Office pod installation: survey, delivery, assembly and sign-off
Office pod installation follows six stages: a site survey, delivery planning, moving the flat-pack crates to the floor, on-site assembly, connecting power, and a final check and handover. Most problems come from the first two stages, such as tight lifts, unchecked floor loads or no delivery slot, so a careful survey matters more than the assembly itself.
Key takeaways
- Survey the full route from loading bay to final position, plus ceiling height, sprinkler and detector positions, floor level and the nearest socket.
- Large pods are heavy: a four-person Quad pod weighs about 730 kg, so ask the landlord’s structural engineer to confirm floor loading before ordering.
- Plan the programme backwards: 15–25 working days of production plus about five to seven weeks of sea freight to the UK.
- Treat assembly as site work, with a method statement and manual handling assessment, and review the fire risk assessment once pods are in place.
Before delivery: the site survey
A good installation starts with a site survey that checks whether every crate can reach its final position and whether the building can accept the pod there. Do it before the order is confirmed, because the answers may change the model or the location.
Access route
Walk the route from the vehicle to the final position and measure each pinch point: loading bay doors, goods lift internal dimensions and door opening, corridor widths and corners, and internal doors. Pods arrive flat-packed, so the largest single item is usually a glass door or a wall panel rather than the assembled pod. Ask the supplier for the size and weight of the largest panel and crate, and compare them with your measurements. If the goods lift is too small, panels may need to travel separately from their crates.
Floor, ceiling and services
Check that the floor is reasonably level where the pod will stand, as most pods have adjustable feet but only within a limited range. On raised access floors, confirm the floor panels and pedestals can take the load and note where floor boxes are. Measure the clear ceiling height and leave a gap above the pod for the ventilation fan to draw and expel air. Note the positions of sprinkler heads, smoke detectors, lights and air-conditioning grilles, because a pod placed directly beneath them can affect their performance. Our guide to phone booth dimensions lists typical heights and clearances.
Floor loading
Larger pods concentrate significant weight on a small area, so floor loading is worth checking. The British Council for Offices has recommended a general office floor loading of 2.5 kN/m², according to Building, which also reported that 3 kN/m² was the most common level among 20 offices surveyed for a BCO review. Your building’s actual design loads are what matter, and only a structural engineer can confirm them.
To show why the question matters, the chart compares the self-weight of two StillPods models spread over their footprint with the 2.5 kN/m² figure. The M focus pod weighs about 570 kg on a W1500 x D1250 mm footprint, and the Quad four-person meeting pod weighs about 730 kg on W2200 x D1250 mm. People and furniture add to this.
This is a simplified comparison, not a structural calculation: floors are designed with safety factors, and loads are assessed over larger areas. It does show why you should expect landlords to ask for pod weights and footprints before approving an installation, particularly for meeting pods on raised floors or older buildings.
Planning the delivery
Delivery planning means agreeing a date, a time slot, the vehicle and unloading method, and the people who will move the crates inside. Multi-tenant buildings usually require advance booking of the loading bay and goods lift.
Work backwards from the date you need pods in use. With StillPods, production takes 15–25 working days after drawing and finish approval, and sea freight to the UK takes about five to seven weeks. Leave a buffer for customs clearance, final-mile delivery booking and any building restrictions on out-of-hours work. Our page on samples and lead times explains the approval stages.
Agree in writing who is responsible for unloading. A tail-lift vehicle and pallet trucks reduce manual handling, but crates still need to be moved through the building. The Health and Safety Executive sets out three duties for employers: avoid hazardous manual handling so far as reasonably practicable, assess the risk of injury from any that cannot be avoided, and reduce that risk to as low as reasonably practicable. For pod panels, that usually means trolleys, panel carts, team lifts and enough people on the day. Full details of delivery terms are on our shipping and MOQ page.
Health and safety on site
Pod assembly is site work and should be planned like any small fit-out task, with a risk assessment and method statement agreed with the building manager. Expect the building manager to ask for them before work starts.
The Construction (Design and Management) Regulations 2015 define construction work broadly. The definition in regulation 2 includes fitting out and the assembly on site of prefabricated elements to form a structure, as well as dismantling. Whether a particular pod installation falls under CDM is a question for your fit-out contractor or principal designer, and where pods are part of a wider fit-out it is sensible to manage them within the project’s existing CDM arrangements.
Typical controls include a cordoned work area, protection for floors and walls along the route, safe handling of glass panels, tools suited to the fixings, and housekeeping to keep escape routes clear of packaging.
Installing in an occupied office
If the office is in use during installation, plan the work so that staff are not disturbed or put at risk. Assembly involves drills, mallets and moving large glass panels, which is noisy and needs space.
