The Still Room, operated by Sawtooth Studios Ltd
Version: March 2026 v2
Effective date: March 2026
Next review date: March 2027
Address
Venue: The Still Room, Suite 9D, Keswick Hall, Keswick, Norwich, NR4 6TJ
Contact
General enquiries: info@thestillroom-norwich.co.uk
Telephone: 01603 517 717
Post: Sawtooth Studios Ltd, Suite 9D, Keswick Hall, Keswick, Norwich, NR4 6TJ
Introduction
The Still Room is operated by Sawtooth Studios Ltd and provides a rehearsal, meeting and event space for creative, professional and business use.
Sawtooth Studios Ltd is committed to maintaining a safe and healthy environment for everyone using The Still Room, including hirers, participants, visitors, freelancers and contractors.
This policy outlines the approach taken by Sawtooth Studios Ltd to support the safe use of the space and to reduce reasonably foreseeable risks associated with activities taking place within the venue.
Health and safety is a shared responsibility. All individuals using the space are expected to act responsibly and to contribute to a safe and respectful environment.
Scope of the Policy
This policy applies to:
- directors and officers of Sawtooth Studios Ltd
- freelancers or contractors engaged by Sawtooth Studios Ltd
- hirers using The Still Room
- participants attending activities delivered in the space
- visitors to the premises
Activities delivered directly by Sawtooth Studios Ltd and activities delivered by external hirers are both expected to operate in accordance with appropriate health and safety practices.
Responsibilities of Sawtooth Studios Ltd
Sawtooth Studios Ltd will take reasonable steps to:
- maintain the premises in a safe condition
- maintain fixtures, fittings and equipment in safe working condition
- identify and manage reasonably foreseeable risks within the premises
- maintain clear circulation routes and emergency exits
- cooperate with building management where relevant to building safety
- review health and safety arrangements periodically
Responsibilities of Hirers
Hirers are responsible for the safe conduct of their activity and for the behaviour of those attending their session or event.
Hirers must:
- ensure their activity is conducted safely and appropriately
- supervise participants attending their activity where necessary
- ensure participants are able to safely take part in the activity
- ensure equipment brought into the space is safe and suitable for use
- maintain clear circulation routes and avoid creating hazards
- follow reasonable safety instructions provided by Sawtooth Studios Ltd
- hold appropriate public liability insurance for their activity
Where activities involve additional or elevated risks, hirers may be asked to provide a written risk assessment before the booking is confirmed.
Use of the Space
The Still Room is a working studio environment containing rugs, furniture, soft furnishings, electrical equipment and cables typical of a rehearsal and meeting space.
Hirers must ensure that floors and circulation areas remain clear of hazards and that equipment, cables or furnishings moved during the activity do not create risks.
Any spillages should be cleaned promptly to reduce the risk of slips, trips or falls.
Furniture and equipment provided in the space are used at the hirer’s own risk. Hirers are responsible for ensuring that any furniture or equipment used during their activity is appropriate for their purposes and used safely. Care should be taken when moving furniture or equipment.
Stairs and Building Features
Keswick Hall is a historic Grade II listed building.
The building includes stairways and bannisters overlooking the entrance hall. Hirers are responsible for ensuring that participants behave safely in these areas and do not lean, climb, sit on or place equipment over bannisters or railings.
Participants must not enter areas of the building that are not included within the hire.
Food and Hot Drinks
Hot drinks and simple food may be prepared or consumed within the space.
Hirers must ensure that hot items are handled safely and are not placed where they may spill or cause injury.
Kitchen areas must be kept clean and used responsibly.
Fire Safety
A fire risk assessment for the premises is maintained and reviewed periodically. Responsibility for building-wide fire safety arrangements at Keswick Hall sits with the building management. Sawtooth Studios Ltd cooperates with those arrangements in respect of The Still Room.
Hirers must familiarise themselves with fire exits and evacuation procedures on arrival and ensure that participants are aware of them where appropriate.
Emergency exits, corridors and access routes must remain clear at all times.
