How can I enhance fire safety during corporate events to ensure compliance and protect attendees?

Fire safety during corporate events is the single most important priority when planning gatherings, and in this article you will learn practical, legally informed steps to reduce risk, meet your duties and protect everyone attending. I will cover legal responsibilities, event-specific risk assessment, venue checks, temporary structures and equipment, stewarding and training, emergency planning, and simple checklists you can use before and during an event.

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Who is legally responsible?

Start by understanding who is legally responsible. As the organiser or the person with control of the premises you are likely a Responsible Person under the Regulatory Reform (Fire Safety) Order 2005, which means you must carry out and keep a suitable fire risk assessment and put precautions in place. These duties apply whether your event is in a permanent venue, a hired hall, a marquee or an outdoor space. See gov.uk for details.

Plan early: the event risk assessment

Begin planning early and make a proportionate fire risk assessment for the event. A clear assessment identifies hazards (sources of ignition and fuel), lists people who may be at risk, evaluates controls and records any actions you will take. For larger or complex events you should appoint a competent fire risk assessor to support or review your plan. The National Fire Chiefs Council sets out simple checks to verify an assessor’s competence and recommends using recognised competency criteria. See nfcc.org.uk.

Practical steps to include in your event risk assessment:

Map arrival and exit routes, emergency exits and assembly points.

Identify temporary hazards such as generators, catering equipment, smoking areas and heaters.

Note vulnerable groups: mobility-impaired guests, children, elderly attendees and those with sensory impairments.

Record fire detection and alarm arrangements, plus the availability and placement of extinguishers and fire blankets.

Specify stewarding numbers and responsibilities for evacuation and fire-watch duties.

Fire safety during corporate events: venue and temporary structure checks

Whether you hire a venue or use a temporary structure, confirm its fire safety provision. Ask the venue owner for their fire risk assessment and evidence of maintenance for alarms, emergency lighting and firefighting equipment. For marquees, stages and temporary tents check that materials are flame-retardant, that exit routes are clear and that any heating or cooking appliances have safe clearances. Guidance from local Safety Advisory Groups (SAGs) and event planning documents will help you match controls to the event size and complexity. See mawwfire.gov.uk.

If the venue has an existing evacuation plan, adapt it to account for your specific event layout and expected attendance. If your event significantly changes occupancy or layout, update the risk assessment and record the changes.

People and training: stewards, marshals and communication

Staffing is a practical control that saves lives. Appoint trained stewards and fire marshals and give them clear, written duties. Train them in evacuation roles, the location of fire-fighting equipment and how to report a fire. Run a short briefing before the event and run a timed evacuation drill for staff where possible. Ensure communications equipment (radios or a central control point) works and that stewarding rotas allow for rest and relief so attention does not lapse.

Also provide clear information to attendees. Include simple fire-safety messages on tickets, programmes or digital pre-event communications. Tell people where to go in an emergency and how to signal an incident.

Detection, alarms and firefighting equipment

Ensure alarms and detection systems will cover the entire event footprint. For indoor events check that the fire alarm system is tested and has a record of recent maintenance. For large or outdoor gatherings, consider portable alarm solutions and ensure evacuation announcements can be heard by the whole crowd. Place suitable fire extinguishers and fire blankets near cooking or electrical risk areas, and make sure stewards know the basics of when it is safe to use them. GOV.UK recommends that fire detection, warning systems and firefighting equipment are considered in any fire risk assessment. See gov.uk.

If the event uses a generator or temporary power supplies, ensure they are sited away from public areas, on firm, level ground, in a well-ventilated position and that fuel is stored safely. Only competent contractors should install temporary electrical supplies.

Evacuation planning, assembly points and liaison with emergency services

A clear evacuation plan is essential. It must identify primary and secondary exit routes, steward positions, signalling arrangements and the location of assembly points. Communicate the plan to venue staff, contractors and key external parties. For larger public events you should engage your local Safety Advisory Group and notify the Fire and Rescue Service early in planning. These multi-agency groups provide vital advice and can highlight issues you may have missed. See mawwfire.gov.uk.

Coordinate with other services such as police and ambulance where required. Share your Event Management Plan and emergency contacts; keep a master document that is accessible on-site. During the event maintain a simple incident log to record any safety concerns, near misses or incidents.

Contractors, catering and special effects

Any third party working at your event must be competent and insured. Ask caterers, pyrotechnicians and AV suppliers for method statements and evidence of risk assessments. Check that contractors hold valid public liability and professional indemnity insurance. Make sure cooking areas have adequate separation from combustible materials, and never allow open flames in tents without prior approval and extra safeguards.

