Safeguard Essex community from fire hazards: how can I protect my community during unexpected fire hazards at events?
Safeguard Essex community from fire hazards by planning events with clear risk assessments, control measures and trained staff. This guide explains what to do, who is responsible and how to reduce risks at community gatherings. You will learn how to assess common hazards, meet legal duties, work with local authorities and emergency services, apply technical controls for temporary structures and electrics, and where to get practical support from a competent fire safety provider.
How to safeguard Essex community from fire hazards with a proper risk assessment
Start planning early. The responsible person must carry out a suitable and sufficient fire risk assessment for any community event. This assessment identifies likely sources of fire, people at risk, escape routes, and the measures you will use to reduce risk. The Government publishes specific guidance for open-air events and venues which explains how to assess escape time, occupancy and site layout.
Use a simple, step-by-step approach. First, identify hazards such as cooking rigs, generators, naked flames, electrical equipment and temporary heating. Next, decide who might be harmed and how, including vulnerable people, children and those with mobility needs. Then, evaluate and record the level of risk and put proportionate measures in place. Finally, review the assessment after site changes or near-misses. The HSE event guidance and the Purple Guide remain recognised industry references for event safety planning.
If you lack time or expertise, appoint a competent person to help with the assessment. Competence can be internal or external, but it should reflect the scale and complexity of your event. Many councils and fire services expect evidence that the organiser has sought appropriate, competent advice — see guidance from your local fire service.
Control common fire hazards at community events
Cooking stalls and caterers are frequent causes of event fires. Ensure all food concessions use appropriate equipment, have safe fuel storage, and place cooking rigs away from escape routes. Require evidence of regular maintenance and public liability insurance from traders. Many local authorities provide risk assessment templates for food stalls and temporary concessions.
Fireworks and bonfires increase risk heavily, especially when weather or nearby buildings are factors. If you plan fireworks, use a professional display company for anything beyond a small neighbourhood celebration. The HSE guidance for fireworks explains safe distances, security zones and responsibilities for specialist operators. Always record the operator’s qualifications and method statement and liaise with the local fire and rescue service ahead of the display.
Open flames, candles and decorative torches may create ignition sources. Therefore, ban unattended flames in marquees and limit use to controlled displays that are part of the risk assessment. Also check decorations and drapes for fire-retardant treatment and never obstruct fire exits or escape routes with décor. Local fire services routinely flag combustible dressings as a hazard at public events.
Generators, temporary electrical installations and lighting must be installed and maintained by competent electricians. Keep generators on stable, non-combustible bases and locate them well away from public areas and temporary fabric structures. Portable appliance testing and correctly rated extension leads reduce the risk of electrical overheating and sparking. Finally, ensure any electrical work meets current standards and is inspected before the public arrive. For technical references see the BSI guidance on fire detection and alarm systems.
Operational controls: staffing, stewards and emergency planning
Good operational planning reduces harm. Assign clear roles such as event organiser, safety officer and fire marshal. In addition, ensure stewards and marshals receive concise briefings that cover evacuation routes, assembly points, communications and how to tackle small fires safely. Training should be practical and proportionate to the hazard profile. Practical briefing examples are summarised in the HSE event guidance slides.
Prepare a written Event Management Plan (EMP). This should include the event’s fire safety plan, contact details for emergency services, site maps with escape routes and firefighter access, and procedures for managing crowds and lost children. Share the EMP with local stakeholders early, including your licensing authority and the fire and rescue service. Many councils require an EMP to approve event licences or land use — see local fire service guidance.
Brief your team on contingency plans. For example, have a clear procedure for evacuating a marquee, stopping a bonfire, or cancelling a display if wind or other environmental conditions increase risk. Hold a short safety walk-through on the morning of the event and maintain a simple log of inspections during operating hours. These small actions often prevent incidents from escalating.
Temporary structures, alarm systems and technical measures
Temporary structures such as marquees, stages and vendor stalls need safe siting, adequate separation and appropriate anchoring. Use only suppliers who can demonstrate competence and provide relevant inspection certificates for fabric strength, anchorage and wind loading. Also check certificates for any temporary seating or grandstands. The NFCC event guidance offers checklists and specialist forms that support your Event Management Plan.
Install appropriate fire detection and alarm measures where needed. For indoor or semi-enclosed structures, consider temporary alarm systems that comply with recognised codes of practice. In 2025 the British Standards Institution updated the key fire alarm standard, BS 5839-1, reinforcing design, commissioning and maintenance expectations for non-domestic premises and event applications. Follow current standards when you specify detection and alarm arrangements.
