This occupiers' handbook for the Studios and workspaces at The Trampery Old Street has been prepared to provide you with information about the building and its services and the management team who run it, and to supplement the terms of your lease.

It is important that you familiarise yourself with its contents. The handbook contains

useful factual information and the house rules. Its principal objectives are to:

ensure the efficient running of the building in compliance with relevant health, safety and other statutory requirements;
minimise any disruption or annoyance to yourselves or other occupiers of the building
ensure that your experience of The Trampery Old Street is rewarding for both your company and your staff.

Changes to the occupiers' handbook

This handbook may be updated from time to time. You will be notified about the changes in writing. It is most important that you take note of any communication from the landlord or the house managers, which adds to or amends the Members’ Handbook, and place it with the original copy of this handbook for reference.

Help Desk Queries

For general enquiries please contact oldstreet@thetrampery.com.

For all queries during office hours please contact the on-site team on 020 3111 9883.

For queries regarding issues within your studio or around the campus, please use this

form to provide further information:

Name
Position
Contact Number
Site Address / unit number
Nature of the problem
The date the issue arose
Images displaying the issue

Facilities

Member(s) complete(s) Condition of Studio Checklist within three days of moving in and member(s) and The Trampery review property and completed checklist together and mutually agree on the condition of the property upon move-in by signing this form. Each party keeps a copy of the signed checklist. Member(s) and The Trampery uses the move-in checklist during the pre-move out inspection and again when determining if any of the tenant’s deposit will be retained for cleaning or repairs after move-out. If an item listed isn’t included in your demise, please note as N/A

General Access

The opening times across The Trampery site are 9 am–5.30 pm, 5 days a week, with members being able to access 24/7.

You will be responsible to lock the dedicated entrance to your studio.

Studios

Each business will be provided with one key to their studio. If an additional key(s) is required, please ask your HM to provide one, there is a fee for additional keys.

Only staff members who are part of your business should hold a key.

Please note that you cannot change the lock to your unit and if you are required to add any lock, you should provide us with the key.

Common areas

Common areas such as the lounge space and meeting rooms can be used by all members. Meeting rooms need to be booked. You will be provided with an access card to enter the site, you will need to pay a key deposit (refundable) and will require to pay an additional fee for each access card if you wish to use those areas.

Visitors access

Your guests shall be managed by your staff members. Making sure they are aware of the code of conduct for the campus and what the procedure is in the event of a fire is your responsibility.

Out of Hours

Members should advise The Trampery of any staff or contractors wishing to gain access to the building outside the service hours. Full details of access requirements should be given with not less than a 48-hour notice. Costs associated with any additional security outside service hours are to be borne directly by the occupier.

Printing

Printing is complimentary for all members, however, please make sure you print out a reasonable number of pages, double-sided if possible and keep in mind sustainability principles. The printer is on the WiFi and can be found via a quick search from Settings -> Printer on your computer.

H&S

The list below outlines the responsibility of each business that occupies a unit at Fish Island Village:

Required Documentation	Frequency	Responsible party	Comments
Fire Risk Assessment	Annual	The Trampery & Members	The Trampery will provide assessment for common areas, members to provide for their unit
H&S Policy	Annual	The Trampery & Members	The Trampery will provide a policy for the site, members to provide for their unit
Risk Assessment	Annual	The Trampery & Members	The Trampery will provide assessment for common areas, members to provide for their unit
Fire Strategy	Annual	The Trampery	The Trampery will provide a fire strategy for the building
FRA PEEPS	Annual	The Trampery & Members	Members will need to complete a PEEP for any vulnerable members of staff or anyone who may require assistance existing the building in the event of a fire or emergency. The Trampery should be notified of any PEEP.
Fire Panel and Call Point Testing	Biannual	The Trampery & Members	The Trampery will carry the test for common areas, members to test their unit
Weekly Fire Alarm Tests	Weekly	The Trampery & Members	The Trampery will carry the test for common areas, members to test their unit
Test Fire Heads	Annual	The Trampery & Members	The Trampery will carry the test for common areas, members to test their unit
Fire Marshal Training	Every 3 Years	The Trampery & Members	The Trampery will carry the test for common areas, members to test their unit
Fire Extinguishers	Annual	The Trampery & Members	The Trampery will provide for common areas, members to provide for their unit
5 Year Fixed Electrical Testing	Every 5 Years	The Trampery	The Trampery will provide for the building - members may be asked to provide access to their unit for this examination
Monthly Emergency Lighting Test	Monthly	The Trampery & Members	The Trampery will carry the test for common areas, members to test their unit
Emergency Light Battery Discharge	Annual	The Trampery & Members	The Trampery will maintain common areas, members to test their unit
PAT Testing	Annual	The Trampery & Members	The Trampery will maintain common areas, members to test their unit

