admin

How can I safeguard my Essex property from unexpected fire hazards during community events?

Safeguarding an Essex property from unexpected fire hazards is the first step any responsible owner or manager should take before hosting or allowing community events on their premises. In this guide you will learn what your legal duties are, how to carry out a focused event fire risk assessment, which practical controls reduce risk, and when to call in specialist help. The advice is tailored for Essex properties but follows national guidance that applies across England.

If you own or control a property in Essex you are likely the “responsible person” under the Regulatory Reform (Fire Safety) Order 2005. That means you must assess and manage fire risk for anyone who may be affected when an event takes place. Event organisers and landowners must cooperate and agree who will manage specific fire-safety tasks. Local safety advisory groups and the fire and rescue service may also expect to see an event plan for anything open to the public. See the GOV.UK guide for organisers of voluntary events for practical detail.

In practice, you cannot assume low risk because an event is small. Even village fêtes can present hazards such as open-flame catering, generators, or pyrotechnics. The law expects a suitable and sufficient fire risk assessment and proportionate measures to reduce risk. Where the event is larger or involves temporary structures, allow more time for planning and consultation. The Health and Safety Executive provides clear HSE event safety guidance.

How to safeguard my Essex property from unexpected fire hazards: a step-by-step checklist

Clarify roles — First, confirm who is the responsible person and who acts as event organiser. Next, agree who will manage stewards, first aid, firefighting equipment and liaison with emergency services. Clear responsibilities avoid confusion during an incident. See the HSE event safety pages for further advice.

Start a written event fire risk assessment — Use a simple five-step approach: identify hazards, decide who might be harmed, evaluate and record controls, and review. Templates from the NFCC are designed for events and can save time for small to medium gatherings. Refer to NFCC Event Safety resources.

Map the site — Produce a clear plan showing exits, escape routes, firefighting equipment, catering zones, generator positions, waste-storage, and stewarding posts. Keep a copy with the event controller and share it with the Safety Advisory Group if required. Use NFCC templates where available at NFCC Event Safety.

Identify high-risk activities — Food traders, LPG cylinders, open flames, heaters, pyrotechnics, and vehicle refuelling are common sources of ignition. Apply extra controls to these activities and require traders to show certificates, risk assessments and insurance. Guidance for organisers is available on GOV.UK.

Control means of escape — Ensure escape routes are clearly signposted, unobstructed and wide enough for the expected crowd. Emergency lighting and exit signage must be reliable in event conditions, including after dark. Review access for the fire service and maintain a clear route for appliances. See HSE event safety guidance.

Provide firefighting equipment and trained users — Place suitable fire extinguishers or blankets near high-risk zones and ensure stewards or marshals know how to use them safely. Evacuation remains the priority; volunteers should not be expected to tackle large fires. More on event firefighting provision is in the GOV.UK guide.

Manage waste and combustible materials — Remove combustible rubbish promptly and store waste away from public areas and temporary structures. Control smoking by creating supervised smoking zones with safe ashtrays and clear separation from flammable materials. See relevant guidance on GOV.UK.

Test and rehearse — If the event uses temporary alarms, stage lighting or generators, perform a test beforehand. Run a short evacuation rehearsal with key staff and stewards. Record the results and correct any issues. The HSE outlines useful testing steps.

Keep records — Keep the event FRA, certificates from traders, maintenance records for equipment, and post-event lessons learned. These records support due diligence and help with future planning. NFCC templates can help; see NFCC Event Safety.

If you would like specialist support for any of these steps, Total Safe fire safety services offers tailored fire risk assessments and on-site audits for events of all sizes.

Assess and control the most common event hazards

Catering — Mobile kitchens and food stalls often use LPG, deep-fat fryers and portable heaters. Make sure cooking is segregated from crowds and temporary structures. Require traders to provide electrical PAT test certificates and gas-safety method statements. Position suitable extinguishers and ensure stewards know how to use them. See NFCC Event Safety.

Generators and temporary power — Generators create carbon monoxide and fire risk. Place them well away from public areas in ventilated, secure compounds. Use spill-proof refuelling procedures and train staff who will handle fuel. Test temporary power installations and ensure cables do not create trip or ignition hazards. Refer to the GOV.UK guide for practical controls.

Temporary structures and marquees — Tents and marquees need correct anchoring and fire-resisting materials. Follow NFCC guidance and use competent installers. Check that exit routes remain available when stalls are set up, and avoid clustering combustible structures too close together. See NFCC Event Safety.

Fireworks, bonfires and special effects — These activities may require specific permissions and an event FRA that addresses dispersal of debris, smoke and the impact on surrounding properties. Consult the local authority and the fire and rescue service early. You may also need to notify neighbours if there is a risk to adjacent homes or businesses. Guidance is available from GOV.UK.

