Policy
Venue rules, fees and the full rental agreement for every TerraSpace event space booking.
This Event Space Rental Agreement ("Agreement") is made and entered into by and between TerraSpace (operated by PointStar Malaysia Sdn Bhd, hereinafter referred to as "Licensor") and the renting individual or entity ("Renter"). By confirming a booking, issuing payment, or utilising the premises, the Renter explicitly agrees to comply strictly with all terms, conditions, and regulations outlined herein.
TerraSpace provides a fully equipped, professional event facility including standard furniture, fixtures, high-speed Wi-Fi, and audio-visual equipment. All setup, event execution, and teardown activities must occur strictly within the reserved booking window unless TerraSpace Management grants a written extension before the event date.
Standard Operating Hours: 8:00 AM - 10:00 PM
Early Access & Grace Period Policy: A strict 15-minute grace period before the event start time for setup and 15 minutes after the event end time for teardown are permitted at no additional charge. Access before the 15-minute setup buffer or departure after the 15-minute teardown buffer is subject to venue availability. It incurs overtime charges of RM70 per hour on weekdays and RM80 per hour on weekends (partial hours are billed as full hours). Wi-Fi access and display systems will automatically deactivate upon booking expiry.
Free Parking: Complimentary parking is provided on-site for guests during the duration of the event.
Included Facilities & Inventory
| Category | Item Description | Quantity | Permitted Use & Special Instructions |
|---|---|---|---|
| Display Technology | Smart Televisions / Monitors | 3 Units | For presentation/display only. Do not alter wall mounts or input wiring without permission. |
| Display Technology | Meeting Touch Screen Machine | 1 Unit | Use the provided stylus or touch controls gently. Power down after use. |
| Video Conferencing | Meeting Camera & Microphone System | 1 Set | Handle USB connectivity gently. Must be re-docked and powered down after use. |
| Collaboration Tools | Wall-Mounted Whiteboard | 1 Unit | Use dry-erase markers ONLY. Do not use permanent markers or harsh chemicals. |
| Collaboration Tools | Movable Mobile Stand Whiteboard | 1 Unit | Lock wheels when in position. Use dry-erase markers only. |
| Climate Control | Air Conditioning Units & Remote Controls | 4 Units & 4 Remotes | All four air conditioning remote controls must be returned to their original places after use. |
| Furnishings | Event Tables & Seating Chairs | As Specified | Do not drag across the flooring. Do not take furniture outside the designated unit. |
| Pantry Equipment | Microwave Oven | 1 Unit | For reheating food only. No deep frying, raw meat preparation, or metal containers inside. |
| Pantry Equipment | Refrigerator | 1 Unit | Keep clean and use properly for food storage. |
| Window Coverings | Privacy / Blackout Curtains | Complete Set | Draw gently using cords/handles. Do not pull fabric directly or attach banners/lights. |
| Sanitation & Amenities | Restrooms (Toilets) | 2 Units | Keep clean. Strictly flush paper products only. No grease or rubbish down drains. |
| Sanitation & Amenities | Bathroom Water Heater | 1 Unit | Operate with care and turn off completely after use to prevent overheating, electrical issues, or water damage. |
| Sanitation & Amenities | Wall Mirrors | 3 Units | Includes 2 mirrors in the restrooms and 1 in the main space. Handle with care; keep clean and streak-free. |
Strict adherence to local building authority guidelines and safety regulations mandates total maximum occupancy limits:
Overcrowding Violations & Security Measures: TerraSpace reserves the absolute right to deny entry, suspend guest admission, or immediately terminate the event without refund or indemnity if total attendance exceeds 40 guests. The Renter maintains full operational responsibility for guest check-in management and strict compliance with venue capacity limits.
The policies for reserving and paying for a booking, including the refundable security deposit and the cancellation terms.
A 100% advance payment of the total rental fee, along with a mandatory refundable Security Deposit of RM50, must be paid in full before the scheduled event date to secure and validate the reservation.
The RM50 Security Deposit will be released within 3 to 7 business days following a successful post-event inspection. Deductions or full forfeiture will apply for breaches, including, but not limited to, the following:
Cancellations made at least 48 hours before the scheduled event start time are eligible for a 100% refund. Cancellations made less than 48 hours before the start time are strictly non-refundable. If TerraSpace is unable to provide the space due to unforeseen operational failures within Management control, a full refund or complimentary reschedule within 6 months will be provided. All approved refunds under this section will be received by the customer within a maximum of 14 working days from the date the cancellation or refund is confirmed by Management.
Rules for using the venue's equipment, electronics and fixtures, and how damage, loss or misuse are charged.
All AV, display, and electronic equipment are tested and verified to be fully operational before guest check-in. The Renter assumes complete financial liability for repairs, restoration, or replacement necessitated by improper use, liquid damage, physical damage, power surges from unapproved electrical devices, or unauthorised cabling modifications.
Renters must ensure that all water taps, water heaters, and restroom plumbing facilities are completely shut off after use. Any flooding, leakage, or water damage resulting from negligence or improper use will incur full restoration and property recovery charges assessed directly to the Renter.
