1. Introduction

1.1 Changes to the occupiers' handbook

1.2 Help Desk Queries

2. Facilities

2.1 General Access

2.2 Studios

2.3 Common areas

2.4 Common spaces in other blocks/floors

2.5 Visitors access

2.6 Out of Hours

2.7 Printing

3. Health and Safety

4. Maintenance

5. Common Spaces

5.1 Members’ Kitchens/common areas

6. Medical Emergencies

7. Deliveries and Collections

7.1 Couriers

7.2 Goods Deliveries

7.3 Responsibility for Loss or Damage

8. No Smoking Policy

9. Drug and Alcohol Policy

10.Cleaning and Refuse Collection

10.1 Cleaning

10.2 Refuse Collection

11. Contractor’s Rules/Permits To Work

11.1 Permit Procedures

11.2 Noise level of work and hours of work

11.3 On-Site

12. Landlord/Occupier Procedures

12.1 Building Information

12.2 General

12.3 Services

12.4 Mechanical and Electrical

12.5 Utilities

12.6 Alterations

12.7 Access/Security

12.8 Installation of AC

12.9 IT equipment

12.10 Lights

12.11 Walls

12.12 Decorative interior works

12.13 Removal of existing fittings

12.14 Changes to the kitchen/bathroom

12.15 Boxing the meters/services

12.16 Member’s Signage

13. Subletting

13.1 Assignment

14. Energy and Sustainability

15. Useful Telephone Numbers

16. Other Useful Resources

1. Introduction

This occupiers' handbook for The Studios at The Trampery Poplar Works 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 license.

It is important that you familiarise yourself with its contents. The handbook contains useful information and includes 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; and

○ ensure that your experience of The Trampery Poplar Works is rewarding for both your company and your staff.

1.1.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.

1.2.Help Desk Queries

- For general enquiries please contact poplarworks@thetrampery.com - For all queries during office hours please contact the on-site team on at 020 3111 2480.

- For queries regarding issues within your studio or around the site, please use this form to provide further information, and email it through to the above email address;

• Name

• Position

• Contact Number

• Site Address / unit number

• Nature of the problem

• The date the issue arose

• Images displaying the issue

2. 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

2.1.General Access

2.1.1. The opening times across The Trampery Poplar Works site are 8am - 9.30pm, Monday to Friday and 10am - 6pm on Saturdays.

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

2.1.3. A dedicated team will lock and set alarms at 9.30pm, members are expected to have vacated studios to minimise disruption.

2.1.4. Any members that need an extension on these hours must give 48 hours warning and costs associated with any additional security or heating and cooling outside service hours are to be borne directly by the occupier.

2.2.Studios

Each business will be provided with a set of keys and access fob at the start of their license; studio key, bin store, bike store key and building access fob. There If an additional key(s) is required, please ask your HM to provide one, there is a fee for additional keys.

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

2.2.2. Please note that you cannot change the lock to your unit.

2.3.Common areas

Common areas such as the lounge space above the cafe and kitchen spaces, allocated to your block, can be used by members at any time during hours. You will be provided with an access to enter these areas, and will incur an additional fee for any further copies requested/required.

2.4.Common spaces in other blocks/floors

Each Block has its own Kitchenette, toilet block and washing facility. These facilities can be accessed by members who occupy a unit in the respective blocks.

2.5.Visitors access

Your guests shall be managed by your staff members. Making sure they are aware of the code of conduct for the site and what the procedure is in the event of a fire is your responsibility. Please see our COVID-19 Code of Conduct here.

2.6.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 or heating and cooling outside service hours are to be borne directly by the occupier.

2.7.Printing

Members are able to use the printer located in the Paisley Room. To access the printer, members need to be logged into the workspace network. Details of how to connect the printer can be found on the FAQ page on Nexudus.

3. Health and Safety

The list below outlines the responsibility of each business that occupies a unit at Poplar Works:

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 this
FRA PEEPS	Annual	The Trampery & Members	The Trampery will provide assessment for any of it’s staff or visitors that require it, members to provide for their staff or visitors.
Fire Panel and Call Point Testing	Biannual	The Trampery	The Trampery will carry the test for

			Poplar Works
Weekly Fire Alarm Tests	Weekly	The Trampery	The Trampery will carry the test weekly.
Test Fire Heads	Annual	The Trampery	The Trampery will carry the test for common area and the member’s unit.
Fire Marshal Training	Every 3 Years	The Trampery & Members	The Trampery will carry out training it is members responsibility to attend.
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
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

3.1. 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.