In all locally managed spaces, the Member is required to arrange/ensure that PAT testing is carried out and up-to-date asset records are maintained. Prior to substantially increasing the loading on the local electrical system, the Member will check its capacity.

The Trampery will ask members to participate in a short health and safety induction as a part of their initial move in. This will run through the basic health and safety requirements listed below as well as useful contacts should they have more queries or questions.

Maintenance

The list below outlines the responsibility of each business that occupies a unit at Fish Island Village:

	Specialist Items	Frequency	Responsible party	Comments
	Specialist Items	Frequency	Responsible party	Comments	Mechanical	Lift Servicing	Quarterly	The Trampery	For lifts installed in common areas
Drainage cleaning	Quarterly	Members	Members will require to clear any blockage in their unit
Toilet Extract Cleaning	Every 3 Years	The Trampery
AHU & FCU filter cleaning	Biannual	The Trampery
Electrical	Electric and data sockets		The Trampery	The Trampery will fix any data points or sockets provided by The Trampery
	Light bulb replacement		The Trampery/Members	The Trampery will replace light bulbs only in common areas
	Light fittings		The Trampery/Members	The Trampery will maintain any light fittings provided by The Trampery

Communal Areas
1. Members’ Lounge

The Trampery Members’ Lounge is located in The Drawing Room. The Trampery team is available on-site between 9 am to 5.30 pm, Monday to Friday. The Trampery may vary the hours during which it is manned from time to time. Any changes will be notified to you in advance in writing.

The lounge serves all members at Old Street, however, the kitchen storage space and fridges are not to be used by members who are not occupying a desk/studio space.

The Lounge is not manned during the festive period (Christmas eve until the New Year (2nd of January) as well as Bank Holidays.

Meeting rooms

Meeting rooms can be rented by the hour by members. They need to be booked here. For The Library/Ballroom bookings (15ppl+ capacity) please reach out to the events team at events@thetrampery.com.

MEDICAL EMERGENCIES

It is the responsibility of each occupier to satisfy the requirements of the Health & Safety (First Aid) Regulations 1981 in respect of properly trained first aid personnel, first aid boxes and record keeping. If it is necessary to summon an ambulance by dialling 999, the reception desk should also be advised so that they can direct the ambulance crew on their arrival.

DELIVERIES & COLLECTIONS

Deliveries guidelines are set in your welcome pack.

Couriers

All couriers should be instructed to make their deliveries directly to the respective studio. There are no facilities to accept/store packages in the main reception. Couriers that come to the main reception will be directed to the recipient’s studio.

Please note: The Trampery staff are instructed not to sign for deliveries.

Goods Deliveries

Advance notice must be given to The Trampery of all goods deliveries. The Trampery has the right to ask occupiers to alter delivery times to avoid congestion in the interests of good estate management. In the case of regular deliveries, timing should be coordinated with the Reception desk. Where bulk deliveries are being arranged, which could cause damage to the fabric of the building, it will be necessary to agree on the precise route of entry and ensure that parts of the building susceptible to damage are adequately protected. All protection works are to be carried out at the expense of the occupier, and, if necessary, a schedule of conditions will be prepared by the management team to avoid any disputes concerning any damage.

