Manage fire safety during community events: How can I effectively manage fire safety during community events?
Who is responsible and what the law requires
The event organiser or the person with control of the site is usually the responsible person for fire safety. They must carry out a suitable and sufficient fire risk assessment and put proportionate controls in place. Failure to do so risks prosecution under the Regulatory Reform (Fire Safety) Order 2005 and other applicable legislation.
For official guidance see gov.uk.
Make responsibilities explicit. Name an Event Manager, a Site Safety Lead and a nominated liaison for the emergency services. Record those names in the Event Management Plan and share them with stewards and contractors.
Plan early: the stages to manage fire safety during community events
Start planning as soon as the idea is confirmed. Early planning avoids last-minute compromises that increase risk. The stages below outline a practical approach for most fetes, street fairs, village fêtes, markets and small festivals.
Scoping and initial site survey — map gates, emergency vehicle access, ambulance routes and likely congregation points.
Risk assessment — identify ignition sources, fuels, temporary electrical systems and vulnerable people.
Controls and layout — separate high-risk activity (catering, fuel stores, generators) from crowds and escape routes.
Competence and training — appoint fire marshals and brief contractors and volunteers.
Emergency plan and rehearsals — prepare evacuation, communications and rendezvous points.
Record keeping — retain the risk assessment, contractor method statements and certificates.
Templates and checklists are widely available and speed this work. The National Fire Chiefs Council and local fire services provide event checklists and trader templates; the government publishes tailored guides for open-air events and places of assembly. See mawwfire.gov.uk for practical resources.
Practical fire risk controls you should apply
Controls must match the size and complexity of the event. For small community events many sensible, low-cost actions will be enough.
Segregate cooking and fuel — locate catering, LPG cylinders and generators in a secured, ventilated compound away from exits. Provide fire extinguishers at every cooking area and require traders to supply certificates and method statements.
Keep escape routes clear — ensure routes are unobstructed, signed and lit. Exits must open outwards where appropriate and remain unlocked while the event is open.
Allocate resources — place fire extinguishers and basic firefighting kit near higher-risk zones. Make sure trained stewards know the location and correct use of equipment.
Manage waste — remove combustible waste promptly and keep waste storage well away from the public and temporary structures.
Control smoking — create supervised smoking areas with safe ashtrays and clear separation from combustible materials.
These measures reduce both the chance of fire and its potential consequences.
For more guidance and examples see totalsafeuk.com.
How to carry out a proportionate fire risk assessment
A fire risk assessment does not need to be overly complicated, but it must be proportionate and properly recorded where the event will host five or more people. Use a simple, systematic approach.
Identify hazards — open flames, heaters, electrical installations, waste, pyrotechnics, temporary structures and vehicle fuels.
Identify people at risk — performers, staff, volunteers, children, elderly visitors and people with disabilities.
Evaluate and reduce risk — remove hazards where possible, reduce those that remain and add protective measures such as detection, escape arrangements and firefighting equipment.
Plan and inform — produce an emergency plan, brief staff and contractors and display clear evacuation routes.
Keep under review — repeat the assessment if arrangements change, or when the crowd size or layout varies.
Government guidance for different types of assembly makes clear what to examine and record; use the open-air events and small and medium places of assembly guides as practical references: gov.uk.
Temporary structures, marquees and stages
Temporary structures present particular risks. Ensure all structures are flame-retardant, correctly sited and suitably anchored. Emergency exits from marquees must be obvious and unobstructed and the number of exits must reflect the expected occupancy.
Where sleeping accommodation, large tents or semi-permanent structures are used, include detection and clear evacuation procedures in your planning. For any large or complex temporary structure, demand supplier certificates and, if needed, ask for an independent inspection.
See specific templates and guidance from local fire authorities: mawwfire.gov.uk.
Electrical safety and generator arrangements
Temporary power supplies are a common source of ignition and fire. Use competent electricians to install distribution boards and RCD protection. Keep cables off the ground where they might be crushed or damaged, and protect them from water.
PAT testing and appliance checks — all portable appliances should be PAT-tested and traders must show evidence. Position generators well away from public areas and enclosed spaces, with exhausts routed safely and fuel stored in appropriate containers.
Refuelling — ensure refuelling is controlled and supervised, with spill kits and fire extinguishers nearby.