Emergency Situations
In the event of a serious emergency, individuals should contact emergency services by calling 999.
Mobile phone signal within the building may be limited. Hirers should ensure that they have a means of contacting emergency services if required, including access to Wi-Fi calling or other communication methods.
A defibrillator is available within Keswick Hall near the main entrance to the building.
First Aid and Medical Assistance
The Still Room does not provide dedicated on-site first aid personnel or medical services.
In the event of illness or injury, the organiser of the activity is responsible for providing appropriate assistance within the limits of their competence and for contacting emergency services where required.
An automated external defibrillator (AED) is located within Keswick Hall near the main entrance to the building. This device is available for emergency use by any person present in the building.
All accidents or incidents occurring during activities at The Still Room should be recorded and reported in accordance with the incident reporting procedure set out in this policy.
Accidents and Incident Reporting
Any accident, injury, near miss or safety incident occurring during the hire period should be reported to Sawtooth Studios Ltd as soon as reasonably practicable using the contact details in this policy.
Where appropriate, incidents may be recorded using the Incident Reporting Form provided in Appendix A.
Where an incident arises during activity delivered directly by Sawtooth Studios Ltd and meets the reporting thresholds under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR), Sawtooth Studios Ltd will ensure that appropriate reports are submitted to the relevant authorities.
Where an incident arises during activity delivered by an external hirer, RIDDOR reporting obligations in respect of that activity rest with the hirer. Hirers are responsible for ensuring that they comply with their own legal reporting obligations.
Accessibility
Sawtooth Studios Ltd aims to ensure that The Still Room is a welcoming and inclusive environment. The building includes lift access to the first floor, accessible toilet facilities and gender-neutral facilities.
Users of the space are expected to act in a respectful and responsible manner that supports the safety and wellbeing of everyone present.
Policy Review
This policy will be reviewed annually, or sooner if required following operational changes, safety incidents or changes in legislation.
Contact
For enquiries relating to health and safety at The Still Room, please contact:
Email: info@thestillroom-norwich.co.uk
Telephone: 01603 517 717
Post: Sawtooth Studios Ltd, Suite 9D, Keswick Hall, Keswick, Norwich, NR4 6TJ
Appendix A
Incident Report Form
Complete this form and submit to info@thestillroom-norwich.co.uk
Safeguarding concerns must be reported separately to safeguarding@thestillroom-norwich.co.uk and must not be submitted using this form.
Person Completing This Form
Name
__________________________________________________________________________________________
Role (staff, freelancer, hirer, participant, visitor)
__________________________________________________________________________________________
Email address
__________________________________________________________________________________________
Telephone number
__________________________________________________________________________________________
Incident Details
Date and time of incident
__________________________________________________________________________________________
Location within building
__________________________________________________________________________________________
Type of Incident
Select all that apply:
□ Accident or injury
□ Medical emergency
□ Near miss
□ Property damage
□ Fire alarm or evacuation
□ Security incident
□ Behavioural incident
□ Other
For safeguarding concerns, report separately to safeguarding@thestillroom-norwich.co.uk
People Involved
Names and contact details if known
__________________________________________________________________________________________
__________________________________________________________________________________________
Description of Incident
Provide a clear factual description of what happened.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Injuries Sustained
□ Yes
□ No
If yes, please describe
__________________________________________________________________________________________
__________________________________________________________________________________________
Immediate Action Taken
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Emergency Services Involvement
□ Police
□ Ambulance
□ Fire service
□ None
Reference number if provided
__________________________________________________________________________________________
Damage to Property or Equipment
□ Yes
□ No
If yes, please describe
__________________________________________________________________________________________
__________________________________________________________________________________________
Further Action Required
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Declaration
Signature
__________________________________________________________________________________________
Date
__________________________________________________________________________________________
Where incidents arise during activities delivered by external hirers, RIDDOR reporting obligations in respect of that activity rest with the hirer. Completing an incident report does not constitute an admission of liability. Incident reports are recorded to ensure appropriate follow-up, risk management and, where required, compliance with legal reporting obligations.