report any significant temperature concerns to VIDA staff at hello@vidacoworking.com as soon as they occur, and we will communicate these issues to property management on your behalf.

HOUSEKEEPING

We have commercial cleaning services five days a week that clean our main spaces, bathrooms, vacuum and empty the trash.

If you would like your Private Office vacuumed, please leave the door open, and if you would like your trash emptied, please leave the trash can on the outside of the door. We have a vacuum cleaner and cleaning products onsite if you would like to do it yourself.

MUSIC

We play music daily through the Sonos speakers to both add ambience and balance voices and conversations. We are currently curating a different mix of genres and we are open to suggestions!

TAKING CALLS IN THE MAIN SPACES

We have many members working in the Main Spaces and at Dedicated Desks throughout the space. Phone and Zoom calls are allowed, once your “coworking voice” has been established, which takes about a week to find the right speaking/noise level.

If you are speaking too loudly, VIDA staff will give you a sign to help keep the areas at a noise level that works for all. Please also note: Headphones are REQUIRED. You may not use speaker phones in the open areas; and if you are naturally a loud talker, please use the patio/outdoors, conference rooms or the ZenBooth for your calls. Know that there is no privacy or confidentiality for conversions in the open spaces – and please let us know if someone needs a reminder of these policies.

ANIMALS

While we love our animals, VIDA locations are not pet-friendly spaces and pets cannot be onsite; however, we do follow Oregon State Law and the Americans with Disabilities Act (ADA), which allows service animals (defined as “trained to take a specific action to assist a person with a disability”) and Emotional Support animals (sometimes called companion or comfort animals) that provide disability-related emotional support. Both must have the requisite trainings and documents, and will need special VIDA registration, private space use and space signage, so please let us know and we will get it all set up for you!

COMMUNITY MANAGEMENT PLATFORM

At VIDA, we use the Proximity software platform to manage memberships, billing, conference room bookings and more. As a member, you will have a log-in (user name and password) that you can use on the Proximity app, or desktop platform. All financial information is securely stored here, and is processed by Stripe (VIDA staff cannot access this information).

COMMUNICATIONS

We will send email and text communications to be sure you are in the loop about all company and community happenings. This includes (but is not limited to) Member Monday News (weekly – email), News You Can Use (monthly – email), The VIDA Voice (monthly – email), and occasional relevant texts or personal messages.

You will also receive emails from Proximity in regards to billing, conference room confirmations and other membership-related issues.

CIRCLE/VIDA VIRTUAL

When your membership is confirmed, you will be invited to join VIDA Virtual, our online community platform. You will also be enrolled in the community-wide chat function — The New Slack — and the relevant location community (#Portland or #Beaverton). We hope you will join and use it regularly to communicate with members and also get community-wide updates.

Our Curated Amenities, designed just for you!

FRONT DESK + #TeamVIDA

At VIDA we aim to make life easier for our members, and as such, we are pleased to offer a Community Director and Community Manager to help with a range of small requests. If there is something we can help you with that seems really irritating to you, please ask – requests can be made directly to either Kaitlyn or Alex at the Front Desk or emailed to kailtlyn@vidacoworking.com or alex@vidacoworking.com respectively.

PRINTING/COPYING/SCANNING

We provide a commercial grade printer and scanner for members to use, and VIDA is charged for each print. To keep this amenity included for all, Members are allowed up to 50 black & white prints at no charge; if you plan to send through a larger job, please let the front desk team know so that we can charge a small fee and be sure it doesn’t delete onsite supplies. Color copies and prints are billed at .$10/each.

Scanning is unlimited and is sent directly to a personal email address. You can ask the front desk team to enter your email address into the Scanner, and you will be all set to scan!

HEALTH & WELLNESS SERVICES

Each month we strive to have a health and wellness provider onsite to offer discounted professional services to members. Members must schedule their sessions and shall pay the practitioners directly.

COMMUNITY EVENTS

Each month we host two community-building events that are open to all members. These include Community Lunch, a hosted lunch in the Main Kitchen, and The Happiest Hour, a rotating lineup of hosted get togethers that can include hosted beverages and snacks – either in the late morning or early afternoon. These events will be communicated via Monday Member News, and also posted on VIDA Virtual

VIDA CAFE

Having healthy food and snacks is an important aspect to Make Life/Work, and so we are pleased to offer VIDA Cafe for all Members. The labeled fridge + freezer contains lots of snack, beverage and meal options – choose what you’d like and note your selections on the nearby tablet, or via Venmo. Each Monday, your Proximity account will be billed for the prior week’s selections. Enjoy!

VIDA PERKS

We love a good discount, and we know you do too! VIDA Members receive special discounts and savings on local businesses and offerings. Be sure to check the Benefits Tab on the Proximity platform to see what is on current offer!

