How can I identify and mitigate fire risks in community events? — identify and mitigate fire risks in community events
identify and mitigate fire risks in community events. This guide explains what organisers, community groups and responsible persons must check, where the common hazards lie, and which practical steps reduce risk and keep people safe. Suggested URL slug: identify-and-mitigate-fire-risks-in-community-events.
Why fire safety matters for community events
Community events bring people together, but they also concentrate hazards such as cooking equipment, temporary structures, fuel, generators and large crowds. If these elements are not planned and managed, the consequences can be severe. The law requires a suitable and sufficient fire risk assessment where people gather, and organisers must show they have taken reasonable steps to protect attendees. Refer to gov.uk for legal responsibilities and guidance.
How to identify and mitigate fire risks in community events
Start with a clear plan. First, record who is the responsible person for fire safety at the event. Then, carry out a site survey to identify ignition sources, fuels, and people who might be at risk. Practical identification includes checking fixed and temporary electrical supplies, catering stalls, LPG cylinders, open flames, smoking areas, temporary heating and storage of combustible materials.
Next, assess people flow and escape routes. Consider how attendees will enter and leave, where bottlenecks might form and whether routes stay clear if weather or crowd behaviour changes. Finally, evaluate the control measures you already have and whether they are adequate for the expected crowd size and activities. Local fire and rescue services and national guidance describe how to approach this for different event types; see the guidance for open-air events on gov.uk.
Practical checklist for identifying risks on site
Walk the whole site before finalising plans.
Map locations of stages, marquees, catering, generators, toilets and first aid.
Note potential ignition points such as heaters, barbecues, fireworks and pyrotechnics.
Record fuel sources and storage: LPG, diesel, petrol or compressed gases.
Check electrical provision: cabling, RCD protection and PAT-tested equipment.
Identify areas where people may gather densely and where escape widths could be limited.
List vulnerable groups (children, elderly, disabled) and how they will be assisted.
A simple, documented checklist helps you spot issues early and share the record with contractors, volunteers and the safety advisory group.
Common hazards at community events and how to control them
Cooking and catering
Catering creates high risk because of open flames, portable gas and deep-fat fryers. Always require food traders to show risk assessments, gas certificates and safe cooking distances. Place generators and LPG cylinders in ventilated, secure, fenced-off areas with clear no-smoking zones and fire extinguisher access.
Temporary structures
Marquees and awnings must be flame-retardant and correctly anchored. Emergency exits must be obvious and unobstructed. For complex or large temporary structures, use recognised design and inspection procedures and consult suppliers’ certificates.
Electrical equipment and generators
Use a competent electrician to check supplies, and ensure all portable appliances are PAT-tested. Place cables where they will not create trip hazards or become damaged, and provide adequate overload protection for temporary distribution boards.
Pyrotechnics, bonfires and fireworks
These activities need specialist planning and permission. Use only licensed operators and submit full plans to the local authority and, when required, to the fire service. Your fire risk assessment must consider fallout zones, emergency access and crowd safety.
Crowd density and egress
Overcrowding increases fire risk and complicates evacuation. Calculate safe capacities and escape widths, and plan stewards to control flows. Use the government guides for capacity and escape calculations for outdoor events; see capacity guidance on hastings.gov.uk.
Mitigation measures you should put in place
Site layout and segregation: Separate high-risk activities from main crowd areas. For example, locate catering and fuel storage away from exits and assembly points. Create protected access routes for emergency vehicles.
Means of escape and signage: Provide well-signed escape routes with adequate lighting. Emergency lighting should meet relevant standards and be tested. Ensure exits open in the direction of travel and remain unlocked while the event is open.
Fire detection and alarm arrangements: For larger events, consider temporary alarm systems, reliable radios or a central control point to detect and communicate fire incidents quickly. Stewards should be able to raise the alarm and start an orderly evacuation.
Firefighting equipment: Position suitable extinguishers by cooking areas, fuel storage and generators. Ensure stewards or trained staff know where extinguishers are and how to use them. For some sites, a water supply or hose reel may be appropriate.
Training, briefings and appointed roles: Appoint a fire safety lead and trained fire marshals. Provide briefings for contractors and volunteers that cover evacuation routes, who to call, and location of firefighting equipment. Run at least one practical briefing on the day of the event.
