Upoffiz FAQ

OPENING HOURS

What are the opening hours of the site?

As a Private Offiz tenant, you have unlimited access to the site with your My Upoffiz badge or digital key.

The hours when the coaches are present - including for visitors - are:

Monday – Thursday: 07:00 – 19:00
Friday: 07:00 – 17:00

You can reach the coaches by calling +32 9 277 00 47 during opening hours or by emailing loop5@upoffiz.be.

On specific days and during certain periods, the reception operates with adjusted opening hours. These changes will be communicated in advance via My Upoffiz.

COACHTEAM

Who is part of the Upoffiz coachteam?

The Upoffiz coachteam includes five coaches with four different positions:

2 Hospitality/Community coaches: Elodie and Eduardo
- Ensure a professional welcome and pleasant experience for every tenant and visitor.
- Seek synergies and connect companies on the site.
- Facilitate the Loop5 community by organising events and relevant initiatives.
1 Multimedia coach: Ayko
- Provides support for multimedia issues in common meeting rooms or for simple set-ups in The Plectrum or the Multimedia studio.
Meeting en event host: Julie
- Prepares custom quotes for spaces that are not included in the credits.
- Ensures peace of mind for clients by managing and overseeing bookings and related services down to the last detail.
1 Facility coach: Nicola
- Handles minor maintenance tasks on campus, waste management and daily maintenance of outdoor spaces.

You can reach the coaches by calling +32 9 277 00 47 during opening hours or by emailing loop5@upoffiz.be.

Who can I contact in case of an emergency?

During opening hours, our Hospitality coaches are always available, either by phone or at the reception desk in building Earhart.
Outside of opening hours, you can contact our Emergency Line at +32 9 395 98 98 in case of an emergency.

PS: An emergency is defined as a situation in which immediate action is required to prevent damage or to ensure the safety of one or more persons.

Where do I have my packages delivered?

A spacious parcel box is provided to the left of the entrance on Upliving Ghent - Loop5, next to the slide. In the My Upoffiz-app at 'Deliveries', you can activate your account and have parcels delivered to the parcel box. Packages are not signed for receipt by the coach and will not be delivered to the recipient.

ACCESSIBILITY

How can you reach us?

The address of Upoffiz | Upliving Ghent - Loop5 is Amelia Earhartlaan 2 - 10, 9051 Ghent (Sint-Denijs-Westrem). Despite its unique location, the site is easily accessible by (shared) bike, by public transport or by car.

You can find more information about our availabilities via https://upoffiz.be/en/accessibility-loop5.

First aid / AED

A first aid room is available behind the central reception of building Earhart.

There is an AED device on-site, located near the parking exit.

MOBILITY HUP

How do I access the Mobility hUP?

Each tenant can register their own license plate via the My Upoffiz app under 'UpMobility'. The parking capacity for each company is limited, and tenants can always check the availability of parking spaces through ‘UpMobility.’

Important to know:

You can add up to three license plates to your profile in UpMobility. Only one car per employee can access the parking lot at the same time. We sometimes see confusion about this, especially when employees also add a visitor's license plate to their profile.

For example: if you yourself are already parked with your own car, and you have also registered the license plate of a visitor, that visitor will not be able to drive in. The system will think that you are already inside, since you already drove in with one of those license plates.

Can visitors receive access to the Mobility hUP?

If you have invited your visitor and granted parking rights, they will receive the necessary information via email to access the parking with their car.

The bicycle parking in the parking is accessible to everyone.

The barrier won’t open, now what?

STEP 1) First, check if your license plate is correctly registered via 'UpMobility' on the My Upoffiz-app.

STEP 2) Also, it can happen that the available parking privileges for your company have been used for the day. Therefore, you may no longer have access to the parking lot.

STEP 3) Have you registered your car correctly and are there parking spaces available? Then call our Hospitality coaches for assistance via the intercom.

Is it possible to charge my electric car?

Yes, if you have parking rights, it is certainly possible to charge your electric car in our Mobility Hup. There are 100 charging points on level 0, near the entrance. There are also 55 charging points available on level -1. Once your car is fully charged, please move it to level -1 to a spot without a charging point. This way, everyone has the opportunity to charge their car during working hours.

How do I charge my electric vehicle?

STEP 1) Park your car on level 0 in the parking lot (provided for electric cars only).

STEP 2) Connect your car's charging cable to the charging box to start your charging session.

User tip for a smooth start of your charging session:

Connect the car to the charging station using your charging cable. First, insert the plug into the charging station and then into the car. If it is a public charging point, use your charging card afterward.

