Manage fire safety during corporate events: practical guidance for organisers
Managing fire safety during corporate events is essential for organisers. In this guide you will learn how to plan, assess risk, train staff, and implement equipment checks so people stay safe and you meet legal duties. This article explains who is responsible, what a proportionate Fire Risk Assessment should cover, how to manage temporary structures and catering, and what to do on the day. It also sets out sensible record keeping and next steps.
Why you must manage fire safety during corporate events
Corporate events gather people, equipment and temporary fittings in one place. As a result, the risk of fire and the consequences of failure increase. The law makes clear that the responsible person must carry out a suitable and sufficient risk assessment and take reasonable precautions. For a concise summary of legal duties see the GOV.UK workplace fire safety responsibilities.
Practical benefits follow from good planning. First, you reduce the chance of a fire. Second, you speed safe evacuation if something goes wrong. Third, you limit disruption to your business and protect reputation. For large or complex events, use published templates and checklists from the National Fire Chiefs Council: NFCC event safety templates.
Who is responsible and what the law requires
Identifying the responsible person is the first step. It may be the event organiser, the venue operator, a facilities manager, or a landlord. Where several parties share control, they must cooperate to meet their duties. The HSE explains event organisers’ responsibilities in practical terms: HSE guidance on event organiser duties.
Responsibilities include
Carrying out and keeping up to date a Fire Risk Assessment that fits the event size and activities.
Ensuring means of escape, alarms and emergency lighting are suitable and maintained.
Providing adequate firefighting equipment and trained staff for the scale of the event.
Creating an emergency plan and briefing stewards and contractors so roles are clear.
Keeping records that show due diligence and the steps you took to manage risk.
Failure to follow the law can bring prosecution, fines or civil claims. In the most serious cases there is risk to life. Treat fire safety as a core element of event planning.
How to manage fire safety during corporate events: step-by-step planning
Start early and follow a staged process. First, define the event scope. Next, identify hazards. Then, record controls and assign responsibilities. Finally, test and review.
Step 1 — Understand the event
Type of event: indoor meeting, conference, gala dinner, outdoor reception.
Numbers expected: peak and seated capacity.
Activities: catering, live music, pyrotechnics, displays or trade stands.
Duration and timings: setup, live event and breakdown periods.
Step 2 — Carry out a proportional Fire Risk Assessment
Identify fire sources such as cooking, electrical equipment, generators and smoking areas.
Consider fuels: packaging, decor, furniture and temporary storage.
Assess vulnerable people: those with mobility needs and attendees unfamiliar with the venue.
Evaluate detection, alarm and escape routes and document residual risks and the actions you will take.
If you need expert support, Comprehensive Fire Risk Assessment services are available from Total Safe.
Step 3 — Build the Event Management Plan
Include a fire safety annex with evacuation routes, assembly points, steward positions and contact details for the fire service.
Record responsibilities for opening and closing fire doors, checking exits and ensuring signage is visible.
Specify procedures for high-risk activities for example the use of LPG or temporary heating.
Step 4 — Liaise with contractors and the venue
Require contractors to provide certificates, method statements and gas safety proofs before work starts.
Agree safe zones for generators, fuel storage and catering areas.
Ensure temporary structures have correct certification and fire-retardant materials where required.
On-the-day controls: stewards, evacuation and firefighting
On the day, strong supervision and clear communication make a big difference. Appoint a responsible event manager who can make decisions and coordinate with the venue and emergency services.
Stewarding and training
Allocate stewards to exits, high-risk areas and assembly points.
Train stewards to guide people calmly to safety and to check that rooms are clear.
Provide at least one nominee who knows how to use a fire extinguisher safely and emphasise that firefighting is for small incidents only.
Evacuation management
Keep escape routes unobstructed and make sure final exits open easily from inside.
Announce the evacuation procedure at the start of the event, particularly if the space is unfamiliar to attendees.
Use public address systems where available; if noise levels are high, ensure stewards are ready to give loud, clear instructions.
Fire detection and fire alarm systems
Confirm the fire alarm is tested and working before the event opens.
Consider temporary detectors linked to a monitoring centre if the venue alarm is not suitable for the event.
Check emergency lighting to ensure it operates during a power failure; Total Safe offers Emergency Lighting Testing that meets BS standards.
Managing temporary structures, catering and pyrotechnics
Temporary elements often cause the greatest risk. Therefore, control them carefully.
