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How to Prepare Your Essex School for Increased Fire Risks During Outdoor Activities: Essential Safety Tips and Compliance Strategies for 2025

 

 

Assessing Essex school fire safety during outdoor activities

Start with a specific fire risk assessment for outdoor use. In this document you should identify ignition sources, fuel, people at risk and existing controls. For example, bonfires, cooking stoves, temporary stages and heater units all create ignition points. Dry grass, stored pallets and rubbish can act as fuel.

Carry out the assessment before any event or activity and review it when plans change or when the weather alters the risk profile.

For example, prolonged dry spells increase the chance of grass fires. Therefore, update measures such as watering, exclusion zones and staff briefings.

If you need expert support, Total Safe UK can complete or review your assessment. Our fire risk assessment service helps schools meet statutory requirements and provides tailored recommendations. See our fire risk assessment page for details and examples.

 

Site layout, storage and fuel control

Good site planning reduces exposure to fire. Separate ignition sources from combustible materials. Keep stored items such as equipment, recycling bins and wooden pallets away from event areas. Next, create clear access routes for fire appliances and first responders.

Control temporary storage during events. Use lockable steel containers for fuel and matches. Store fuel for generators in suitable bunded tanks and not inside classrooms or temporary shelters. In addition, place portable heaters well away from tent walls and fabrics.

For larger school events, plan parking and catering to reduce risks. Ensure catering trailers meet gas safety rules and maintain a safe distance from marquees. For guidance on wider safety planning, consult the government’s school fire safety guidance and the HSE advice for schools. The official fire-safety risk assessment guidance for educational premises is a key resource on GOV.UK. For broader school safety duties see the HSE guidance for education.

 

Supervision, staffing and training

Staffing and competence make a material difference to outcomes. Ensure that staff leading outdoor activities receive training on fire risks, use of extinguishers and evacuation procedures. Moreover, appoint a responsible person for every event who holds a copy of the site-based fire risk assessment.

Conduct pre-event briefings for all helpers and volunteers. Include clear instructions on smoking rules, permitted equipment and emergency contacts. For larger events, assign marshals to patrol high-risk zones. They should wear high-visibility clothing and carry radios or mobile phones.

Consider practical, scenario-based training for staff. Regular drills build muscle memory and improve reaction times. Total Safe UK offers bespoke training and evacuation drill support designed for schools. Find training options on our training and exercises page.

 

Managing equipment, temporary structures and fuelled items

Temporary equipment increases complexity. Therefore, assess each item before use. Marquees, temporary stages, portable heaters, cooking appliances and generators all require inspection and safe siting.

Use only flame-retardant fabrics for tents and marquees. Confirm certification with suppliers and retain documentation. Position cooking and heating appliances on non-combustible surfaces and maintain safe distances from crowds and structures. Place generators on level ground with adequate ventilation and fuel storage separated and secured.

When you hire contractors to provide equipment, insist on written risk assessments, method statements and evidence of insurance. Request PAT testing and gas safety certificates where applicable. In addition, supervise contractor work and conduct a basic inspection on arrival.

 

Evacuation procedures, assembly points and drills

Review and adapt your evacuation plans to cover outdoor locations. Map primary and alternative escape routes from sports fields, playgrounds and event zones. Identify multiple assembly points in case wind direction or smoke makes the main area unsafe.

Communicate the plan to staff, pupils and visitors. Use clear signage and consider temporary signage for large events. Test public address systems and radios in the outdoor environment and make sure they work across the whole site.

Run regular drills that include outdoor scenarios. For example, practice evacuations from a field during heavy rain or high winds. Record drill outcomes, note delays and use the findings to improve plans. Moreover, include visits from the local fire and rescue service where possible. They can offer practical feedback and increase readiness.

 

Working with contractors, external organisers and third parties

When you involve external organisations, share roles and responsibilities in writing. Hold pre-event meetings to confirm arrangements covering fire safety, first aid, waste management and crowd control. Also, confirm that contractors carry adequate public liability insurance and hold relevant safety certificates.