Options include installing out of hours or at weekends, phasing the work floor by floor, and agreeing a staging area away from desks where crates can be opened. Tell staff in advance where and when work will happen, and route them around the work area with simple signage. Keep fire exits and escape routes clear at all times, and remove packaging from the floor as you go rather than at the end of the day. Separate cardboard, timber and plastic packaging so it can be recycled through the building’s waste contractor. Finally, allow time at the end of each shift for a quick clean, so the area is usable the next morning.
Assembly step by step
Assembly follows the same basic order for most pods, from the base up to the roof, then the door, then services. Following the manufacturer’s sequence keeps panels square and seals effective.
- Unpack and check. Open crates in the work area, check the parts list and inspect panels and glass for transport damage before starting. Photograph any damage.
- Position and level the base. Place the floor frame in its final position and level it with the adjustable feet.
- Fit the wall panels and frame. Assemble the side and back panels, then the front frame, checking alignment at each joint.
- Install the roof. Fit the roof panel with its fan and lighting, routing the internal cable through the designated channel.
- Hang the glass door. Fit the door, adjust the hinges and check that the seals compress evenly when closed.
- Fit interior items. Install the desk or shelf, power module, seating and any acoustic panels or trims.
- Final adjustments. Re-check level, door closure and seal contact, then clean the glass and remove packaging.
Where a pod is moved after first assembly, the same sequence applies in reverse. Keep the assembly instructions with the building’s operation and maintenance file.
Power and data connection
Most pods connect to the building’s power with a single plug-in lead to a nearby socket or floor box, which supplies the fan, lighting and desk sockets. Hard-wired connections are possible but should be carried out by a qualified electrician.
Plan the cable route so leads do not cross walkways, and use a floor box or cable cover where needed. Under the Electricity at Work Regulations 1989, employers must maintain electrical equipment to prevent danger. The Health and Safety Executive notes that the regulations do not make portable appliance testing a legal requirement, but that equipment must be kept safe; the frequency of any inspection depends on the type of equipment and environment. It is sensible to add pods to your routine electrical inspection regime. For more detail, see our guide to office pod power and data.
Fire risk assessment and sign-off
Adding pods changes the layout, so the fire risk assessment must be reviewed. Article 9 of the Regulatory Reform (Fire Safety) Order 2005 requires the responsible person to review the assessment where there has been a significant change in the matters to which it relates, and to record it.
Questions for the review include whether the building’s alarm is audible inside the closed pod, whether detection is needed inside, how the pod affects escape routes and sprinkler coverage, and the fire performance of the materials used. Our office pod fire safety guide covers these in depth and lists documents to request from suppliers.
Handover checklist
A short, documented handover avoids disputes and makes sure the pods work as intended from day one. Walk through each pod with the facilities manager and record the results.
| Item | What to check | Who signs off |
|---|---|---|
| Position and level | Pod matches the layout drawing, level, stable on feet | Installer and facilities manager |
| Door and seals | Door closes fully, seals compress evenly, handle works smoothly | Installer |
| Ventilation | Fan runs, airflow noticeable, clearance above roof maintained | Installer |
| Lighting and sensors | Lights and occupancy sensor work, no flicker | Installer |
| Power | Sockets and USB work, cable route safe, any inspection recorded | Electrician or competent person |
| Finish and damage | Glass clean, panels undamaged, packaging removed | Facilities manager |
| Fire safety | Fire risk assessment reviewed, escape routes clear | Responsible person |
| Documents | Assembly instructions, specification, care guide filed | Facilities manager |
Frequently asked questions
Can our own facilities team install office pods?
Often, yes, if they follow the manufacturer’s instructions, have enough people and suitable handling equipment, and the building manager agrees. For larger meeting pods or multi-pod projects, a fit-out contractor or experienced installer usually works out faster and safer.
Do office pods need an electrician?
A plug-in pod connects to a standard socket and does not normally need an electrician to connect. Hard-wired connections, new sockets or floor boxes should be installed by a qualified electrician.
Will an office pod fit through a standard door?
Pods arrive flat-packed, so the question is whether the largest panel and crate fit. Ask the supplier for panel and crate sizes and compare them with doors, lifts and corridors on your route.
Do we need landlord consent to install pods?
Check your lease. Many landlords want to approve weights, footprints and fire safety information before larger pods are installed, even though pods are usually treated as furniture.
Conclusion
Successful pod installations are planned before the crates arrive: survey the route, confirm floor loading and ceiling clearances, book deliveries and review the fire risk assessment. To get pod weights, crate sizes and a delivery schedule for your site, request a quote and our team will prepare the details with your proposal.
Sources
- Health and Safety Executive – Manual handling at work (accessed October 2026)
- legislation.gov.uk – Construction (Design and Management) Regulations 2015, regulation 2: Interpretation (accessed October 2026)
- Health and Safety Executive – Portable appliance testing FAQs (accessed October 2026)
- legislation.gov.uk – Regulatory Reform (Fire Safety) Order 2005, article 9: Risk assessment (accessed October 2026)
- Building – BCO revises office specs (accessed October 2026)