Contractor management: Require written method statements from traders, particularly those using LPG, deep-fat fryers or fixed cooking appliances. Check supplier insurance, gas certificates, and portable appliance testing certificates.
Emergency plan and liaison with emergency services: Develop a clear emergency plan that covers evacuation, communications, rendezvous points and who will liaise with the emergency services. Notify your local Safety Advisory Group or local authority well in advance for larger events. Several fire and rescue services recommend using NFCC templates and checklists to structure the event plan; see local guidance on dwfire.org.uk.
Documentation, record keeping and legal responsibilities
Maintain clear records of the fire risk assessment, contractor paperwork, certificates, training logs and site plans. These records are evidence of due diligence and are useful if a local authority or fire officer asks to review your plans. The Regulatory Reform (Fire Safety) Order places duties on the responsible person to ensure safety and to record significant findings where five or more people are present. For guidance on legal duties and model assessment documents, refer to government resources for event organisers on gov.uk.
Tools and templates to make the process easier
Use event templates for the fire risk assessment and the Event Management Plan. The government publishes specific guides for open-air events and places of assembly, which include useful calculators and sample formats. For practical help, consider engaging a competent fire risk assessor to carry out a formal FRA and to advise on control measures tailored to your event. If you prefer external support, Total Safe fire risk assessment services and Total Safe fire safety services can be used to document compliance and build the Event Management Plan.
Working with safety partners and local authorities
Contact your local fire and rescue service early in the planning process. They can advise on high-risk activities and local licensing requirements. For larger or more complex events, notify your Safety Advisory Group which brings together the council, police, ambulance and fire service to review plans. Early engagement reduces the chance of last-minute objections and gives you access to useful templates and local advice. The HSE and many local councils provide further event safety guidance and checklists; see hse.gov.uk.
Examples: simple mitigations that work
For a village fete, create a single enclosed cooking area with fire-rated screens, a dedicated fire extinguisher and a stewarded no-smoking zone.
For a street festival, use clear barriers to separate vehicles and pedestrians, and place medical and fire response points near main routes.
For a small music event in a park, calculate safe audience capacity based on escape widths and assign stewards to monitor crowding near stage barriers.
These measures are low-cost, practical and often sufficient when correctly implemented and documented.
When to bring in specialists
Hire a competent fire risk assessor if the event includes any of the following: temporary structures over a certain size, pyrotechnics, large crowd numbers, complex electrical systems, or multiple fuel sources. Specialists can prepare the FRA, produce a clear Emergency Plan and liaise with emergency services on your behalf. If you need help with fire marshal training, logbooks or passive fire protection, Total Safe fire risk assessment services provides tailored services to community organisers.
Conclusion: next steps for safer community events
To identify and mitigate fire risks in community events, start early, document everything and use checklists and templates. Assess ignition sources, fuel storage, temporary structures and crowd movement. Implement sensible controls such as segregated cooking areas, clear escape routes, trained stewards and suitable firefighting equipment. Finally, keep records and consult local authorities when needed. If you would like professional support, the Total Safe team can carry out a formal fire risk assessment, provide fire marshal training and help you compile an Event Management Plan that meets legal requirements. Learn more about Total Safe’s approach.
FAQ
Q: Who is legally responsible for fire safety at a community event?
A: The event organiser or the person with control of the premises is the responsible person under the Fire Safety Order and must ensure a suitable and sufficient fire risk assessment is carried out. See legal guidance on gov.uk.
Q: Do I always need a formal fire risk assessment for a small community event?
A: You must assess fire risk proportionately. Small low-risk events can use a simple documented assessment, but any event with multiple traders, cooking, fuel or large crowds requires a detailed FRA and written records. Further guidance is available for open-air events on gov.uk.
Q: What immediate steps can I take the day before an event to reduce fire risk?
A: Walk the site with the event team, check that escape routes are clear and signed, test emergency lighting, confirm stewards are briefed, verify contractors’ certificates and ensure firefighting equipment is in place.
Q: Where can I find templates and guidance for event fire safety?
A: The government publishes guides for open-air events and places of assembly, and the HSE offers event safety advice and FAQs for organisers. See the open-air events guidance on gov.uk and HSE advice on hse.gov.uk.
Q: Can Total Safe help with the FRA and training for my event?
A: Yes. Total Safe provides fire risk assessments, fire marshal training and compliance support tailored to community events and small festivals. Book a fire risk assessment with Total Safe.