Define the school’s retained controls and the contractor’s duties. For example, the school might retain site-wide evacuation responsibility while a contractor manages a temporary stage. Ensure contact details for key personnel are available at all times.

Before events, carry out a rapid site walk with contractors. Highlight assembly points, access routes and fire-fighting equipment locations. Require contractors to report any incidents immediately and to complete an incident log.

 

Good records show due diligence. Maintain a log of risk assessments, briefings, certificates and incident reports. Store contractor documents and equipment certificates with the event file. Doing so reduces risk and helps with future planning.

Regularly review your fire risk assessment to reflect changes. For instance, if the school adds a new outdoor learning area, update the assessment. Moreover, review after an incident or near miss to capture lessons learned.

Know your legal duties. Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person must take steps to reduce the risk from fire. Your local fire and rescue service can offer support and guidance. For national coordination and policy, consult the National Fire Chiefs Council which provides practical advice for event safety on their site at the NFCC.

 

Practical checklist for outdoor activities in 2025

Use this checklist to prepare before any outdoor activity or event:

  • Complete or update a site-specific fire risk assessment.
  • Confirm staffing levels and appoint a responsible person.
  • Check and document the certification of marquees, heaters and generators.
  • Establish clear exclusion zones for smoking, cooking and fuel storage.
  • Set up accessible assembly points with alternative options.
  • Test communications and run a pre-event drill where possible.
  • Collect contractor risk assessments, method statements and insurance documents.
  • Keep a written record of all briefings, permits and inspections.

These actions reduce risk and demonstrate compliance during inspections or reviews.

 

Climate, seasonality and emerging risks for Essex schools

Climate patterns influence outdoor fire risk. Hot, dry summers increase the likelihood of grass and vegetation fires. Conversely, stormy weather raises the risk of structural damage that can create ignition sources.

Plan for seasonal variations. Remove dry vegetation in spring and autumn. Add temporary coverings for sensitive equipment during wet spells. Also, monitor local fire risk levels and sign up for updates from the local council or fire service.

Emerging risks include increased use of battery-powered devices and solar chargers at events. These items can overheat and ignite if not managed. Therefore, provide safe charging points and instruct users on safe charging practices.

 

When to seek external support

Seek external support if you lack the expertise or time to manage event-specific risks. A qualified fire safety consultant can provide a focused assessment. They can also prepare a site-specific emergency plan and run staff training.

Total Safe UK offers tailored services to schools across Essex. We deliver risk assessments, training and event planning support. Our team helps ensure compliance and practical safety. To discuss a site visit or bespoke support, contact Total Safe UK through our contact page.

 

Summary and next steps

Outdoor learning and events enrich the school experience. However, they also increase fire risk if not planned properly. Start with a thorough risk assessment. Next, control fuels and ignition sources. Then, train staff, manage contractors and test evacuation procedures.

Create a written file for every event and review it afterwards. Also, keep up to date with national guidance from the NFCC and consult official resources such as the HSE and GOV.UK when needed. Finally, consider professional support from Total Safe UK to ensure your plans meet current legal requirements and best practice.

 

FAQ

Q: Do schools need a separate fire risk assessment for outdoor activities?

A: Yes. You must assess outdoor risks separately when they differ from normal building use. For events and activities, a focused assessment ensures hazards are identified and controlled.

Q: How often should outdoor fire risk assessments be reviewed?

A: Review them before each major event and at least annually. Review them sooner if you change layouts, introduce new equipment or experience significant weather changes.

Q: Are schools responsible for contractors’ safety during events?

A: Schools retain overall responsibility for site safety. You should check contractors’ risk assessments, method statements and insurance. Clearly define roles and supervise contractor work.

Q: What immediate steps reduce the risk of grass fires?

A: Remove dry vegetation, maintain a water supply for the site, enforce exclusion zones and keep ignition sources away from dry areas. Also, postpone activities in extreme fire danger.

Q: Who can provide expert support for outdoor fire safety planning?

A: Fire safety consultants like Total Safe UK can deliver assessments, training and event planning. They help schools meet legal duties and apply practical controls.