4. Maintenance

The list below outlines the responsibility of each business that occupies a unit at Poplar Works:

	Specialist Items	Frequency	Responsible party comments
Mechanical	Lift Servicing	Quarterly	The Trampery	For lifts installed in common areas
	Drainage cleaning in common areas	Quarterly	The Trampery	For drainage in common areas, excluding the cafe premises
	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/Memb ers	The Trampery will replace light bulbs only in common areas
	Light fittings		The Trampery/Memb ers	The Trampery will maintain any light fittings provided by The Trampery

5. Common Spaces

5.1.Members’ Kitchens/common areas

The Trampery Members’ kitchens and common areas are located on each level, and in each block.

5.1.1. The Trampery team will be available on site from 9am to 5.30pm, Monday to Friday.

5.1.2. 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.

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

6. 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 Trampery House Manager should also be advised so that they can direct the ambulance crew on their arrival.

7. Deliveries and Collections

Deliveries guidelines are set in your welcome pack.

7.1.Couriers

7.1.1. 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 office/cafe. Couriers that come to the main office/cafe will be directed to the recipient’s studio.

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

7.2.Goods Deliveries

7.2.1. 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 House Manager. 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 condition will be prepared by the management team to avoid any disputes concerning any damage.

7.3.Responsibility for Loss or Damage

7.3.1. 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/cafe. The cafe staff have instructions not to sign for any deliveries.

8. No Smoking Policy

There is a no smoking policy across the whole of the Poplar Works site. For the avoidance of doubt this includes within members studios, the cafe, the delivery area, bin and bike storage, balcony areas, the external area adjacent to the building entrances, the stairs, lift lobbies and toilet areas. The outdoor areas on the first floor are non-smoking.

Members should discourage their staff and contractors from smoking immediately outside the front entrance of any studio, open windows or the main building. The Trampery team has instructions to ask anyone who is reported 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. The designated smoking area is located at the external end of the cafe where a cigarette butt bin is provided.

9. Drug and Alcohol Policy

The Trampery has a zero tolerance policy for illicit drugs.

Alcohol should be kept to a minimum, and any member consuming/having/storing alcohol on site will need to submit a Health and Safety Policy to The Trampery, to show responsible practices and procedures are in place, to ensure the safety of the community and members.

10. Cleaning and Refuse Collection

10.1.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. Members are responsible for the cleaning of the occupied areas including the internal side of the windows within their demised areas.

10.2.Refuse Collection

The Trampery will provide you with refuse bags through our partnership with Quantum Waste who provide a one stop solution for waste management needs.

They offer a simplified dual collection system: ‘food waste’ and ‘everything else’. A vertically integrated model means that they can collect, treat and recycle everything themselves. We use Quantum Waste to help further reinforce our mission around sustainability.

Quantum Waste uses just one type of transparent bag which means that you never need to pre order or prepay for individual bags. You simply dispose of waste in one of two bins, either ‘food waste’, or ‘everything else’. The bags are collected and sorted accordingly.

By simplifying to just two types of waste they can ensure maximum recycling rates. Food waste is turned into high quality organic fertilizer that will be used to grow more food and the short production cycle means its back on our farming fields within 2 months

Once your bags are full you just need to put the bags in the bin store located closest to your studio

10.2.1. Refuse is collected from the bin store (see locations below). It is the responsibility of the occupier’s cleaning contractors to take the 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 food waste and everything else and put in the appropriate communal bin. Further guidance on disposal should be referred to The Trampery building management. Any items that are not ‘mixed office waste,’ such as chemical containers and medical waste, should not be disposed of in those bins. Please ensure that any cleaners appointed directly by you are made aware of the Code of Practice and local recycling standards; if you are not sure what these are the communities team can point you in the right direction.

11. 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

11.1.Permit Procedures

11.1.1. 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 48hrs in advance, and be first approved by The Trampery management. Contractors working without a valid permit will be removed from the site immediately. To request a Permit to Work, please speak to your Trampery House Manager.

11.2.Noise level of work and hours of work

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

11.3.On-Site

11.3.1. 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

12. Landlord/Occupier Procedures

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

12.1.Building Information

12.1.1. Floor plans and O&M Floor plans and manuals can be requested from your House Manager.

12.2.General

12.2.1. Any building specific information please ask The Trampery House Manager or Operations Team.

12.3.Services

12.3.1. Mechanical and Electrical

12.3.1.1. Heating the entire site is served by a district heating system/plant room, which is the source of heating and hot water. Each studio (excluding The Makery units) has a heat interface unit (HUU) that regulates the heating and hot water into the studio. Further information on how this works can be found in the O&M.