Responsibility for Loss or Damage

Neither the landlord, The Trampery management team or the security staff or their representatives can be held responsible for any loss or damage, which may occur to any items or goods delivered to the building or to those items or goods during attempted delivery to the building. No deliveries (either outwards or inwards) may be deposited for pick up at the reception desk. The reception staff has instructions not to sign for any deliveries.

NO SMOKING POLICY

The common parts of the building have been declared a “no smoking” area. For the avoidance of doubt this includes reception, the delivery area, the external area adjacent to the building entrances, the stairs, lift lobbies and toilet areas. Members should discourage their staff and contractors from smoking immediately outside the front entrance or rear exit to the building. The Trampery team has instructions to ask anyone who is caught smoking within these areas to vacate the area until they have finished smoking. A warning will be issued to members who do not comply with the policy.

CLEANING AND REFUSE COLLECTION

Cleaning

The Trampery management arranges for the cleaning of the common areas. Any complaints should be referred to The Trampery management so that they can be dealt with promptly. The Trampery management also arranges external window cleaning and the cleaning of glass areas of the common parts.

Refuse Collection

Quantum Waste is the waste contractor at The Trampery Old Street.

Quantum Waste is a waste collection company focused on providing sustainable work practices and avoiding the use of landfill wherever possible.

The important info -

Only 2 recycling streams - “food waste” and “everything else”
- Everything is manually sorted into different waste streams at their plant, so you don’t have to!

Refuse is collected from the bin room. It is the responsibility of the occupier to take refuse to the collection points. It is the occupier’s responsibility under the Environmental Protection Act 1990, Section 34, Code of Practice (Duty of Care), to ensure that all waste leaving their premises is securely sealed in bags/containers, segregated into recyclable and non-recyclable waste and put in the appropriate communal bin. Further guidance on disposal should be referred to The Trampery team. Any items that are not ‘mixed office waste,’ such as chemical containers and medical waste, should not be disposed of in those bins.

CONTRACTOR’S RULES/PERMITS TO WORK

Members will be responsible for the appointment and behaviour of all contractors they engage and will have to ensure they avoid causing disruption to the building, other members or residents. All Tenant’s Contractors will comply with the London Borough of Tower Hamlets’ Code of Construction Practice." as may be applicable.

Permit Procedures

Permit procedures apply for all contractors attending the site, whether dealing with the common areas or occupier’s accommodation. Permits to Work are needed from The Trampery management. Risk Assessments and Method Statements (RAMS) must be submitted at least a week in advance, and be first approved by The Trampery management before any works can commence. No works should commence without prior written approval from The Trampery.

Noise level of work and hours of work

Noisy work must be restricted to the following hours, Mon-Fri between 08:00 and 13:00 and 14:00 and 18:00 and Sat 08:00–13:00.

On-Site

Deliveries for fit-out works will need to be agreed in advance with The Trampery management in order that adequate protection of those deliveries and the lift can be arranged

LANDLORD/OCCUPIER PROCEDURES

The first point of reference when dealing with any issues affecting your occupation of The Trampery Old Street should be the lease under which you occupy your accommodation. The following information is provided to give a brief overview of Landlord/Member procedures.

Services

Mechanical and Electrical

Cooling on the site is a combination of natural and mechanical ventilation. Spaces with openable windows will generally be naturally ventilated.

All issues with the heating system should be reported to the House Manager in the first instance.

AC the AC panel within your studio can be adjusted via the panel in the corner of your studio. Remember to turn the system off by the button on the top of the panel. It can also be adjusted to turn off and on for a certain time of the day.

Alterations

The landlord’s consent will be required for any internal or external alterations to the demised premises.

