Fire Safety Guidance for Corporate Events with 6 Essential Steps
As you’ll know, organising a corporate event requires a whole lot of planning. You’ve got your guest list, your seating plans, your catering… the list goes on. But have you thought about fire safety?
Whether you’re planning a conference, an awards ceremony or a team-building day, fire safety should always be top of your to-do list. It’s crucial to make sure your event complies with UK fire safety regulations to make sure your staff and guests are kept safe should the worst happen.
To help, we’ve put together a list of steps you can follow to make sure you’ve covered all your fire safety bases ready for your upcoming corporate event.
Get to Grips with Corporate Event Fire Safety Regulations
All the rules and regulations for fire safety compliance at corporate events are set out in the Regulatory Reform (Fire Safety) Order 2005. The order states that a ‘responsible person’ must oversee all fire safety measures at the venue to ensure people’s safety in the event of a fire.
The ‘responsible person’ is a legal title, and could be the person who has control over the venue or the employer, meaning that an event could have more than one responsible person at a time. Their duties include:
- Carrying out a fire risk assessment of the venue.
- Identifying possible hazards and risks.
- Installing the appropriate fire safety equipment in all areas.
- Providing suitable evacuation routes for attendees.
- Ensuring fire safety equipment is properly maintained.
Conduct a Fire Risk Assessment
As mentioned above, a fire risk assessment is one of the key requirements needed ahead of your event. It’s recommended that you appoint a specialist with experience in fire safety to do the work for you – which is something we can help with at Midland Fire. An assessment should be carried out before every event (even if more than one event takes place at the same venue), to allow for the specifics of each individual event.
So, what does an FRA entail?
Venue inspection
A full inspection of fire exits, alarms, extinguishers and any other equipment present, to make sure they’re in good working condition and adequate for the event.
Fire hazard identification
Ensuring that all electrical equipment and fuel sources are safe, and identifying hazards such as dangerous substances, fireworks or cooking appliances.
Risk evaluation
Assessing the size, scale, location and activities taking place during the event, as well as identifying vulnerable people who may be attending.
Fire protection and prevention system installation
Determining which safety measures are needed to improve the safety of the event and its staff and guests, and then putting them in place.
Documentation
A recording of findings and measures taken, as well as a safety plan and evacuation and training recommendations.
Check Your Venue’s Fire Safety Equipment
In addition to the fire risk assessment, you can check your venue ahead of the event to make sure all the appropriate fire safety equipment is installed. You can also request documentation to make sure the equipment is being regularly tested and well maintained to avoid any issues during your corporate event.
Check for:
- Fire extinguishers
- Visual and audible fire alarms
- Smoke and heat detectors
- Sprinkler systems
- Emergency lighting
- A back-up power supply
Create a Fire Action Plan
Fire action plans for corporate events are key to keeping everyone safe. Your staff and vendors should be familiar with the plan so that they’re ready to act in case of an emergency on the day. It’s important to communicate details of the plan to your guests too using fire safety signage throughout the venue.
Your plan should include:
- The location of marked fire exits.
- Clear evacuation routes.
- Enough exits and routes for all people to escape.
- Emergency doors and lighting.
- Assembly points.
- Employee training.
- How to communicate with the emergency services.
- Arrangements for people who need special assistance.
Train Your Staff and Choose Fire Wardens
Don’t underestimate the importance of your event staff on the day. Whilst all your staff should be familiar with your fire action plan, we’d recommend making several of your staff designated fire wardens. They can be trained up to fully understand the venue’s fire safety equipment and how to use it, as well as the evacuation procedure, to make sure that they respond quickly and efficiently if faced with an emergency.
Put Preventive Fire Safety Measures in Place
Lastly, it’s important to remember that prevention is always better than cure when it comes to fire safety at your corporate event. Here are some handy tips on how to protect your event from catching fire in the first place:
- Choose fire-resistant materials for your decorations.
- Avoid overloading power outlets and sockets.
- Use LED lights rather than candles or open flames.
- Keep ignition and fuel sources a good distance apart.
- Make sure that cooking equipment is approved and supervised.
- Position designated smoking areas away from the venue.
Corporate Event Fire Safety Solutions from Midland Fire
Sound like a lot to handle? Don’t worry – we’re here to help. Our experienced engineers can provide advice, carry out fire risk assessments, produce fire action plans and install the fire safety equipment you need to make sure your event runs smoothly and safely.
Just like you, we’ll treat the fire safety of your corporate event with the utmost importance. At Midland Fire WE PROTECT. Contact us today for a free consultation.
Frequently Asked Questions (FAQs)
Toggle 1Is a fire risk assessment required for every corporate event?
Yes, under the Regulatory Reform (Fire Safety) Order 2005, a fire risk assessment is required for events of any size, whether that event takes place indoors or outdoors.
What fire safety equipment should be available at a corporate event?
The type of equipment needed will depend on the venue and the size and type of the event. Fire extinguishers, smoke detectors and sprinkler systems are among the equipment required, and it’s essential that they’re well maintained.
How many fire wardens do I need for my event?
The number of fire wardens depends on the size of the event and the venue. A general rule is to have at least one fire warden for every 50 attendees.
Who can help provide fire safety guidance for my corporate event?
To ensure you’re getting the best service and the most reliable fire safety solutions, you should choose a contractor specialising in fire safety whose engineers are qualified electricians with plenty of experience. Luckily, at Midland Fire, we tick all those boxes.