Emergency lighting and clear signage are simple, effective controls. Ensure escape routes are illuminated if the event runs after dusk and that signs are visible above crowd level. In addition, provide sufficient portable fire extinguishers located in accessible positions and ensure designated staff know the correct extinguisher for fuel type (for example, use foam or CO2 for cooking-related fuel fires, not water). Regular extinguisher maintenance and inspection reduce the chance of failure during an incident. For practical services see Fire safety services from Total Safe.
Permits, liaison with local authorities and insurance
Check licensing and permit requirements early. Public events often need licences under the Licensing Act, planning permission for road closures, and sometimes a fireworks or explosives licence. Local councils expect event organisers to demonstrate reasonable safety measures before granting permission. Therefore, engage with your council and local fire and rescue service well before the event date. Further site capacity and licensing guidance is available from local authorities such as Hastings Borough Council.
Notify the local fire and rescue service and arrange a site visit if they request one. In many cases, the fire service will advise on access for appliances, hydrant locations and tactical considerations. This early liaison helps to resolve concerns and demonstrates responsible planning — see local fire service advice.
Do not overlook insurance. Public liability insurance is not a substitute for legal duties, but it protects organisers against the financial consequences of an incident. Also check that contractors, traders and suppliers carry appropriate insurance and that their certificates are current on event day.
How Total Safe can support your Essex event planning
Total Safe helps community organisers with practical, compliance-led services that reduce event risk. For example, Total Safe can carry out a site-specific fire risk assessment, supply trained fire marshals, and deliver extinguisher and emergency lighting checks ahead of your event. They also provide fire door, fire alarm and suppression services when a venue requires technical upgrades. Fire safety services from Total Safe.
Furthermore, Total Safe offers training and straightforward advice that helps volunteers and staff understand their responsibilities. If you need a competent assessor to prepare evidence for your licensing authority, Total Safe can help you document a compliant Event Management Plan and provide the certificates you will need on the day. Learn more about the company background and credentials via About Total Safe.
Simple checklist to safeguard Essex community from fire hazards at events
Carry out a site-specific fire risk assessment and record it. See open-air events guidance.
Identify and control key ignition sources such as cooking, generators and fireworks. Refer to the HSE guidance for fireworks.
Agree an Event Management Plan and brief stewards and fire marshals. See the HSE event guidance slides.
Check temporary structure certificates and electrical installations. Guidance and checklists are available from the NFCC event guidance.
Liaise with your local council and fire and rescue service early. Early engagement is recommended by local services such as Manchester Fire & Rescue.
Ensure appropriate insurance and contractor documentation is in place. Check local guidance such as Havering Council fireworks information.
These practical steps reduce the chance of incidents and help you respond quickly should an unexpected fire occur.
Conclusion — next steps for safer community events
Protecting your Essex community from fire hazards starts with a clear, recorded risk assessment and proportionate controls. Plan early, involve competent people and keep lines of communication open with councils and the fire and rescue service. Use recognised guidance and standards when specifying alarms, lighting and temporary structures. For practical help, consider engaging a competent fire safety provider to prepare documentation, train staff and inspect critical equipment. Taking these steps will increase safety, reassure the public and make your event more likely to run smoothly.
If you would like tailored help preparing an Event Management Plan or a site-specific fire risk assessment, contact Total Safe for a consultation and compliance-ready documentation. Arrange support from Total Safe.
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 responsible under the Regulatory Reform (Fire Safety) Order and must ensure a suitable and sufficient fire risk assessment is done. Evidence of competence and reasonable controls should be recorded. See government guidance on fire risk assessments.
Q: Do I need to inform the local fire and rescue service about my event?
A: Yes. You should notify the local fire and rescue service, particularly for events with fireworks, large crowds, temporary sleeping accommodation or significant structural works. Liaison helps with tactical planning and can prevent last-minute objections. See local fire service event guidance.
Q: Can volunteers act as fire marshals?
A: Volunteers can be trained to act as fire marshals if they are competent to perform the role and have been given clear duties and training. Keep records of training and ensure that marshals have means of communication and clear instructions. Guidance on training and duties is provided in the HSE event safety guidance.
Q: What simple controls reduce fire risk from catering stalls?
A: Use fixed gas installations or properly sited portable cylinders, maintain cooking equipment, keep fuel away from ignition sources, and require traders to provide risk assessments and proof of maintenance and insurance. Also position cooking areas away from public thoroughfares. See NFCC event safety guidance for templates and examples.
Q: When should I involve a professional fire safety company?
A: Involve a professional when your event has complex temporary structures, fireworks, significant cooking facilities, large crowds or when you need a documented, competent fire risk assessment for licensing. A professional will produce defensible records and technical advice that local authorities accept. Consider contacting Total Safe for assessment, documentation and training services.