Bringing high-wattage electrical appliances (e.g., commercial catering warmers, electric hot pots, or heavy equipment) or altering electrical wiring is strictly prohibited. The Renter will be billed for any tripped circuit breakers, electrical infrastructure repairs, or operational downtime resulting from unauthorised power usage.
The Renter must strictly ensure that all attendees use dry-erase markers exclusively on both the wall-mounted and mobile whiteboards. If permanent markers, pens, or paints are used, the Renter shall bear the full cost of specialised restoration or complete board replacement.
Prohibited Decor & Materials:
Taping, pinning, nailing, or glueing items onto walls, glass panels, curtains, or ceilings is strictly forbidden. Only freestanding backdrop displays or non-damaging painter's tape (pre-approved by Management) are permitted.
Pantry facilities, including the microwave and refrigerator, are provided strictly for light food reheating and beverage storage. Raw meat preparation, deep frying, open-flame cooking, and the use of portable gas stoves are strictly prohibited anywhere on the premises.
In the event of damages, loss, or excessive mess, the following standard charge schedule will apply and be deducted from the security deposit or billed directly:
| Violation / Incident Type | Standard Charge / Penalty Rate |
|---|---|
| Excessive cleaning | RM150 |
| Furniture damage | Actual repair/replacement cost |
| Lost remote control | RM100 |
| Whiteboard damage | Actual replacement cost |
| Curtain damage | Actual repair/replacement cost |
| Plumbing blockage due to misuse | Actual repair cost |
| Electrical damage caused by unauthorised equipment | Actual repair cost |
Sanitation & Plumbing Rules: All restrooms, sinks, and pantry areas must be kept clean and free of food scraps, grease, or debris. Strictly do not flush paper towels, wipes, sanitary products, or food waste down toilets or sinks. Plumbing blockages caused by attendee misuse will result in immediate deduction of repair costs from the deposit.
Waste Disposal & Clean-up Mandate: All event trash, food leftovers, and catering waste must be bagged, securely tied, and taken to the designated ground-floor waste collection point upon check-out. Leaving trash inside the space or common areas will incur an automatic RM50 cleaning penalty deducted from the deposit.
Restoration: Renter must return TerraSpace to its original layout and cleanliness level by the end of the reserved period.
Check-in Procedures: Renters will receive a digital QR access pass 5 minutes before the start time. The renter must inspect the venue, upload timestamped check-in photos of the equipment and the space's condition, and report any existing defects immediately via the platform.
Check-out Procedures: Upon check-out, Renter must restore furniture layout, upload timestamped check-out photos of all venue corners and equipment, turn off all air conditioning and lighting, and ensure doors are locked.
Third-Party Vendor Compliance: Renter bears full liability and responsibility for the conduct, safety, and compliance of all external caterers, decorators, technicians, and guests.
Expectations around sound levels, prohibited substances and conduct, and the venue's CCTV coverage.
Sound levels must be kept within reasonable thresholds at all times to avoid disrupting neighbouring premises and building tenants. Amplified sound or live music must be pre-approved. Management reserves the right to issue warnings or terminate events immediately without refund for persistent noise infractions.
Smoking & Vaping Prohibition: Indoor smoking, vaping, and e-cigarettes are strictly banned anywhere inside the building, restrooms, or common corridors. Violation or triggering of smoke detectors will result in immediate forfeiture of the deposit and additional statutory fines.
Alcohol Consumption Policy: Serving or consuming alcoholic beverages is permitted strictly upon prior written approval from TerraSpace. Commercial sale of alcohol without a valid license is strictly prohibited.
Illegal substances, gambling, hazardous materials, weapons, open flames, and illicit activities are strictly forbidden. Any violation results in immediate event termination, eviction, and reporting to Malaysian law enforcement authorities without refund.
The Renter bears sole legal and financial responsibility for ensuring that all guests, employees, contractors, external vendors, and invitees strictly comply with all provisions of these Terms and Conditions throughout their presence on the premises.
CCTV surveillance may be operated in common areas and entrance/exit areas for security purposes. CCTV is not installed in private areas such as toilets.
Personal Belongings: TerraSpace is not responsible for lost, stolen, or damaged personal property belonging to the Renter or guests.
Indemnification: Renter agrees to defend, indemnify, and hold harmless TerraSpace, its management, and office owners against all claims, liabilities, damages, or injuries occurring on the premises during the rental period.
Force Majeure: If the venue becomes unavailable due to Force Majeure, TerraSpace may offer a rescheduled date or refund, subject to the circumstances and amounts actually received.
Property Loss & Damage Liability: Any loss, theft, or damage to venue equipment, inventory, or structural fixtures during the rental period will be assessed and deducted directly from the security deposit. If repair or replacement costs exceed the RM50 deposit, Renter remains legally obligated to settle the remaining balance within 7 calendar days of written demand.
Guest Damage Liability: Guests may be responsible for reasonable repair or replacement costs for damage caused by the guest or their invitees.
Governing Law & Jurisdiction: This Agreement shall be governed by and construed in accordance with the laws of Malaysia. Any dispute arising out of or in connection with this contract shall be submitted to the exclusive jurisdiction of the Malaysian courts.
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