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Identify fire safety risks in temporary structures during events: a practical guide

Introduction

Identify fire safety risks in temporary structures and learn what to check, who is responsible, and how to record controls so your event meets legal duties and protects people. This guide is for event organisers, facilities teams, property managers and compliance officers who need practical steps to spot hazards in marquees, tents, stages and other temporary demountable structures.

How to identify fire safety risks in temporary structures

Begin with a site‑specific survey that records the type, size and intended use of each temporary structure. Note nearby buildings, vehicles, waste stores and combustible vegetation because proximity and layout directly affect fire spread and escape routes. Also confirm who the responsible person is for each structure, including the party who supervises erection, operation and dismantling.

The Health and Safety Executive treats marquees and stages as temporary demountable structures and sets out expectations for design, erection and management. hse.gov.uk

When you visit the site, use a simple checklist. Mark ignition sources such as generators, portable heaters, cooking appliances and stage lighting. Then identify fuel loads inside and near the structure: timber staging, decorations, stored stock, seating and refuse. Finally, map escape routes, exit widths and assembly points so you can see where pinch points might form.

You must carry out a suitable and sufficient fire risk assessment for events and temporary structures under the Regulatory Reform (Fire Safety) Order 2005. GOV.UK provides guidance for open‑air events and venues that helps clarify what a suitable assessment should contain.

Moreover, the HSE expects competent contractors to design, erect and dismantle temporary demountable structures, and it offers specific advice about inspection and safe practice. For larger or novel structures, incorporate Construction Design and Management (CDM) responsibilities into planning. hse.gov.uk

In practical terms, check which standards apply. For tents, BS EN 13782 sets safety requirements for design, stability and burning behaviour. Ask suppliers for documentary evidence that fabrics, linings and treatments meet the required standard. Without certificates you cannot demonstrate due diligence. shop-checkout.bsigroup.com

Pre‑event documentation to request from contractors and suppliers

Request design drawings, calculations and a structural completion or sign‑off certificate before any structure is erected. These confirm the build matches the plan and that a competent person has validated the work.

Ask for material flame‑retardancy certificates and method statements for erection and dismantling so you can show the structure was planned and built in line with recognised practice. Local authorities often insist on receiving such paperwork before granting licences. bute-park.com

Request a wind management plan showing maximum allowable wind speeds and trigger actions to demonstrate how you will respond if conditions change.

Ensure electrical installers provide test certificates and generators have safe exclusion zones. For gas and LPG, request storage and distribution permits and evidence that cylinders will be stored separately from public areas and ignition sources. Food traders should supply specific fire risk assessments for their cooking equipment.

Material and construction checks that reduce fire spread

Check that fabrics and linings are inherently non‑combustible or have durable flame‑retardant treatment. Request supporting lab test reports and certificates, and place them on the event file.

Treat decorations, festoons or drapes as separate fuel loads and assess whether they compromise escape routes or detection. If linings are applied to a structure, confirm the liner’s attachment method and ensure it will not collapse or obstruct exits when heated.

Inspect seams, taped joins and any temporary walling for gaps that could allow smoke to travel to circulation routes. Where possible, use non‑combustible flooring or ensure raised timber platforms are treated and kept clear of combustible storage.

Practical site inspection checklist you can use now

Confirm the structure’s manufacturer certificate and installation sign‑off. shop-checkout.bsigroup.com

Verify the contractor’s competence, insurance and accreditations. hse.gov.uk

Check separation distances to buildings, vehicles, fuel stores and other tents. These clearances directly affect fire spread and emergency access.

Confirm exits are redundant (at least two where practicable), unlocked and openable in the direction of travel. Redundancy reduces the chance of a single blocked exit causing a major incident.

Inspect emergency and escape route lighting and signage for visibility and battery test tags. gov.uk

Walk cable runs to ensure they are protected, routed away from walkways and fitted with RCDs. hse.gov.uk

Check gas cylinder storage and generator siting for segregation and secure supports. Cylinders should be stored away from public areas and ignition sources.

Verify portable firefighting equipment is present, correctly rated and strategically sited; check service dates and training records. hse.gov.uk

Record each check and any remedial actions. Then assign responsibility and a completion date so nothing is left to chance.