The only exterior alteration allowed is the application of vinyl graphics to the windows for the purposes of marketing as per the approved planning application

Members should note that they will be liable for costs regardless of whether the access permit or permit to work, is approved or rejected. This can include legal fees, the managing agent’s fee to deal with the application, possible fees for building surveyors’ advice and also those of any third-party specialists who may be required to provide advice.

The Member will be responsible for funding the permit to work application, maintenance, replacement, removal and disposal of the asset as well as for reinstating and making good the demised premises.

Access permit will cover low-risk works, i.e. surveys, fabric works, painting, decoration, low-risk plumbing and mechanical work. It is intended to formally document that permission has been granted for the personnel who are completing works to access a work area and to allow The Trampery management to be aware of the contractors on-site.

Permit to work will cover any works that have an increased risk, i.e. partitioning, works using scaffold towers, access platforms, working at height, roof access, hot works, soldering, brazing, connections to landlord systems (Fire alarms, closed water systems, lighting controllers, BMS connections).

A permit-to-work is a document that specifies the work to be done and the precautions to be taken. Permits-to-work forms an essential part of safe systems of work for many maintenance activities.

Please note an application for a permit to work will be required, and when submitted, a risk assessment and method statement for the specific task will be needed, including public liability insurance if relevant.

Notify The Trampery well in advance and note that consent must be obtained before any works are started. The Trampery management will review and authorise permit to work when satisfied and will assist/edit/add comments if needed.

Structural alterations including wayleaves for data cabling are absolutely prohibited.

Permit to work will only be given if the following conditions are complied with: -

Provide plans, sections and elevations of all internal layouts on a 1:100 scale.
Provide details of the programme, the Method Statement and the proposed contractor.
Provide evidence that the alteration complies with all the relevant statutory requirements, including those related to fire precautions and Building Regulations and Planning.
Any consequential alterations to the existing electrical installation in the premises (including any connections or additions) must be carried out in accordance with the terms and conditions laid down by the Institute of Electrical Engineers and the regulations of the appropriate electricity supply authority.
The Trampery management must be notified at least one week prior to any works commencing.
If the Construction (Design and Management) Regulations 2015 (the "CDM Regulations") apply to any works that you want to carry out, you will need to comply with them. The CDM Regulations include a requirement to appoint a CDM Co-ordinator, prepare a Health & Safety Plan, notify the Health & Safety Executive of the works and compile a Health & Safety File at the end. You should always check with your own advisers, and if necessary, with the Health & Safety Executive, if you are unsure about whether the CDM Regulations apply and what you should do.
You will need to comply with other relevant legislation as may be required depending on the nature of the works/alterations. This may include but is not limited to, the Building Regulations and the disability discriminations act.

In addition to your obligation to pay the landlord's costs incurred in connection with the consent, you will be responsible for any costs incurred by the landlord in relation to the premises or the building in consequence of any alterations that you carry out. (As an example, this could include the preparation of revised fire plans).

Deposit For Alterations

A deposit for all alterations will be required following the approval of any requests from members. This deposit will be held by The Trampery and will be used to return the unit to its original condition. The cost of the deposit will depend on the type or scale of the works requested. The Trampery will gauge the cost via a trusted supplier who will provide a quotation for the remedial work.

If the member is able to find a more competitive cost from a competent provider, we will happily consider this alternative for the deposit amount.

Listed below are some preliminary information that may be useful to occupiers on frequently requested alterations:

Access/Security

Alarm Facades/Covers. Any alarm system or CCTV system to be installed at the site must be done so internally. No external security media, or fixtures of fittings are permitted.

Members are allowed to install a CCTV or intruder alarm. Information about access changes (alarms) should be provided to The Trampery prior to installation.

If the intruder alarm goes off out of office hours and requires someone to attend, this should be done in a timely manner, so other occupiers and residents are not interrupted. Your system should be properly designed, installed and maintained to prevent false alarms.

