Fire safety tips for London’s community events: planning and risk assessment

Start planning early. For example, begin risk assessments at least eight weeks before the event. First, identify potential sources of ignition and vulnerable areas. Then assess crowd size, means of escape and how people will move around the site.

Use a simple, written fire risk assessment. It helps you record hazards and control measures. Moreover, it shows regulators and insurers that you have taken reasonable steps.

“A clear, written assessment is your primary evidence that risks were considered and managed.”

If the event is on private land or in a hired venue, confirm who holds fire safety responsibility. Often the venue owner retains responsibility for fixed systems. However, organisers remain accountable for temporary structures and event operations. When in doubt, clarify responsibilities in writing.

For professional support, consider a specialist review. Total Safe UK offers tailored fire risk assessment services for events. In addition, they provide on-site surveys for complex layouts.

Venue selection and capacity control

Choose a venue with clear escape routes and adequate fire detection. Avoid locations with single exits unless they meet safety standards. Next, confirm the legal maximum capacity — and stick to it. Overcrowding increases both fire and evacuation risk.

• Check for fixed fire alarm systems and emergency lighting.
• If absent, plan temporary measures such as portable battery lighting and handheld radios.
• Ensure all exits remain unobstructed during setup and the event.

Event layout, routes and compartmentation

Design the layout to keep escape routes clear. Place temporary stalls and stages so they do not block exits. Use signage that clearly shows escape routes and assembly points, and provide wide aisles for steady crowd flow.

Compartmentation helps limit fire spread. For example, position cooking or generator areas away from main crowds and separate fuel storage and waste from public spaces. These steps buy time to evacuate and allow responders to manage the incident.

Fire detection, alarms and communication

Install suitable fire detection and alarm systems when existing systems are not available. Portable alarms and linked smoke detectors can provide early warning. Ensure alarms are loud enough for the expected crowd.

Provide staff with radios and a clear protocol for raising the alarm. During the event, designate a responsible person to monitor alarms and manage the initial response. Furthermore, brief all staff and volunteers on what an alarm sounds like and where to assemble — this simple step reduces confusion.

Firefighting equipment and first response

Provide appropriate firefighting equipment and make it easy to access. For example, place suitable fire extinguishers at strategic points, near cooking areas and technical stands. Train named staff in how to use them safely, but do not encourage untrained members of the public to attempt firefighting.

In addition, ensure water supplies are available for responders if required. Coordinate with the venue and local fire brigade for hydrant access. For larger events, consider a staffed fire marshal post at key locations.

Staffing, training and crowd management

Allocate clear roles to staff and stewards: fire marshals, first aiders and an incident controller. Train them on evacuation procedures and basic firefighting. Run a pre-event briefing to review responsibilities and communication plans.

• Use simple crowd control measures to avoid congestion.
• Signpost queuing areas and use barriers where necessary.
• Brief staff to spot potential hazards, such as blocked exits or smoking in prohibited areas.

Managing cooking, temporary structures and fuel sources

Cooking areas are a common cause of event fires. Therefore, locate them away from large crowds and temporary structures. Use fire‑retardant materials for marquees and stalls wherever possible and ensure gas cylinders and fuel are stored securely and sited away from ignition sources.

If generators are required, place them on firm, level ground and shield them from public access. Ensure safe refuelling procedures and keep spill kits nearby. Finally, keep clear records of who supplied and installed temporary structures and equipment.

Electrical safety and temporary installations

All temporary electrical installations must be safe and tested. Use qualified electricians for distribution boards and fixed wiring. Portable appliances should be PAT tested and used with suitable distribution systems.

Avoid trailing cables across walkways. If unavoidable, make them safe with purpose‑made covers. Check lighting adequacy for emergency exits and work areas — poor lighting increases trip risk and slows evacuation. Regularly inspect installations during the event, especially in damp or wet conditions.

Permits, licences and statutory compliance

Confirm all necessary permits and licences are in place. For example, you may need a premises licence, a temporary event notice, or specific permission for amplified music. Some activities like fireworks require separate licences and safety plans.

Consult local council guidance and the London Fire Brigade if you are unsure. Also review national guidance on fire safety from the GOV.UK site and the Health and Safety Executive.

Emergency planning, evacuation and drills

Create a clear emergency plan and share it with all staff. The plan should include alarm procedures, evacuation routes, assembly points and how to summon the emergency services. Include procedures for crowd control and the safety of vulnerable people.

Conduct a walkthrough or drill before the event opens. Drills reveal practical problems, such as blocked exits or poor signage. Record lessons learned and update your plan quickly. Regular rehearsals improve response times and confidence among staff.

Working with the London Fire Brigade and other agencies

Engage early with the London Fire Brigade and local authority. For larger events, invite the brigade to review your plans — they can advise on access, hydrant locations and specialist risks.

Also ask the police and ambulance service to assess any public order or medical requirements. In an emergency, follow the instructions of the attending services. Avoid interference and provide a clear point of contact for incident commanders.

Record keeping, insurance and post-event checks

Keep written records of your risk assessments, training, equipment checks and incident logs. These documents support compliance and show due diligence to insurers. Moreover, they help improve future events through lessons learned.

After the event, inspect the site for smouldering materials or discarded cigarettes. Confirm all temporary electrical systems are isolated and removed safely. Finally, complete a post-event review with staff to identify improvements.

When to get professional help

For complex or high‑risk events, hire a specialist fire safety consultant. Professionals can conduct detailed fire risk assessments, produce safe systems of work, provide on-site fire safety management and marshal training.

Total Safe UK offers event-focused support, from risk assessments to onsite management. Book a consultation for tailored advice and compliance assistance through our event safety consultancy. In addition, we provide training that meets regulatory expectations.

Conclusion

Well-planned fire safety reduces risk and protects lives at community events. Start with a clear risk assessment and assign responsibilities early. Then control hazards, maintain escape routes and train your team. Work with local authorities and seek professional help for complex risks.

If you would like help preparing a risk assessment or a site safety plan, contact Total Safe UK for experienced, practical support. A short consultation can identify immediate priorities and improve your event safety quickly.