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Fire safety measures for London co-working spaces: How to strengthen fire safety for London’s growing co-working ecosystem in 2025

 

Introduction

Fire safety measures for London co-working spaces must be clear, practical and fully compliant; in this article you will learn what responsible persons, landlords and operators need to do in 2025 to reduce risk, meet legal duties and protect occupants. I explain the legal context, common hazards in shared workspaces, essential technical measures, staff and tenant responsibilities, and a step-by-step compliance checklist you can use today.

 

Why focus on fire safety measures for London co-working spaces now?

Co-working spaces move large numbers of people through compact, flexible areas. They mix public access, private offices, cafés and events space. As a result, they create unique fire risks that differ from a single-tenant office. For landlords and operators, this means the fire safety approach must be proportionate, co-ordinated and regularly reviewed. The Regulatory Reform (Fire Safety) Order 2005 places legal duties on the responsible person to carry out a suitable and sufficient fire risk assessment and to put appropriate measures in place. (legislation.gov.uk)

In addition, up-to-date practical guidance for completing risk assessments and planning evacuation is published by government and explains the basic five-step process for premises such as offices and shops. Following that approach helps to make sure fire precautions are reasonable and recorded. (gov.uk)

 

Identify the main risks in co-working environments

Occupancy and unfamiliar users — Co-working spaces tend to have higher occupancy densities. Consequently, evacuation times may increase unless escape routes, signage and emergency lighting are carefully designed and maintained. Multi-user fit-outs, pop-up events and mixed uses change fire profiles over time. People unfamiliar with a building—short-term visitors or event guests—are at greater risk if induction and signage are poor.

Ignition sources and housekeeping — Portable electrical equipment, kitchenettes, hot-desking chargers and temporary event rigging all increase the potential for electrical faults or overheating. Shared rubbish areas and variable housekeeping standards among occupants can add combustible fuel. These hazards must be reflected in the fire risk assessment and management plan. (hoarelea.com)

“Evacuation planning should assume a mix of familiar and unfamiliar users and the likelihood of temporary changes to internal layouts.”

 

Under the Fire Safety Order the responsible person must assess fire risk, implement general fire precautions and keep records where five or more people occupy the premises. The law also requires regular maintenance of fire protection measures such as alarms, emergency lighting, fire doors and extinguishers. Failure to fulfil these duties can lead to enforcement action. (legislation.gov.uk, gov.uk)

Where multiple employers, tenants or service providers share a building, cooperation and coordination are essential. The Health and Safety Executive advises clear allocation of responsibilities and joint arrangements for emergency plans and training in shared premises. This means that operators should formalise who does what for fire safety in contracts and site procedures. (hse.gov.uk)

 

Essential technical measures for co-working spaces

Detection and alarm systems — Start with a robust fire detection and alarm system sized to the building’s use and occupant profile. Standards such as BS 5839 give technical recommendations for non-domestic systems and help you select the right category of protection. Good design limits false alarms while ensuring prompt detection. (en.wikipedia.org)

Escape routes, compartmentation and suppression — Fit and maintain suitable emergency lighting and clear, well-lit escape routes. Ensure fire-resisting construction—fire doors, cavity barriers and correct fire-stopping—are in place to limit fire spread between zones. Where the building use or height justifies it, consider sprinkler systems or other suppression systems. Sprinklers can significantly reduce life-safety risk and property damage, and they may be a pragmatic engineering solution where evacuation is complicated by layout or occupancy. Finally, locate appropriate fire-fighting equipment and make sure extinguishers are suitable for likely fire types and maintained by competent technicians. (totalsafeuk.com, en.wikipedia.org)

 

A practical compliance checklist: from assessment to ongoing management

Complete a suitable and sufficient fire risk assessment and record the findings. Use the government five-step checklist as a foundation. (gov.uk)

Assign and document responsibilities for fire safety between landlord, operator and tenants. Formalise these in licences, tenancy agreements or service level agreements. (hse.gov.uk)

Install and maintain alarm, detection and emergency lighting systems to recognised standards. Arrange routine servicing and keep logs. (en.wikipedia.org)

Ensure fire doors and compartmentation work as intended. Schedule regular inspections and remedial works. Record results and remedial timescales. (totalsafeuk.com)

Develop and rehearse emergency evacuation plans that cover events, night-working and visitors. Include provisions for occupants with mobility or sensory needs. (hse.gov.uk)

Provide clear signage, visitor induction and directional wayfinding to aid unfamiliar users in an emergency.

Maintain housekeeping and waste management policies to reduce combustible accumulations.

Train staff, fire marshals and reception teams in evacuation procedures and equipment use. Repeat training regularly.

Undertake periodic audits, desk-top exercises and full drills; update the FRA when changes occur.