Smoking and heaters — Locate heaters away from flammable surfaces. Provide supervised smoking areas with robust containment for ash and butts, and ensure they are distanced from combustible refuse and structures. See GOV.UK guidance.

Practical site controls you can apply immediately

Create a single point of contact — Ensure the event controller carries a copy of the site plan, risk assessment and contact numbers for the local fire service.

Use barriers and stewards — Prevent unauthorised access to cooking and generator compounds with physical barriers and trained stewards.

Remove waste frequently — Place bins in supervised zones and empty them away from the main site overnight.

Keep exits unlocked while the site is open — Ensure doors open in the direction of escape where required and maintain clear routes.

Require contractor paperwork — Ask contractors and traders to submit their risk assessments in advance; deny access if paperwork is incomplete.

Brief stewards — Make sure stewards know where extinguishers and blankets are located and who to call first in an emergency.

These measures are effective and inexpensive. If you need a documented plan or a competent assessment, Total Safe case studies show typical works we complete for community venues.

Working with authorities and local stakeholders

For many public events the local Safety Advisory Group (SAG) brings together the council, police, ambulance and fire service to review plans. Contact your local authority early; they will advise whether you need licences, road closures or formal consultation. Larger events should be notified well in advance — in some cases 12 to 18 months. Local fire and rescue services routinely offer advice and may require submission of the FRA and site plans. See the HSE event safety pages.

The NFCC provides free event templates such as the Event Organiser’s Checklist and fire risk assessment templates for traders and temporary structures. These documents are widely used by fire services and councils and help standardise submissions to Safety Advisory Groups. Access them at NFCC Event Safety.

Training, communications and incident plans

Train stewards, marshals and staff to recognise fire hazards and to carry out an orderly evacuation. They should know the site plan, the location of firefighting equipment, and the method for reporting incidents. Provide radios or other reliable communications and test them before the event. Designate assembly points away from danger and keep routes between those points clear. See HSE guidance.

Prepare a short, clear emergency plan. It should explain how you will raise the alarm, evacuate, account for attendees, and liaise with emergency services. Use plain language and keep the plan accessible to key staff.

After an event, carry out an after-action review and update the FRA based on lessons learned.

When to bring in a specialist

Bring in a competent fire-risk professional if your event is large, complex, or includes significant hazards such as fireworks, sleeping accommodation, fuel stores, or temporary grandstands. External consultants can produce a full Event Management Plan, test alarm systems and confirm compliance with standards. For practical support, Practical event advice from Total Safe explains common interventions.

To safeguard your Essex property from unexpected fire hazards during community events you must treat planning as a legal and practical priority. Start with a written fire risk assessment, control known hazards such as catering and generators, maintain clear escape routes, and train stewards to act quickly and safely. Work early with your local council, Safety Advisory Group and fire service, and use NFCC templates to standardise your planning. If in doubt, commission a competent assessor and brief your team well before doors open. See HSE event safety guidance for further reading.

If you would like an on-site assessment or a site-specific Event Fire Risk Assessment, arrange a fire safety consultation with Total Safe.

FAQ

Q: Do I always need a fire risk assessment for a small village fete?

A: Yes. Any event open to the public requires a suitable and sufficient fire risk assessment proportionate to the size and nature of the event. Small events still have risks that must be managed. See the HSE event safety pages.

Q: How far in advance should I notify the local fire service or Safety Advisory Group?

A: Notify them as early as possible. For small events, several weeks may suffice; for larger or complex events, plan 12 to 18 months ahead. Local services will confirm their preferred timescales. See guidance from your local fire and rescue service and the Kent Fire & Rescue event safety page for examples of local timelines.

Q: What are quick controls for traders using LPG or generators?

A: Segregate cooking and fuel, place equipment in ventilated compounds, require trader certificates and method statements, and keep firefighting equipment nearby. Deny access to traders who cannot provide adequate paperwork. The GOV.UK guide gives practical checklists.

Q: Can volunteers act as fire marshals?

A: Yes, provided they receive appropriate training and are competent for the duties assigned. Ensure they understand evacuation procedures and the limits of firefighting actions. See training guidance on HSE event safety.

Q: Where can I find standard templates for event planning and FRA?

A: The National Fire Chiefs Council publishes event safety templates and checklists which are widely accepted by local authorities and fire services. The HSE also provides event safety guidance and resources. Access NFCC templates at NFCC Event Safety and HSE guidance at HSE event safety.

External resources and further reading: see the GOV.UK guide for voluntary and community events, HSE event safety pages, and NFCC event safety documentation for organisers and property owners.