TIP: Always check your dashboard to ensure that your car is actually charging.

User tip for a smoot disconnection:

To end the charging session, hold your charging card up to the reader on the charging station again, after which the charging cable will automatically unlock. First, remove the plug from your car and then from the charging station.

How much will I pay to charge my car?

A price per kWh depends on the charge post operator AND on the charge card. We do not charge a start-up fee.

PLEASE NOTE: our charging stations measure how long a car is connected to the charging station. If your car is connected for longer than 14 hours, you will be fined. The fine is € 2 per minute (excl. VAT).

What are the parking conditions?

You can consult the parking conditions via the following link: Parking Terms & Conditions | Upoffiz

SHARED MEETING ROOMS

Where can I find Shared meeting rooms or Meeting Pods?

The Meeting Pods can be found at level +1 of building Earhart and on the ground floor of building Pégoud.

Which Meeting Pods are there?

The Earhart and Pégoud buildings offer a variety of meeting rooms suited for different purposes and group sizes, including business meeting rooms, casual rooms, training rooms and a zen space. Additionally, Earhart features a Multimedia Studio, while Pégoud accommodates the Arena (50 people) and the large Boardroom (21 people).

How can I book a Meeting Pod?

Surf to MyUpoffiz or download the My Upoffiz app from the App Store or Google Play.
Login with your user name and password. Don't have them yet? Contact the administrator of your company.
On the left side of the menu bar, click on 'Spaces'
Use the filter option if desired, e.g. To filter by times, number of participants, technical specifications, ...
Under your desired Meeting Pod, indicate the start time of your meeting.
Give your Meeting a title at the top, adjust the duration (minimum 1 hour) and finally click on 'book'.

Congratulations, your Meeting Pod is booked!

We have a shared meeting room package, why do I see prices in euros when booking a meeting room?

Through the app, tenants with a SMR-package will initially see the price for external parties in the app when booking a Meeting Pod. When you actually book a Meeting Pod, you will automatically receive the preferential rate settled through credits.

Where can I find the Flex desks

Is there no desk available in your Private Offiz? Is a colleague from another office coming to work in Upoffiz Ghent - Loop5? Or do your visitors wish to continue working in silence after a meeting? The Flex Desks are located on the ground floor in the Pégoud building.

How to book a Flex desk?

To book a Fles desk, follow the steps below:

Surf to My Upoffiz or download the My Upoffiz-app from the App Store or Google Play.
Login with your user name and password. Don't have them yet? Contact the administrator of your company.
Click on ‘Spaces’ in the menu bar.
Use the filter option and select 'Flex desk' under 'Amenities' at the bottom.
Select a Flex desk of your choice. The can be booked for either half a day or a full day.
Give your booking a title at the top and finally click 'Book'.

Congratulations, your Flex desk is booked!

How do I add guests to my booking?

Login to 'My Upoffiz'.
Go to your 'Account' > 'Bookings'.
Click on the pencil icon to the right of the desired entry.
Under 'Guests', select your desired guest (Team Member) or click 'Add new visitor' to invite a visitor.
Click on 'Update'.
Your guests or visitors are invited via email.
Would you like to offer your guests or visitors a parking space? After booking your Meeting Pod via MyUpoffiz, you will receive an e-mail with the subject 'Booking updated'. At the bottom, click on the orange button 'My Upoffiz: Manage visitors'. Under 'Manage your visitors', indicate whether they should have access to the parking.

Can I cancel a booking?

Yes, you can. To do this, follow the steps below.

Login to 'MyUpoffiz'
Go to 'Account' > 'Bookings'.
Click on the pencil icon to the right of the desired booking or 'edit booking'
Click on 'Cancel booking' at the bottom

Who can I enter a Meeting Pod?

A Meeting Pod or Meeting Room can only be entered by the organiser and guests invited to the meeting.

Note: badges, the digital keys in My Upoffiz and guest access codes are always linked to individuals. Thus, you can only enter a Meeting Room if you have booked this Meeting room or if you have been invited as a guest.

From when can I enter the Meeting Pod?

You can enter a Meeting Pod from the start of your booking.

How to leave the Meeting Pod?

You leave your Meeting Pod at the end of your booking "the same way as you found it” 😉😉.

That means:

Chairs neatly under table
The table cleared and - if necessary - cleaned up*
Make the whiteboard 'blank/white' again
Throw trash in the trash can in the Coffee corner
Is the weather warm and sunny? Then put the blinds down
In short: as shown in the image on My Upoffiz 😉

*At the Coffee corner you can find a cleaning set with microfiber cloth and polish if needed.

