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Manage fire risks during special events: How can I ensure my business effectively manages fire risks during special events?

Introduction

Manage fire risks during special events and you will protect people, property and your reputation; in this guide you will learn practical, lawful and evidence-based steps to plan, run and review safer events. This article explains legal duties, a clear planning timeline, temporary-structure and pyrotechnic controls, staffing and training, emergency procedures, documentation you must keep, and how Total Safe fire safety services can support you at each stage.

Organisations that stage events carry specific responsibilities under fire safety law. You must understand the Regulatory Reform (Fire Safety) Order and the practical guides that apply to places of assembly, including the GOV.UK collection of fire safety law and guidance.

First, identify the Responsible Person for the premises or event. This person is accountable for carrying out a suitable and sufficient fire risk assessment and for ensuring reasonable fire precautions are in place. Record the assessment where required and ensure everyone with control or management duties co-operates and shares relevant information. See the GOV.UK guidance for persons with duties under fire safety laws.

Next, check whether your event counts as a place of assembly and which specific guidance applies. GOV.UK provides separate, practical guides for small and medium places of assembly and for large venues; use the correct guide for your expected attendance and venue type.

Finally, where events include temporary structures, pyrotechnics, or sleeping accommodation, additional legal and technical standards apply. Consult the HSE event safety resources and your local authority Safety Advisory Group (SAG) early in your planning.

Start planning early: a timeline for managing fire risks during special events

Begin planning at least 12 weeks before the event for medium or large gatherings, and earlier if the event is complex. A clear timeline reduces last-minute risks and ensures suppliers and regulators have time to respond.

12+ weeks: agree the event concept, venue, and Responsible Person; notify the local authority and establish contact with the local fire and rescue service if needed.

8–12 weeks: complete the preliminary fire risk assessment and identify temporary structures, generators, catering, and pyrotechnics; select competent contractors.

4–8 weeks: finalise stewarding and evacuation plans; secure permits and insurance; carry out equipment orders and site layout approvals.

1–2 weeks: test systems, run briefings and drills, and confirm competency paperwork for suppliers.

On the day: maintain clear command, check permits and entries, and keep records of inspections and any incidents.

Post-event: hold a debrief, record lessons learned, and update your risk assessment for future events.

This staged approach aligns with HSE event guidance and reduces the chance of avoidable failures.

Carry out a specific fire risk assessment for the event

A standard premises FRA will not always cover the temporary hazards an event creates. Produce a separate event fire risk assessment that covers the site layout, occupancy numbers, movement flows, ignition sources and the location of firefighting equipment. Consider items such as catering stoves, LPG bottles, generators, temporary lighting, and waste accumulation. Ensure the assessment identifies vulnerable people — children, older adults, disabled visitors, and staff working alone. Refer to the GOV.UK fire safety risk assessment guidance.

Make your assessment practical. Use simple maps and checklists so stewards and contractors clearly understand escape routes, assembly points and the location of extinguishers or hose reels. Keep the assessment proportionate to risk; for large festivals employ a competent fire safety consultant or fire engineer.

Manage temporary structures, stages and marquees safely

Temporary demountable structures present unique fire and collapse risks. Ensure suppliers provide design certificates, method statements and evidence of competent installation. Do not permit cladding, banners or additional loads unless the designer agrees; such additions can change wind loading and fire behaviour. Post-erection inspections must be done before the public enter the area. See the HSE event safety guidance.

In marquees and tents, require flame-retardant materials and clearly marked, unobstructed exits. Provide adequate lighting for escape routes and keep gangways clear of cables and storage. Where sleeping accommodation or overnight access is used, add detection and evacuation measures appropriate to that use.

Control pyrotechnics, special effects and smoking areas

Pyrotechnics and open flames are high-risk features and must be managed by licensed professionals. Require risk assessments and method statements from any company providing fireworks, flame effects or gas-fired visuals. Establish exclusion zones, spectator separation distances and a pre-show fire watch to stand down only after a site search. Local fire services and licensing authorities will often expect to see written plans and permits. See local guidance such as esfrs.org licensing.

Designate specific smoking areas well away from combustible materials, with safe disposal units for butts. Communicate the location of these areas clearly to visitors and staff.

Staffing, stewards and training: the human defences

Effective staffing is as important as physical controls. Identify the number of stewards and competence levels required by reference to crowd size, site layout and activities. Train staff in evacuation procedures, basic firefighting use, incident reporting and how to assist people with disabilities. Run at least one full briefing and a tabletop or live drill before the event. Refer to HSE event safety guidance for practical detail.

Appoint named Fire Marshals with clear authority to act. Ensure radios or reliable communications are available and that a documented command structure exists for escalation to on-site management or emergency services.