Thank you for being part of VIDA and for making a commitment to Make Life/Work – we are so excited to have you as part of our community!

Read on for specifics about each VIDA Location.

VIDA PORTLAND

Community Director, Kaitlyn McConnell, kaitlyn@vidacoworking.com; 503-705-1891 – phone or text

Working Hours of 9am – 5pm, Monday – Friday

ALARM

While members have 24/7 access to the space, we do set an alarm from midnight -5am. If you are planning to be working during those hours, please ask for the Alarm Code so you can disarm the system during those hours (and not set off the very loud alarm, wake up our team members and/or send the police over!).

INTERNET + WIFI

We have full WIFI coverage throughout the space.

For the front space:

Network = VIDA

Password = Vida2019!

ADDRESS SERVICE + MAIL

OPEN Flex, Virtual Mail, Dedicated Desk and Private Office members may receive mail at VIDA, with the completion of a valid CRMA form from USPS.

You may use the following address:

Company or Member Name

401 NE 19^th Ave, Suite 200, Your Personal PMB#, Portland, OR 97232

You must complete the Mail Preferences Form prior to receiving mail.

Outgoing Mail can be left in the basket by the Front Door, and incoming mail will be hand-delivered, or can be picked up at the front desk.

KITCHENS/FOOD/BEVERAGE

Front Kitchen:

This kitchen was designed as an open concept kitchen and we encourage members to have breakfast and lunch together! The beverages available to members include Drip Coffee from Oblique, Hot Tea from Jasmine Pearl Tea Company, Kombucha on Tap from Herbucha, and Nitro Cold Brew on tap from Stumptown. Please help yourself as often as needed!

VIDA CAFE

Snack items, specialty beverages and lunch options are available in the front/Main Kitchen refrigerator, and can be purchased for a small fee. Choose your items, and then note them on the front tablet. We will bill your VIDA account each Monday for all purchases from the week prior.

Back Kitchen

Personal food items can be kept in the White Refrigerator in the back kitchen. If you’d like to mark your food, you can find tape + sharpie on the hook. All unmarked or rotten food will be tossed at 4:30pm on Fridays.

DISHES

A range of silverware, dish ware and glassware are available for your use! Most dishes reside in the Back Kitchen with coffee cups and glassware available in both kitchens. For dirty dishes: please rinse them and then place into the gray tubs located in the back kitchen, and we will take care of them!

SPACES IN THE MAIN COWORKING SPACE

PHONE BOOTH

Two are now available! The first is the ZenBooth, located in the Main Space and to be used on a first-come, first-served basis. The ZenBooth is designed for quick meetings or to take phone calls in private. It is not bookable and designed to be used for 60 minutes or less.

The second option is the small internal conference room in the West Wing — it is also designed for quick meetings or to take phone calls in private. It is not bookable and designed to be used for 120 minutes or less.

CONFERENCE ROOMS

We have two conference rooms that are available to book as needed, and different membership options offer different number of hours of included conference room hours (you can see your specific hours in your Proximity account). Conference Rooms can be booked via the Proximity app, or desktop platform, and members receive member rates for any time exceeding their included hours. For any conference room bookings that are billed at member rates, you must cancel within 24 hours of booked time to receive a refund credit.

VINTAGE Conference Room (located in the West Wing) offers:

Large Conference Table with seating for 14
OWL Conferencing System
Flat screen TV that easily syncs with Chromecast & AppleTV
An original 1950’s pull down screen + projector
Chalk board and cork board
Small, moveable Whiteboard
Outdoor Patio Access

VISIONARY Conference Room (located in the Main Space) offers:

Conference Table with seating for 6-8
Flexible seating arrangements
Flat screen TV
Small seating area
Whiteboard

UNWIND Studio – West Wing

Fundamentally designed to be a room for nursing/pumping (no more closets, ladies!), this room can also be used for quiet time or rest. There is a desk, couch and TV, complete with streaming services: Hulu, Netflix, MAX and Amazon. Enjoy!

VIBRANT STUDIO – West Wing

This is a small meeting room/podcast studio and includes a table for two people, and all of the equipment necessary to record a podcast or other audio segment. The room is outfitted with soundproofing materials and a ring light – which makes it great for Zoom calls too!

PRIVATE FITNESS STUDIO

We are pleased to offer a private cardio studio for your onsite use, including a Peloton Treadmill, a Peloton Bike and a weight bench + weights and other accessories. Please keep your sessions to 60-minutes or less — book through Proximity.