The British Standard BS 4737 sets out the specifications and procedures for the installation and maintenance of alarm systems. Make sure the company responsible for your alarm operates to these standards. Your system should be fitted with an automatic cut-off device to stop the alarm from ringing after about 20 minutes. Most modern alarms have this, plus a flashing light that keeps going after the ringing has been cut off. You must tell your insurers if you have an automatic cut-off device. If you do not have a cut-off device fitted, you are expected to have nominated keyholders to the police who can silence the alarm within 20 minutes of being notified.

Attendance outside normal working hours for access to infrastructure, such as data cabling between tenant risers, will incur a change. All requirements and cost acceptance must be confirmed in writing to The Trampery in advance.

Installation of AC

Studios that are naturally ventilated have no space on the roof for commercial mechanical and electrical equipment. If a member wishes to apply for the installation of an air conditioning unit in their studios, they will be required to find a solution that allows the extract to go directly out to the street level. Members can use the perforated panel above the entrance door for the extract.

IT equipment

Any additional IT equipment such as switches and access points will require consent from our ISP and IT provider.

Lights

If a member would like to change any fitting, the original fitting will need to be retained and reinstated at the end of the tenancy. This will require a permit to work and the landlord’s consent. Failing to do so will result in a fee.

Walls

The Internal facing walls are made of plywood and cannot take a heavy load. The ceiling is made of concrete and needs consent to be drilled into.

Partition walls will require a permit to work and the landlord’s consent. Please note that there might be other costs involved such as building control.

Decorative interior works

Members are allowed to make any decorative changes, such as paint and furniture, as long as the space is returned to the same condition at the end of the tenancy as written in the lease agreement. This will require a permit to work and the landlord’s consent. Failing to do so will result in a fee.

Removal of existing fittings

Members are required to get consent from the landlord for any alterations to the existing fittings and they would need to return the studio to the same conditions as they received it. This will require a permit to work and the landlord’s consent. Failing to do so will result in a fee.

The removal of Wall Mounted Bike Stands

Please note that while members will be allowed to move the location and placement of the wall-mounted bike stand within the studio, it is a requirement of the building’s planning permission that they be there. As such, the bike stands cannot be removed from the studio.

Changes to the kitchen/bathroom

Any removal of existing fittings, such as the sink, requires the landlord’s consent and commitment to return the respective fitting to the same position as set in the lease agreement. This will require a permit to work and the landlord’s consent. Failing to do so will result in a fee.

Boxing the meters/services

Boxing of any meters or services can be done as long as there is access provided using a hatch panel. If those cannot be accessed and are required to be accessed, the members will be asked to remove the boxing. This will require a permit to work and the landlord’s consent. Failing to do so will result in a fee.

Member’s Signage

Member’s signage (which is located on the facade) is installed and maintained by the members. Where necessary, it can be amended by The Trampery management. Information about signage installation is provided in this document (Appendix E).

This will require a permit to work and the landlord’s consent. Failing to do so will result in a fee.

Energy & Sustainability

Members can make their own areas more efficient by following these simple steps:

Turn off your PC and monitor in the evening.
Turn down your monitor brightness to lower electricity consumption.
Accept a slightly (1°C) reduced temperature in the workplace that will help you save over an extended period of time.
Optimise your clothing to minimise mechanical heating/cooling.
A plugged-in charger still uses electricity when not connected to a device, please unplug all chargers when they are not in use.
Reduce paper use by only printing when needed and printing double-sided, if possible.
Consider the electronic equipment in your area, turn off the obsolete kit.
Keep blinds open and turn off lights when there is enough daylight or when areas are unoccupied.
Keep windows closed to enable the air conditioning to work effectively.
Keep the communal fridge door closed, don’t waste water, don’t overfill the kettle and keep using the recycling bins provided.

Useful Contacts

For a full list of relevant contact details please see our Out of Hours Procedure.

Get in touch with us

Contact details