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

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

12.4.Utilities

12.4.1. There is a meter within each studio measuring electricity. A monthly meter reading will be taken by your House Manager and your utility bills and will be produced quarterly.

12.5.Alterations

12.5.1. The landlord’s consent will be required for any alterations to the demised premises. Members should note that they will be liable for costs regardless of whether the licence, proceeds to completion, 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.

12.5.2. 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.

12.5.3. 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.

12.5.4. 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).

12.5.5. 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.

12.5.6. 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.

12.5.7. 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.

12.5.8. Structural alterations including wayleaves for data cabling (save on occasion to facilitate affecting of fixtures and fittings, etc., and then only where permitted by and in accordance with, and subject to the conditions of the relevant lease) are absolutely prohibited.

12.5.9. 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 has been notified 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).

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

12.6.Access/Security

12.6.1. The Operator strongly advises the Customer to insure against all potential losses, damages, claims, expense or liabilities which might arise out of (but not limited to)

12.6.1.1. its own liability to its employees and third parties;

12.6.1.2. its own property brought into the Building;

12.6.1.3. liability for any duty imposed by law on the Customer on behalf of any of the Customer’s visitors;

12.6.1.4. business interruption; and

12.6.1.5. any other matter under this agreement where the

Operator excludes liability.

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

12.6.3. If the intruder alarm goes off out of office hours and requires someone to attend, this should be done in a timely manner of maximum 20 minutes 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 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 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.

12.6.4. 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.

12.6.5. Any additional CCTV that The Trampery installs will be done so in a way that complies with all statutory requirements.

12.7.Installation of AC

12.7.1. 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.

12.7.2. All requests must go through to The Trampery Management team for approval.

12.8.IT equipment

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

12.9.Lights

12.9.1. 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. Members must apply to do so through The Trampery and an additional deposit will be held to ensure the reinstatement of the original lights at the end of the tenancy.

12.10.Walls

12.10.1. In some of the studios, the Internal facing walls are made of 18mm plywood and cannot take a heavy load. The ceiling is made of concrete and both need consent to be drilled into.

12.10.2. The garage units have a strict, no puncture policy into any of the walls without written consent from The Trampery.

12.10.3. 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.

12.10.4. In all circumstances, The Trampery’s approval is necessary for any moderations.

12.11.Decorative interior works

12.11.1. Members are not permitted to make any changes to the walls or interior that cannot be reverted back to the original state, including paint on the natural ply-wood walls. Please consult your Trampery House Manager to discuss any decorative works that you might wish to carry out.

12.11.2. All decorative changes must be approved by The Trampery House Manager.

12.12.Removal of existing fittings

12.12.1. Members are required to get consent from The Trampery for any alterations to the existing fittings and they would need to return the studio to the same conditions as they received it.

12.13.Changes to the kitchen/bathroom

12.13.1. Members are not permitted to make any changes to the common areas including;

○ outdoor areas

○ kitchen facilities

○ bathrooms

○ or any other areas, without prior approval from The Trampery.

12.14.Boxing the meters/services

12.14.1. Boxing of any meters or services can be done as long as there is access provided using a hatch panel. If those cannot be accessible and are required to be accessed, the members will be asked to remove the boxing. Any boxing will need written consent from The Trampery before the alteration can take place.

12.15.Member’s Signage

12.15.1. Where members would like to install signage, all design plans must be submitted to The Trampery to approve.

13. Subletting

13.1.The provisions for subletting are set out in the licence and are not permitted.

14. Assignment

14.1.Assignment of a part of the demised premises is absolutely prohibited.

15. Energy and Sustainability

15.1.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.

16. Useful Telephone Numbers

16.1.Numbers & Notes

○ Tower Hamlets Council Hotline 020 7364 5000

○ Suspected Gas Emergency 0800 111 999

○ 24/7 NHS Non-Emergency Number 111

○ Police - 999 for Emergencies (enter 55 if you can’t speak on the call), 101 for non-Emergencies

○ Front Desk (Trampery House Managers) [Phone number TBC]

○ Waste Management - Provided by Quantum Waste 0800 954 9124

17. Other Useful Resources

17.1. For more information on dogs in the workspace, we will provide an Introduction to dogs in the workspace document.

17.2. For additional membership perks, we will provide a document listing the external offers available for the members of The Trampery Poplar Works.

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