For the Pelotons: Turn on the bike or treadmill, and select the VIDA Member button, or attach your own account. For your first ride, please be sure to set your height and length requirements and you can write them on a post-it and keep them on the wall so you can make your adjustments each time. There are baskets for regular tennis shoes, or you can bring your own cycling shoes. Let us know if you need a first-time tour/overview – and enjoy!

PATIO

Please use the patio when you need some extra shots of Vitamin D! Push hard and watch your step on the way out. The patio can also be reserved for private events.

VIDA BEAVERTON

Community Manager, Alex Bliss; alex@vidacoworking.com; 503-705-1891 – phone or text

Working Hours of 9am – 5pm, Monday – Friday

INTERNET + WIFI

We have full Fiber WIFI coverage throughout the space.

Main Network:

Network = Vida

Password = 5037051891

Backup Network:

Network = VIDA Beaverton

Password = Vida2019!

ADDRESS SERVICE + MAIL

OPEN Flex, Virtual Mail, Dedicated Desk and Private Office members may receive mail at VIDA, with the completion of a valid CRMA form from USPS.

You may use the following address:

Company or Member Name, 9400 SW Beaverton Hillsdale Highway, Suite 250, Your Personal PMB#, Beaverton, OR 97005

Outgoing Mail can be left in the baskets at the Front Desk and incoming mail will be hand-delivered, or can be picked up at the front desk.

You must complete the Mail Preferences Form prior to receiving mail.

KITCHENS/FOOD/BEVERAGE

Front Kitchen:

This kitchen was designed as an open concept kitchen and we encourage members to have breakfast and lunch together! The beverages available to members include Drip Coffee from Dapper & Wise, Hot Tea from Harney & Sons, Kombucha on Tap from Herbucha, and Nitro Cold Brew on tap from Stumptown. Please help yourself as often as needed!

Personal food items can be kept in the Right-Side Refrigerator. All unmarked or rotten food will be tossed at 4:30pm on Fridays.

VIDA Cafe

DISHES

A range of silverware, dish ware and glassware are available for your use! For dirty dishes: please rinse them and then place into the gray tubs located under the coffee maker, and we will take care of them!

SPACES IN THE MAIN COWORKING SPACE

PHONE BOOTH

This is available in the East Wing and is used on a first-come, first-served basis The ZenBooth is designed for quick meetings or to take phone calls in private. They are not bookable and designed to be used for 60 minutes or less.

CONFERENCE ROOM

We have one large conference room that is available to book as needed, and different membership options offer a different number of included conference room hours (you can check yours through your Proximity account). The Conference Room can be booked via the Proximity app, or desktop platform, and members receive member rates for any time exceeding their included hours. For any conference room bookings that are billed at member rates, you must cancel within 24 hours of booked time to receive a refund credit.

Please tidy up after your Conference Room session (chairs in, garbage away, white board cleaned) so the next Member can have a clean space for their meeting.

VINTAGE Conference Room – located in the Main Space – offers:

Large Conference Table with seating for 12
OWL Conferencing System
Flat screen TV that easily syncs with Chromecast & AppleTV
Mounted White Board
Seating Area with Couch

UNWIND & FITNESS STUDIO – Conference Room Wing

Fundamentally designed to be a room for nursing/pumping (no more closets, ladies!), there is a refrigerator and locking door available for this purpose. This room can also be used for quiet time, rest or head’s down work: there is a desk, couch and TV, complete with streaming services: Hulu, Netflix, MAX and Amazon.

Or use it as the Fitness Studio, complete with a Peloton Bike and Treadmill. For the Peloton: Turn on the bike or treadmill, and select the VIDA Member button, or attach your own account. For your first ride, please be sure to set your height and length requirements and you can write them on a post-it and keep them on the wall so you can make your adjustments each time. There are baskets for regular tennis shoes, or you can bring your own cycling shoes. Let us know if you need a first-time tour/overview – and enjoy!

VIDA VILLA

We want kids to have a great experience at VIDA too! They are welcome to play and hang in the VIDA Villa Space, which is outfitted with toys, activities and games. Older kids may play on their own, and younger kids (not yet in kindergarten), must have a parent or guardian in the space with them. Note that this is not childcare or supervised care and parents have full responsibility for their children while onsite.

Please be sure that your children clean up when they are done and replace anything that they have broken. Thank you for your help with keeping the space clean and fun for all!

OUTDOOR AREAS

There are several courtyards and outdoor spaces around the building – feel free to use them all – or have a picnic on the back lawn!

JESUIT & EDISON HIGH SCHOOLS

Note that we are located near the campus of Jesuit High School and many of the students park in our lot. School begins at 8am and ends at 3pm and the parking lot and surrounding areas (including Starbucks!) are very busy during this time.

Edison High School, an alternative school hosted by Jesuit, is located on the first floor of our building and you will see teenagers from time-to-time.