Crowd management, egress and emergency communication
Crowd behaviour affects fire risk and evacuation. Good crowd management reduces the chance of crush and improves the speed of an orderly exit. Base your approach on the expected audience profile, the layout and flow routes.
Calculate safe capacities and escape widths and then staff to control entry points.
Use trained stewards to manage queues and prevent bottlenecks.
Provide clear public address systems and simple, consistent signage.
Establish a control point and radio links for the event safety team.
The Health and Safety Executive’s guidance on managing crowds is a useful resource: hse.gov.uk.
Working with contractors, traders and volunteers
Contractor management is vital. Ask traders and contractors for written method statements and evidence of competence: gas safety certificates for LPG users, PAT test certificates for electrical appliances and relevant insurance. Inspect pitches before the public arrive and withdraw permissions where safety standards are not met.
Brief volunteers and stewards in person. Give them simple, written instructions that cover how to raise the alarm, where to direct people and who the emergency contacts are. Run a short practical briefing on the day to confirm roles and expectations.
When to call in a specialist
You should hire competent external help for complex risks. Examples include pyrotechnics, fireworks, large temporary structures, sleeping accommodation or events that host several thousand people. A competent fire risk assessor or safety consultant can prepare a formal Fire Risk Assessment, produce an Emergency Plan and liaise with the Safety Advisory Group and emergency services on your behalf.
Local fire services or trusted consultants can advise whether your event needs professional input. See practical guidance at totalsafeuk.com.
Documenting decisions and keeping records
Good records show due diligence and help if a regulator asks for evidence. Keep the following easily accessible:
The Fire Risk Assessment and significant findings.
Event Management Plan and site plans showing exits and safety zones.
Contractor certificates and method statements.
Training and briefing logs for stewards and volunteers.
Incident logs and any post-event reviews.
Store documents in a single folder and circulate key sections to the Safety Advisory Group or local authority as requested. For many community events a well-documented, proportionate plan reassures partners and reduces the chance of late objections.
How Total Safe can help
If you need expert support, Total Safe provides fire risk assessments, fire marshal training and on-site inspections tailored to community events. We can prepare Event Management Plans, run fire marshal courses for volunteers and carry out pre-event site surveys to identify and mitigate risks. Learn more about the range of practical services available from Total Safe fire safety services.
For a practical checklist and examples of common mitigations for community events, see our guidance: Identify and mitigate fire risks at events.
Conclusion and next steps
To effectively manage fire safety during community events, start early, make responsibilities clear and use proportionate, documented risk assessments. Segregate hazards, manage crowds, verify contractor competence and keep records. Where activities raise the level of risk, bring in competent specialists and engage the Safety Advisory Group or local fire authority. Small, sensible controls usually prevent most problems and build confidence among visitors and stakeholders.
If you would like help preparing a Fire Risk Assessment or training your stewards and volunteers, Get in touch with Total Safe.
FAQ
Q: Who must carry out the fire risk assessment for a village fete?
A: The event organiser or the person in control of the premises is responsible. The assessment must be suitable and sufficient and recorded where five or more people attend. See government guidance for places of assembly at gov.uk.
Q: Do traders need certificates for cooking at an event?
A: Yes. Traders using LPG, deep-fat fryers or temporary electrical equipment should provide gas safety certificates, PAT test evidence and a written method statement. Inspect these documents before opening. Guidance and examples are available from totalsafeuk.com.
Q: When should I involve the local Safety Advisory Group (SAG)?
A: Notify your local SAG early for events with significant public impact, complex layouts or where emergency services access and licensing are required. SAGs review Event Management Plans and coordinate multi-agency advice. See local event advice at north-herts.gov.uk.
Q: How many stewards do I need for a small outdoor music event?
A: Stewarding levels depend on crowd size, site layout and expected behaviour. Calculate safe capacities, then staff accordingly. Use HSE and NFCC guidance to determine appropriate ratios and training needs: hse.gov.uk.
Q: Where can I find templates for fire risk assessments and event plans?
A: The government publishes specific guides for open-air events and places of assembly, and many local fire services and the NFCC provide practical templates and checklists. Useful starting points include the government open-air events guidance at gov.uk and local fire authority resources such as mawwfire.gov.uk.