How can I enter a Meeting Pod?

If you are a Private Offiz tenant, you can enter the meeting room through:

My Upoffiz app: you can also use the digital key in the My Upoffiz app by connecting it to the wall reader at the entrance of the Meeting room.
Your Upoffiz badge: if you have a badge linked to your identity to your badge, you can use it to enter the Meeting room. Hold your badge against the wall reader to open the Meeting room.

Guests or visitors will have access to the site and the Meeting room if you invite them by including their details in your booking. External guests will be able to enter the Meeting room using a specific access code, sent via email.

How do you give your guests access to the Meeting Pod and the Mobility hUp?

After booking your Meeting Pod through MyUpoffiz, you will receive an e-mail with the subject line 'Booking updated'.
At the bottom, click the orange "My Upoffiz: manage visitors" button.
Under "Manage your visitors," indicate whether they should receive parking access and/or access to the site and Meeting room.

As a tenant, will I be able to book a Meeting Pod in building Earhart and Pégoud?

Yes, any tenant can book a Meeting Pod in both buildings.

Can we also book the Outdoor Meeting Pods?

No, for the Outdoor Meeting Pods we use the first come, first served principle.

THE PLECTRUM

What is The Plectrum?

The Plectrum is a state-of-the-art theatre for 240 people with adjacent foyer located in the centre of Upoffiz – Loop5, on level +1.

The daylight gives this special place an enchanting atmosphere which makes it suitable for a variety of events. Looking for an Event Space for your next corporate presentation, keynote or product presentation? You don't have to look any further, as The Plectrum is located in the Heart of Upoffiz - Loop 5.

How can we book The Plectrum?

As a Private Offiz tenant, you can book The Plectrum in two ways:

Via our general email address: info@upoffiz.be.
Via our contact form on the website.

In both cases, the Meeting & Event host will contact you to prepare a customised quote.

Can we book The Plectrum with credits?

No, The Plectrum (and Multimedia studio) is not included in your SMR package. A custom and personalised quote will therefore be made up by the Meeting & Event host.

MULTIMEDIA STUDIO

What is the Multimedia studio

The Multimedia studio is located in building Earhart on level +1.

You can book this studio to host webinars, online talk shows, podcasts and even green screen recordings.

This studio takes your online marketing and communication to a higher level, thanks to its professional facilities.

Nice detail: at the tenant's first booking, we provide an appropriate onboarding (30 minutes) with our Multimedia coach.

How can we book the Multimedia studio?

As a Private Offiz tenant, you can book the Multimedia studio in two ways:

Via our general email address: info@upoffiz.be.
Via our contact form on the website.

Can we book the Multimedia studio with credits?

No, renting the Multimedia studio is not included in your company's SMR package. A customised and personalised offer will therefore be made for this by our Meeting & Event host.

BAR AMELIA

What is Bar Amelia?

Bar Amelia is the culinary hotspot of Upoffiz, and by extension the entire region in and around The Loop.

You can visit Bar Amelia for a healthy and cozy breakfast, a tasty and healthy lunch or a cosy after work.

What are Bar Amelia’s opening hours?

Take a look at the webiste to check the opening hours.

Can I order my food in advance?

Yes, you can order via the website before 11am.

Is there the possibility of Private dining?

Yes indeed, Bar Amelia has a Private dining with various catering options.

More information can be found HERE.

Already convinced? Then apply HERE for your Private dining.

BOOKSHARING

How does the Booksharing work?

As a tenant, you have the opportunity to borrow interesting books (for free) at our reception desk in building Earhart.

Leave your details with our coach at reception. They will note your name, phone number, the title of the book and the lending date. Books can stay in your possession for max 4 weeks.

Do you have an interesting book to give yourself? If so, we are happy to add them to the catalogue!

SPORT & RELAXATION

Can I borrow sports equipment?

Of course! It would be a shame to use the ping pong table, panna cage and basketball court merely as a backdrop.

You can get a basketball, football or ping-pong set at the reception of the Earhart building. Of course, it is also an option to purchase these items yourself.

We ask that you give your ID in exchange for using the materials. Upon returning the materials, you will of course get your ID back.

Where are the lockers located?

Lockers are located on level 0 in Earhart building and on the ground floor in the Mobility hUP to the plectrum in the area where the showers and changing rooms are. You can use the display in the middle to reserve an available locker. When reserving a locker, you can choose to reserve it for 12 hours or 1-3 days.