identify and manage fire risks associated with outdoor events — this guide explains what organisers, facilities teams and responsible persons must do to keep people safe and to meet legal duties. You will learn how to carry out a proportionate fire risk assessment for outdoor gatherings, practical steps to reduce common hazards, what to record, when to consult the local Safety Advisory Group, and when to call in specialist help.

Why the legal duty matters for outdoor events

The person organising an event or the owner of the land is the responsible person for fire safety and must make a suitable and sufficient fire risk assessment. This duty sits in the Regulatory Reform (Fire Safety) Order 2005 and applies to non-domestic premises and places where the public gather. (legislation.gov.uk)

For open-air events there is specific government guidance that explains how risk assessments should address temporary structures, catering, generators and crowd safety. Following that guidance helps demonstrate you acted reasonably if an incident occurs. (gov.uk)

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Start with a clear plan and named responsibilities

First, name the responsible person and the fire safety lead for the event. Next, set out the event scope and timetable in an Event Management Plan. Assign simple, well defined duties to the operations team, stewards and contractors. When roles are clear, tasks are completed and checks are easier to document.

Notify the local authority and your Safety Advisory Group for medium and large events. Early contact reduces last‑minute objections and helps align plans with local emergency services. Many fire and rescue services recommend working with the SAG for events that attract significant crowds or include higher risk activities. (southwales-fire.gov.uk)

How to identify fire hazards on site

A site walk is the best way to identify risks. Use a checklist and map the whole footprint. Note where the following are planned or present and record ignition sources and what could feed a fire. Consider how weather or crowd movement could change risks during the event. For guidance targeted to open-air events, consult government guidance and HSE advice for event organisers. (gov.uk)

Cooking and food stalls: cooking and food stalls using LPG or open flames should be identified and located away from crowded walkways and flammable structures.

Temporary heating and gas-fired equipment: note planned heaters and ensure safe clearances and competent installation.

Generators and temporary electrical distribution: position and protect generators and distribution boards; record RCD protection and wiring design responsibility.

Storage of combustible materials: store fuel, hay, litter and other combustible items securely and away from public areas.

Pyrotechnics and bonfires: identify any fireworks, bonfires or pyrotechnic displays and map fallout and exclusion zones.

Temporary structures: include marquees, stages and covered seating on the map and check for flame-retardant materials and safe exits.

Vehicle and plant access: ensure routes that must remain clear for emergency services are recorded and protected.

Assess people risks and escape routes

Assess how people will enter, move around and leave the site. Calculate safe capacities using escape widths and the expected mix of attendees. Consider vulnerable groups such as children, older people and those with mobility impairments.

Escape routes must be clear, signed and kept open for the duration of the event. Provide unobstructed emergency vehicle access and a designated assembly point that is well away from high-risk areas. Stewards should be briefed to keep routes clear, and plans should allow for rapid, controlled egress if needed.

Control measures for common outdoor hazards

Control measures should be proportionate to the hazard. Use segregation, separation and simple engineering controls wherever possible.

Catering: locate all cooking in a controlled trading area with a designated firefighting point. Require traders to provide risk assessments, gas safety certificates and PAT test records. Provide safe distances between cooking units and flammable structures.

Generators and electrical distribution: site generators on firm, level ground in ventilated enclosures and away from pedestrian routes. Protect temporary electrical systems with RCDs and ensure a competent electrician designs the distribution.

Fuel storage: store fuel in clearly signed, bunded compounds with firefighting equipment nearby. Keep fuels locked and away from public access.

Temporary structures: require flame-retardant materials and compliant anchoring. Ensure exits meet directional flow requirements and are fitted with panic hardware if needed. Use recognised inspection and installation records from suppliers.

Pyrotechnics and open fires: use only licensed operators. Submit plans to the local authority and the fire service, and mark exclusion zones on site plans.

These controls reflect best practice in government guidance and HSE advice for events. (gov.uk)

Fire detection, alarms and firefighting provisions

Decide whether temporary detection or an organised alarm and communications system is needed. For larger events, a central control point and reliable radio communications help stewards raise and coordinate the alarm quickly.