When special effects, fireworks or smoke machines are planned, follow the specific specialist guidance and apply for any necessary licences or permits. Also inform local authorities well in advance.

Accessibility, vulnerable attendees and crowd management

Fire safety must be inclusive. Provide accessible routes, clear signage and stewarding assistance for anyone with reduced mobility or other vulnerabilities. Plan for separated routes where crowd density might hinder escape. Consider phased egress or managed queuing to prevent crushes at exit points. Crowd management plans should anticipate peak flows and provide marshals at pinch points.

For high-attendance events, use counting technologies or ticketing to monitor capacity and avoid uncontrolled overcrowding. Local authorities often provide useful guidance on managing crowds and assembly sizes.

Practical checklists you can use today

Pre-event quick checklist:

Confirm written Fire Risk Assessment and record any event-specific changes. See gov.uk.

Verify alarm tests and emergency lighting are current.

Confirm contractor method statements and insurance.

Appoint and brief stewards; run a staff safety briefing.

Identify assembly points and plan evacuation routes.

On-the-day safety checks:

Walk the site to ensure exits are unobstructed.

Test radio communications and backup power.

Confirm fire extinguishers and blankets are in place and visible.

Check generator fuel storage and gas cylinder safety.

Ensure signage and stewarding are in position.

Post-event:

Debrief staff and record any near misses.

Update the Fire Risk Assessment where lessons learned require change.

Report any defects to the venue owner or landlord as needed.

How Total Safe can help you meet your duties

If you need practical support, Total Safe offers event-focused risk assessments, fire marshal training and equipment maintenance to help organisers meet legal duties and reduce risk. Booking a professional review can clarify roles, confirm equipment suitability and provide documentation you must keep as the Responsible Person. Arrange a Fire Risk Assessment with Total Safe. See totalsafeuk.com.

Total Safe also provides training for stewards and fire marshal teams, plus maintenance services for fire extinguishers and emergency lighting, so systems perform when they are needed most. Explore Total Safe event services.

Common pitfalls and how to avoid them

Many event organisers underestimate temporary risks. Common issues include blocked exits, insufficient stewarding, poorly sited generators and inadequate briefings. To avoid these problems, plan with the same rigour you would use for permanent premises, keep records of decisions, and involve competent advisers where necessary. Remember that using a competent fire risk assessor or third-party certificated provider helps demonstrate due diligence and good governance. See bafe.org.uk.

Additionally, do not rely solely on informal assurances from contractors. Check references, request proof of prior work in similar settings and verify that any temporary structures use appropriate fire-retardant materials.

Conclusion and next steps

In short, fire safety during corporate events requires early planning, a focused fire risk assessment, competent staffing, clear evacuation arrangements and strong contractor management. Start by confirming legal responsibilities and getting a written event-specific fire risk assessment. Where needed, appoint a competent assessor and involve local multi-agency partners via your Safety Advisory Group. If you want professional help, contact Total Safe for a detailed assessment, training or maintenance service. Taking these steps will help you demonstrate compliance, protect attendees and reduce the chance of a serious incident. See gov.uk for further guidance.

FAQ

Q: Who is the Responsible Person for a corporate event?

A: The Responsible Person is usually the event organiser or the person with control of the premises; they must ensure a suitable and sufficient fire risk assessment is in place and recorded. See gov.uk.

Q: Do I need a fire risk assessment for a small in-house corporate event?

A: Yes. Any event where people are gathered requires a proportionate fire risk assessment; simple events may use a basic checklist but the assessment must be recorded. See gov.uk.

Q: When should I involve the local Fire and Rescue Service or Safety Advisory Group?

A: Involve them early if your event is large, complex, uses public space, or involves higher risks such as pyrotechnics, large crowds or temporary structures. Local SAGs offer multi-agency advice to reduce risk. See mawwfire.gov.uk.

Q: Can Total Safe carry out the fire risk assessment and train my stewards?

A: Yes. Total Safe provides fire risk assessments and fire marshal training tailored to events, plus maintenance services for extinguishers and emergency lighting. Find out about Total Safe services.

Q: What documentation should I keep after the event?

A: Keep the event-specific fire risk assessment, steward training records, contractor method statements, maintenance/test records for alarms and lighting, and any incident logs or debrief notes. These records demonstrate due diligence and support future planning. See gov.uk.