For help with a tailored risk assessment or practical implementation, operators can engage specialist consultants who understand co-working operations and flexible fit-outs. Total Safe fire risk assessment service. (totalsafeuk.com)

 

Managing multiple occupiers and landlord-operator relationships

Co-working models typically feature multiple SMEs, freelancers and event users under one roof. Therefore, the legal duty-holder must ensure co-operation between parties. Regular coordination meetings, shared fire safety briefing packs and a central logbook are simple, effective tools. Practical measures include clearly named responsible persons for each tenancy and a single incident controller for complex events. The HSE’s guidance on shared premises explains how to allocate responsibilities and why coordination matters. (hse.gov.uk)

Where the landlord controls common parts and structural elements, they should take responsibility for maintaining life-safety systems that serve the whole building. Meanwhile, operators must manage day-to-day compliance, tenant induction and behaviour that affects fire risk. These duties should be reflected in the contractual documents between parties.

 

Staff, tenants and visitor engagement

Training and communication transform equipment into effective protection. Train staff and nominated fire marshals to lead evacuations and use fire-fighting equipment safely. Induct new tenants on arrival and provide concise visitor information by email, at reception and on signage.

Regular drills help reveal weaknesses in plans and behaviour. After each drill, hold a short debrief, update the action plan and record completion. Also, encourage tenants to report damaged equipment, blocked routes or unusual hazards so that remedial action can be taken quickly.

 

Inspection, maintenance and record-keeping

Legislation requires fire safety measures to be maintained in efficient working order. This includes testing alarms, servicing extinguishers and checking emergency lighting. Keep a logbook that records inspections, maintenance, staff training and drills. That documentation shows due diligence and helps the responsible person demonstrate compliance to regulators and insurers. (gov.uk, totalsafeuk.com)

Contract with competent, third-party contractors for specialist services such as alarm servicing, fire door inspection and dry riser testing. Total Safe can deliver a range of services from extinguisher maintenance to fire door surveys and emergency lighting testing to help operators meet their maintenance obligations. Explore Total Safe fire safety services. (totalsafeuk.com)

 

Design and refurbishment: think ahead

When fitting out or refurbishing a co-working space, plan fire safety measures early. Consider means of escape for the highest probable occupancy, provide adequate stair widths and protected escape routes, and avoid compromising compartmentation with uncontrolled cable routes or ad-hoc openings. Where constraints exist, fire engineering solutions, such as smoke control or sprinkler provision, can provide equivalent safety while preserving the design intent. Specialist design advice reduces the risk of costly retrofits later and supports long-term compliance. (hoarelea.com)

 

Using risk proportionate fire engineering

In complex or repurposed buildings, a prescriptive approach may be impractical. In such cases a fire engineering assessment can demonstrate that alternative measures provide an equivalent level of safety. These studies use modelling and evacuation analysis to set safe occupancy limits and advise on detection, suppression and compartmentation strategies. When used properly, fire engineering gives operators flexibility while maintaining life safety.

 

When to seek professional advice

Seek professional help if the building has multiple tenants, unusual internal layouts, mixed uses (for example, café plus meeting space), or where escape routes depend on third-party areas. Also consult a specialist after any material change to the premises: a large refit, a new tenant with a different use profile, or an increase in regular events. For practical support in London and the South East, experienced consultants can carry out a full FRA, produce emergency plans and deliver training. About Total Safe. (totalsafeuk.com)

 

Conclusion — practical next steps for 2025

In summary, fire safety measures for London co-working spaces must combine strong technical systems, clear allocation of responsibilities and active engagement with tenants. Start with a documented fire risk assessment, follow the five-step guidance, and maintain systems through competent contractors. Coordinate with landlords, train staff and run regular drills. If your building has complex features or a high event profile, consider fire engineering and sprinkler options.

If you need help to assess risk, amend your emergency plan or put maintenance arrangements in place, speak to a trusted fire safety provider. For FRA and ongoing compliance support, Total Safe can provide tailored services for co-working operators and landlords. Book a Fire Risk Assessment with Total Safe. (totalsafeuk.com)

 

FAQ

Q: Who is the responsible person for a co-working space?

A: The responsible person is usually the employer, owner, or occupier who has control of the premises. Where multiple parties share control, duties must be coordinated and allocated in writing. (legislation.gov.uk, hse.gov.uk)

Q: How often should a fire risk assessment be reviewed?

A: Review the assessment whenever there is a significant change to the premises, its use or occupancy. Otherwise, reviews should be periodic; update records after drills, incidents or refurbishments. The GOV.UK five-step guidance explains review triggers. (gov.uk)

Q: Do co-working spaces need sprinklers?

A: Sprinkler requirements depend on building height, use and risk profile. They are not always required by default, but they are a recognised life-safety measure and are often recommended for complex, high-occupancy or mixed-use spaces. Consider a fire-engineering appraisal where fit-out constraints exist. (hoarelea.com)

Q: What should be included in tenant induction for fire safety?

A: Induction should cover escape routes, assembly points, how to raise the alarm, where to find fire extinguishers, and the procedure for reporting safety defects. Provide concise written and visual information and repeat briefings after any layout changes. (hse.gov.uk)

Q: Where can I find practical government guidance on fire risk assessments?

A: Use the GOV.UK fire safety risk assessment guides and the five-step checklist for offices and shops to structure your assessment and action plan. (gov.uk)