Place suitable extinguishers at cooking areas, fuel stores and generator compounds. Ensure at least one person on duty is trained to use extinguishers and to make a safe initial attack if appropriate. For some sites, temporary hose lines, water bowsers or hydrant access may be required. Record the location of all firefighting equipment on the site map.

Training, briefings and contractor management

Train stewards and staff in basic fire awareness, evacuation procedures and the use of firefighting equipment. Provide a short, practical briefing on the day to confirm positions, evacuation routes and the procedure for contacting emergency services.

Manage contractors through written agreements. Require method statements for high risk activities such as deep fat frying, LPG use and temporary electrical installation. Ask for certificates, insurance details and PAT test records before allowing a trader to trade.

Documentation and records to show due diligence

Document the fire risk assessment and keep records of trader paperwork, training, site plans and pre-event checks. These records form evidence of due diligence and should be retained after the event.

Government guidance for open-air events recommends keeping a site plan and a log of significant findings. This applies whether you use a simple assessment for a small fete or a formal FRA for a major festival. (gov.uk)

When to engage specialists and what they provide

Bring in competent specialists when the event includes any of the following complex or high-risk features. Specialists can produce a formal fire risk assessment, prepare an Emergency Plan and liaise with the local fire service and SAG.

Large crowds or complex pedestrian flows — consider specialist crowd modelling and flow analysis.

Extensive temporary structures or sleeping accommodation — require structural and fire-engineering input.

Pyrotechnics, fireworks or bonfires — use licensed operators and specialist safety plans.

Complex electrical distribution and lighting rigs — electrical designers and inspection regimes are essential.

Significant quantities of fuel or hazardous materials — specialist storage and emergency planning are required.

If you need professional support, Total Safe fire safety services can provide tailored FRAs and event safety services. (totalsafeuk.com)

Cooperation with emergency services and the Safety Advisory Group

Inform the local fire and rescue service of planned high-risk activities. Many services will advise on layout, emergency vehicle access and firefighting requirements. For medium to large events, present your Event Management Plan to the SAG and address any concerns they raise.

Use NFCC or locally published templates to structure the event plan and FRA. Local fire services often publish checklists based on NFCC templates that are suitable for small and medium events. (staffordshirefire.gov.uk)

Practical checks in the final 24 hours

In the final 24 hours, carry out a full site walk with the core team and confirm completion of final checks. Record any remedial actions and confirm completion before opening to the public.

Checks to confirm: escape routes and emergency exits are unobstructed and signed; firefighting equipment is in place and accessible; generators and electrical installations are secure and tested; trader paperwork and gas certificates are available on site; stewards have radios and know their roles; emergency vehicle routes are clear and marshalled.

Low-cost mitigations that often work

Small festivals and community events can achieve significant risk reduction at low cost. Examples include centralising cooking in a single contained trading area with a stewarded fire point; marking and cordoning fuel and generator areas with signage and a fenced-off compound; providing simple wayfinding and emergency signage to keep people moving in an evacuation; briefing all volunteers and giving them a short written checklist for the start of each shift. These measures are straightforward to implement and greatly reduce the chance of fire spreading.

Where Total Safe can help

If you prefer external support, About Total Safe can provide tailored fire risk assessments, fire marshal training and event management consultancy. We can prepare your FRA and Emergency Plan, check contractor paperwork, and deliver on-site briefings to stewards. (totalsafeuk.com)

Useful official guidance and standards

Consult these trusted sources when planning and documenting your event:

Fire safety risk assessment: open-air events and venues — GOV.UK

HSE event safety and fire safety advice for event organisers

The Regulatory Reform (Fire Safety) Order 2005

Conclusion and next steps

Start early and document every step. Name the responsible person, carry out a suitable and sufficient fire risk assessment, and use segregation and simple engineering controls to reduce hazards. Train staff, manage contractors carefully and liaise with your local Safety Advisory Group and fire service when needed.

If your event includes higher risk activities, bring in competent specialists to prepare the FRA and Emergency Plan. For support tailored to your event, Book fire safety support from Total Safe.