Temporary structures
Ensure marquees, stages and temporary seating have structural certificates and a competent installer.
Use fire-retardant treated fabrics and ensure adequate separation between structures.
Include clear access for fire and rescue vehicles.
Catering and cooking
Position cooking areas downwind and away from exits.
Keep fuel supplies, grills and portable heaters in secure, well ventilated locations.
Require catering teams to use residual current devices and to store flammable liquids correctly.
LPG and generators
Require LPG suppliers to show current service certificates and safe connectors.
Place generators outside the main crowd area and on stable, non-combustible bases.
Keep fuel in suitable containers away from ignition sources.
Pyrotechnics and special effects
Treat pyrotechnics as high risk. Use licensed operators and obtain risk assessments and permits well in advance.
Plan safe firing zones, spectator distances and contingency for misfires.
Liaise with the local fire and rescue service when displays are significant.
Testing, record keeping and staff training
Good records prove you took reasonable steps. They also make post-event review straightforward.
Testing and maintenance: Test alarms, emergency lighting and firefighting equipment before the event and log the checks. Keep maintenance certificates for extinguishers and any suppression systems on site. Arrange professional servicing for installed systems well ahead of time.
Documentation: Keep the Fire Risk Assessment, Event Management Plan, contractor certificates and test records together in an event file. Record briefings given to stewards and contractors, and log any near misses or incidents.
Training and drills: Provide practical training for nominated fire marshals, including how to use extinguishers and how to conduct a sweep of their area. Run a simple evacuation drill when practical, especially for staff and stewards. Provide written instructions and quick reference guides to help volunteers and temporary staff.
Working with emergency services and local authorities
Early engagement with the fire and rescue service and local Safety Advisory Group reduces uncertainty and speeds approvals.
Notify the fire service: For larger events, notify your local fire service and invite them to review your Event Management Plan. Consider a pre-event site visit for complex set-ups.
Safety Advisory Groups: Many local authorities offer a Safety Advisory Group that brings together police, fire and ambulance services. Use the SAG to review stewarding levels, traffic management and emergency access.
When to escalate: If you cannot control a significant fire risk, postpone or cancel elements until it is mitigated. For specialist elements such as major fireworks, follow the NFCC templates and obtain any necessary permits.
Practical checklist for event organisers
Use this checklist in the final week and on the day:
Completed Fire Risk Assessment and Event Management Plan.
Confirmed steward numbers and training.
Checked fire alarm and emergency lighting tests are current.
Verified certificates for temporary structures, LPG and generators.
Allocated clear assembly points and ensured access for emergency vehicles.
Kept event file and contact list readily available.
Briefed staff and contractors on evacuation and reporting.
For sector specific support, HSE provides clear advice on event fire safety obligations and managing incidents: HSE event safety advice.
Conclusion and next steps
To manage fire safety during corporate events you must plan early, carry out a proportionate Fire Risk Assessment, coordinate with the venue and contractors, and test equipment. Good stewarding and clear evacuation procedures protect attendees and staff. Keep records and involve local authorities or the fire service where appropriate.
If you need practical support, Total Safe can carry out a tailored Fire Risk Assessment, provide fire marshal training and test emergency lighting and equipment to current standards. Working with an experienced fire safety partner reduces risk and demonstrates due diligence. Contact Total Safe to arrange a consultation and ensure your next event is safe and compliant.
FAQ
Q: Who is the responsible person for fire safety at a corporate event?
A: The responsible person is usually the event organiser or the venue operator. Where control is shared you must cooperate and agree responsibilities. See GOV.UK workplace fire safety responsibilities.
Q: Do I need a Fire Risk Assessment for a one-off company event?
A: Yes. Any event where people gather requires a suitable and sufficient Fire Risk Assessment proportionate to the size and activities.
Q: What should stewards be trained to do?
A: Stewards should know evacuation routes, how to guide people to assembly points, how to report incidents and, if nominated, how to use firefighting equipment safely. Regular briefings keep everyone up to date.
Q: When should I contact the fire and rescue service before an event?
A: Contact them for large or complex events, for open flame displays, pyrotechnics, or any activity that increases fire risk. You should also notify them if the event involves large crowds or restricted access for emergency vehicles.
Q: Where can I get templates for an Event Management Plan?
A: The National Fire Chiefs Council provides event safety templates and checklists to help with planning and documentation: NFCC event safety templates.
