The Regulatory Reform (Fire Safety) Order 2005 places the responsibility for fire safety in commercial premises firmly on the "responsible person," which in most cases is the venue owner, operator, or occupier. This is not a responsibility that can be delegated or ignored. Failure to comply can result in enforcement notices, prohibition notices that close your venue immediately, and criminal prosecution with unlimited fines and up to two years’ imprisonment. After the Grenfell Tower tragedy and subsequent fire safety reforms, enforcement has become significantly more rigorous.
Fire risk assessment
The cornerstone of fire safety compliance is the fire risk assessment. The Regulatory Reform Order 2005 requires the responsible person to carry out a "suitable and sufficient" fire risk assessment and keep it under regular review. For most venues, this means commissioning a competent person to assess your premises and produce a written report identifying hazards, evaluating risks, and recommending measures to reduce those risks.
You can carry out the assessment yourself if you are competent to do so, and the government publishes free guides (including one specifically for small and medium places of assembly) to help. However, for most venues, particularly those with complex layouts, large capacities, or multiple floors, engaging a professional fire risk assessor is strongly advisable. Expect to pay £300 to £1,500 depending on the size and complexity of your premises.
The assessment should cover identification of fire hazards (ignition sources, fuel sources, and oxygen), identification of people at risk (including those who may be particularly vulnerable such as disabled visitors or sleeping persons), evaluation of existing fire safety measures, recommendations for improvements, and an emergency plan including evacuation procedures.
Review the assessment at least annually, and whenever significant changes occur: alterations to the building, changes of use, changes to the fire detection or alarm system, or after any fire incident or near miss. Integrating fire risk assessment into your broader risk management ensures it is not treated as a standalone exercise.
Fire detection and alarm systems
Every venue needs a fire detection and alarm system appropriate to its risk level. For most event venues, this means an addressable fire alarm system with smoke detectors, heat detectors (in kitchens and plant rooms where smoke detectors would cause false alarms), manual call points at every exit, and audible alarms that can be heard throughout the premises over any music or event noise.
The system must be professionally installed to BS 5839-1 standards, serviced at least annually by a competent fire alarm engineer, and tested weekly using a different manual call point each week. Keep a log book recording all tests, faults, and servicing. Fire officers will ask to see this log during inspections.
For venues with loud music, the standard alarm sounders may not be audible over the PA system. Consider visual alarm beacons (strobing lights) in the performance space and an integration between the fire alarm and the PA system that cuts the music and broadcasts an alarm or voice message when the fire alarm activates.
Means of escape
Your venue must have adequate means of escape for the maximum number of people present. This is typically the factor that determines your capacity. Fire exits must be sufficient in number and width for the occupancy, open in the direction of escape (outward), be kept clear and unobstructed at all times, be clearly signed with illuminated exit signs, and be fitted with panic hardware (push bars or touch bars) that can be operated without a key.
Travel distances to the nearest exit must not exceed the limits set out in guidance. For a venue where people are awake and familiar with the building, the maximum travel distance is typically 45 metres in one direction or 18 metres in a dead-end situation, though these figures vary depending on the risk level and fire protection measures in place.
Never lock, bolt, or chain fire exits during events. This is one of the most common and most dangerous fire safety violations. If security concerns require doors to be controlled, use electromagnetically locked doors connected to the fire alarm system so they release automatically when the alarm activates.
Emergency lighting
Emergency lighting must illuminate escape routes and exits if the normal lighting fails. This includes exit signs, escape route lighting along corridors and stairways, open areas greater than 60 square metres, changes of direction, intersections of corridors, outside each final exit, near fire alarm call points and firefighting equipment, and in toilet facilities.
Emergency lighting must be maintained to BS 5266-1 standards, including monthly functional tests (brief activation to check operation) and annual full-duration tests (running for the rated duration, usually three hours, to verify battery capacity). Record all tests in a log book.
Firefighting equipment
Provide appropriate portable fire extinguishers throughout the venue. As a minimum, water extinguishers (for ordinary combustibles) should be provided on the basis of one per 200 square metres of floor area. CO2 extinguishers should be placed near electrical equipment. Wet chemical extinguishers should be available in or near kitchens.
All extinguishers must be serviced annually by a competent person and visually inspected monthly by your own staff. Train key staff in the use of extinguishers, but emphasise that extinguishers are for fighting small fires only. If a fire is too large to tackle safely with an extinguisher, the priority is evacuation.
Evacuation procedures
Your emergency plan must include clear evacuation procedures that all staff understand and can implement. The plan should specify who takes charge in an emergency (typically the duty manager), how the alarm is raised and the building evacuated, the assembly point where people gather after evacuation, who checks that all areas have been cleared, who meets and briefs the fire service on arrival, and procedures for specific scenarios (fire in kitchen, fire in basement, fire during a packed event).
All staff should receive fire safety training at induction and at least annually thereafter. This training must cover fire prevention measures, how to raise the alarm, evacuation procedures for the specific venue, use of firefighting equipment, and specific responsibilities of each role.
Conduct fire drills at least twice a year. For venues where a full evacuation drill during an event is impractical, conduct drills during quiet periods and supplement them with tabletop exercises that walk through scenarios with your management team. Your premises licence may include specific conditions about fire safety training and drills.
Special considerations for event venues
Event venues present unique fire safety challenges. Temporary decorations, staging, drapes, and props can introduce fire hazards not present during normal use. Any decorations or temporary structures must be flame-retardant or treated with flame-retardant solution. Pyrotechnics, candles, and open flames require specific risk assessment and usually need notifying to the fire authority.
High-occupancy events increase the risk and complexity of evacuation. Ensure that your capacity is based on fire safety calculations, not just how many people you can physically squeeze in. The capacity should account for the number, width, and location of exits. Overcrowding is both a fire safety violation and a serious risk to life.
Brief your door and security staff on their fire safety responsibilities for each event. They are your front line for managing evacuation and preventing overcrowding. Ensure they know the exit locations, the assembly point, and their specific role in the evacuation procedure. Trained, well-briefed staff are your most important fire safety asset.