Services, utilities and high‑risk activities to assess

Temporary electrical installations, cooking, pyrotechnics and smoke effects are common causes of fire or false alarms. Treat each activity as a separate hazard with controls documented in the risk assessment.

Require PAT or formal electrical test certificates for temporary distribution boards and ensure competent electricians configure RCD protection. hse.gov.uk

For cooking and LPG, insist on exclusion zones, fire‑rated screens where needed and an appointed fire watch during and after operations. Where open flames are proposed inside fabric structures, only permit them with specialist controls and an explicit local authority or fire service agreement. Many event guides advise that naked flames in tents are a last resort and require strict containment. GOV.UK

People, crowd management and emergency procedures

People are both the primary asset and the biggest risk during an evacuation. Appoint trained stewards and fire marshals with clearly defined roles and written briefings. They must know exit locations, the procedure for sounding the alarm, who calls the emergency services and where the assembly points are located.

Plan crowd flows to avoid bottlenecks at exits and stage edges. Use barriers to define routes and prevent spectators climbing onto structures. Coordinate stewarding with competent barrier suppliers because poorly installed barriers can collapse or create crushing risks. Practical crowd and barrier guidance is available for events and should feed into your event management plan. hse.gov.uk

Engaging the authorities and keeping records

Share your fire risk assessment, site plan and temporary structure certificates with the local authority and the fire and rescue service early in the planning process. Early engagement reduces the chance of late changes and gives the fire service time to advise on access, water points and additional measures.

Contact the Safety Advisory Group as soon as you have a site layout so cross‑agency inputs can be co‑ordinated. cumberland.gov.uk

Maintain a central event file that contains every certificate, test result and inspection record. Keep a log of daily pre‑opening checks and record any incidents or near misses. Good documentation shows you applied proportionate controls and helps the responsible person demonstrate compliance.

When to bring in specialist help

Call in a structural engineer, fire engineer or accredited consultant when structures are large, novelty designs are proposed, sleeping accommodation is present, or where complex rigging supports lighting and speakers. Complex sites often need formal calculations, third‑party sign‑off and bespoke fire detection or suppression arrangements. The HSE and industry guidance recommend competent professionals for high‑risk or unusual installations. hse.gov.uk

If you prefer external support for assessments, Total Safe provides site surveys, fire risk assessments and tailored remediation plans. For information about our services, see our Fire Safety Services from Total Safe and learn about our team on the About Total Safe page.

Conclusion — practical next steps

In summary, identify fire safety risks in temporary structures by doing a site‑specific risk assessment, checking materials and certificates, verifying electrical and gas services, ensuring adequate escape arrangements and training staff.

Start early, collect the right documents, and involve competent contractors. Use GOV.UK guidance for open‑air events and the HSE information on temporary demountable structures to confirm you meet legal duties.

If you are running a complex event or need a formal report, consider commissioning a specialist assessment. Early action reduces risk, simplifies compliance and keeps attendees safe. For practical help and site visits, contact Total Safe via our services page or request a tailored fire risk assessment. Fire Safety Services from Total Safe

FAQ

Q: Who is responsible for fire safety in a temporary structure?

A: The responsible person is usually the event organiser or the person with control of the premises. They must ensure a suitable and sufficient fire risk assessment is carried out and kept on file. GOV.UK

Q: Do tent fabrics need certificates?

A: Yes. Request documentary evidence of flame retardancy or compliance with relevant standards such as BS EN 13782 for tents. Keep the certificates with the event documentation. shop-checkout.bsigroup.com

Q: When is a structural sign‑off required for a temporary structure?

A: For large marquees, stages, gantries or any structure supporting people or equipment, obtain design drawings, calculations and a structural completion certificate from a competent engineer before opening. The HSE recommends third‑party verification for higher‑risk builds. hse.gov.uk

Q: Should I notify the local fire and rescue service?

A: Yes. Notify the fire and rescue service and the local Safety Advisory Group early for larger or complex events, and share your risk assessment and site plan so they can advise on access, resources and any further controls. cumberland.gov.uk

Q: Where can I find official event safety guidance?

A: Key references include GOV.UK guidance on open‑air events and the HSE pages on temporary demountable structures, which give practical advice for organisers and contractors. hse.gov.uk