Fire detection, alarms and firefighting equipment

Provide appropriate detection and alarm arrangements for the event setting. Indoor venues usually require permanent alarm systems; temporary spaces may need portable detection or additional cover. Place extinguishers suitable for the main hazards (water for general fires, CO2 for electrical, foam or APW for flammable liquids) and ensure staff know their locations. Test and tag portable appliances and generators, and ensure emergency lighting is serviced and functional. For event-specific services see Total Safe fire safety services.

Where sprinkler or suppression systems exist, do not isolate them without prior agreement and safety controls. Record any system changes and communicate them to emergency services and stewards.

Coordinate with emergency services and local authorities

Early engagement with the local Safety Advisory Group and the fire and rescue service prevents misunderstandings and may be required for licensing or permit approval. Provide them with the event plan, site layout, emergency access for fire appliances and details of hazardous materials on site. Invite feedback and incorporate any reasonable recommendations into your final plan. See your local Safety Advisory Group (SAG).

Also liaise with the police, ambulance services and local authority licensing teams where relevant. Their awareness of the plan improves response times and clarifies roles if an incident occurs.

Documentation, permits and evidence of competence

Keep a project folder with the event’s fire risk assessment, contractor method statements, insurance certificates, PAT and electrical test results, temporary structure certificates, pyrotechnic permits and training records. Regulators and insurers will expect that you can show these documents quickly. Record inspections completed on the day and retain them for the post-event debrief. Refer to GOV.UK fire safety risk assessment guidance.

If you require professional help, Total Safe fire safety services can provide a documented fire risk assessment, training, equipment servicing and inspections tailored to events. Use experienced contractors who can produce third-party certification.

Test, rehearse and review

Test alarms, emergency lighting and communication systems before public admission. Run briefings and evacuation rehearsals with stewards and key contractors, and perform a full site inspection immediately before opening. During the event carry out routine perimeter and litter inspections to remove combustible waste and check generators and cooking areas for faults.

After the event hold a debrief with all stakeholders. Capture lessons learned and update your event fire risk assessment and procedures for future use. Continuous improvement reduces risk over time.

When to bring in specialist help

Engage a competent fire risk assessor when your event is large, complex or includes high-risk elements such as pyrotechnics, sleeping accommodation or significant temporary structure engineering. Total Safe guidance for community events and specialist consultancies offer tailored assessments and operational support, from planning to on-the-day inspections and post-event reporting.

If you are unsure about legal compliance, seek advice early. Failure to plan can lead to enforcement action, fines or criminal liability in the event of a serious incident. Ensure you keep written records of decisions and risk controls to demonstrate due diligence. See GOV.UK guidance for persons with duties for more detail.

Practical checklist: managing fire risks during special events

Appoint the Responsible Person and Fire Marshals.

Produce a site-specific event fire risk assessment.

Engage competent suppliers and obtain certificates for temporary structures.

Require method statements and permits for pyrotechnics and special effects.

Provide appropriate fire detection, alarms and firefighting equipment.

Confirm stewarding levels, training and reliable communications.

Test systems and rehearse evacuation procedures before the event.

Coordinate with local authority SAG and emergency services.

Keep a complete records folder and conduct a post-event debrief.

Follow this checklist to reduce exposure to the most common event fire risks and to demonstrate compliance if inspected. See HSE event safety guidance for further best practice.

Conclusion and next steps

Managing fire risks during special events requires early planning, clear responsibilities, competent suppliers and strong coordination with local authorities. Start with a site-specific event fire risk assessment, then manage temporary structures, pyrotechnics, and staffing with documented controls. Test your plans, train staff thoroughly and keep clear records. If you need expert support, Find out more about Total Safe — they can provide assessments, training and inspections tailored to events to help you meet legal duties and protect your visitors.

FAQ

Q: Who is the Responsible Person for an event?

A: The Responsible Person is usually the premises owner or the event organiser with control of the site; they must ensure a suitable and sufficient fire risk assessment is carried out and recorded where required. See GOV.UK guidance for persons with duties.

Q: Do I always need to inform the fire service about an event?

A: Not always, but you should consult the local fire and rescue service for large or complex events, for pyrotechnics, or where unusual risks exist; early engagement is recommended and often expected by licensing teams. See HSE event safety guidance.

Q: What documents should I keep for an event?

A: Keep the event fire risk assessment, contractor method statements, temporary structure certificates, PAT and electrical test results, pyrotechnic permits, staff training records and any SAG or licensing correspondence. These show due diligence and help with debriefing. See the GOV.UK fire safety risk assessment guidance.

Q: When should I use a specialist fire risk assessor?

A: Use a specialist when your event is large, includes high-hazard activities (pyrotechnics, cooking with LPG, sleeping accommodation), or when the site layout is complex. Specialists help produce proportionate, defensible assessments and practical operational plans. See Total Safe guidance for community events.

Q: How can Total Safe help with event fire safety?

A: Total Safe provides fire risk assessments, training, equipment inspection and installation, and event-specific advice to help organisers meet legal duties and manage fire risks effectively. Contact Book Total Safe services for a site review or to schedule specialist support.