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COLLEGE MAY BALLS & JUNE
EVENTS CAMBRIDGE
ORGANISERS FIRE SAFETY
HANDBOOK 2017
Cambridgeshire Fire & Rescue Service Contact Details Rob Robinson (Community Safety Team) 07825 506693 [email protected] Pete Jones (Community Safety Team Manager) 07825506682 Fire Protection Team E-mail Address [email protected] Cambridgeshire Fire & Rescue Service Website http://www.cambsfire.gov.uk/ Other Useful Links Department for Communities of Local Government https://www.gov.uk/workplace-fire-safety-your-responsibilities/fire-safety-advice-documents The Regulatory Reform (Fire Safety) Order 2005 http://www.legislation.gov.uk/uksi/2005/1541/contents/made Use of Guidance This handbook has been produced specifically for the May Ball and June Events in Cambridge to help responsible persons to achieve compliance with the Regulatory Reform (Fire Safety Order) 2005 (FSO) and gives practical advice on how to avoid fires and how to ensure people’s safety if a fire does occur. This handbook supersedes all previous fire safety guidance documents produced by Cambridgeshire Fire & Rescue Service or Cambridge City Council. There may well be alternative methods of achieving compliance with the FSO away from this handbook and the above mentioned guidance documents, providing that the Fire Service deem your fire risk assessment to be suitable and sufficient.
CONTENTS Use of Guidance
1. Fire Safety Introduction 2. Fire Risk Assessment 3. Fire Triangle 4. Emergency Evacuation Procedures and for People
with Disabilities 5. Stewards and Fire Marshals 6. Fire Warning and Detection System 7. Emergency Escape Routes and Exits 8. Seating and Gangways 9. Emergency Lighting System 10. Marquees, Gazebos, Tents and Temporary Structures 11. Positioning and Layout of Temporary Structures 12. Combustible Contents 13. Decoration & Display Materials 14. Naked Flames 15. Catering Facilities 16. Fire-fighting Equipment 17. Fire Service Vehicle Access and Water Supplies for
Fire-fighting 18. Generators
19. LPG Safe Storage 20. Electrical Safety 21. Fireworks & Explosives 22. Shisha Safety 23. Smoking 24. Arson 25. Housekeeping 26. Pre Ball/Event Inspection Appendix A – Fire Risk Assessment Food Concession Form
1. Fire Safety Introduction The Regulatory Reform (Fire Safety) Order 2005 (FSO) is a statutory instrument that came into force on the 1st October 2006, replacing all previous fire safety legislation in England and Wales, which requires fire precautions to be provided “where necessary” and to the extent that it is reasonable and practicable in the circumstances to do so. The Fire Safety Order places responsibility on the “responsible person” within an institution to identify, reduce and manage the risk of fire, in order to safeguard all “relevant persons” (guests, staff, contractors, artistes, etc) who are lawfully on the premises during the Ball/Event and any person in the immediate vicinity of the premises who is at risk from a fire on the premises. Under the FSO, anyone who has control of the premises or a degree of control over of certain areas or systems may be the responsible person for fire safety matters. The responsible person may be the College Master, estates manager, licence holder, head porter, bursar or a student committee member. If there is more than one responsible person, then all must take responsible steps to co-operate and co-ordinate with each other. If you are the responsible person, then you must carry out or appoint a competent person to conduct a fire risk assessment for your Ball/Event. However, you will still be responsible in law for complying with the provisions of the Fire Safety Order. The responsible person must demonstrate due diligence, that all necessary and reasonable steps have been taken to eliminate or minimise the risk to relevant persons attending your Ball/Event.
The Regulatory Reform (Fire Safety) Order 2005 - Article 3 Meaning of “responsible person”
3. In this Order “responsible person” means—
(a)in relation to a workplace, the employer, if the workplace is to any extent under his control;
(b)in relation to any premises not falling within paragraph (a)—
(i)the person who has control of the premises (as occupier or otherwise) in connection with
the carrying on by him of a trade, business or other undertaking (for profit or not); or
(ii)the owner, where the person in control of the premises does not have control in connection
with the carrying on by that person of a trade, business or other undertaking.
The Fire and Rescue Service are responsible for enforcing the FSO and will conduct pre or during Ball/Event inspections to ensure compliance is being met. If the Fire Service are dissatisfied with the outcome of your fire risk assessment or the action you have taken, then a prohibition notice may be issued that restricts the use of all or part of your Ball/Event until improvements are made. Failure to comply with any duty imposed by the FSO or any notice issued by the Fire Service is an offence, which may result in legal action being taken. If you are unsure or in any doubt as to the obligations placed upon you by the FSO, or if there is any relevant matter upon which you require clarification, then please contact a Fire Protection Officer as soon as possible for further guidance.
2. Fire Risk Assessment Good management of fire safety is essential to ensure that fires are unlikely to occur, that if they do occur they are likely to be controlled or contained quickly, effectively and safely, or that, if a fire does occur and develop, everyone on site is able to escape to a place of total safety easily and quickly. A fire risk assessment is an organised and methodical look at your premises and/or event, the activities carried on there and the likelihood that a fire could start and cause harm to in and around the premises. The aim of the fire risk assessment are: - to identify the fire hazards.
to reduce the risk of those hazards causing harm to as low as
reasonably practicable. to decide what physical fire precautions and management
arrangements are necessary to ensure the safety of people during the Ball/Event, if a fire does start.
The responsible person must carry out a fire risk assessment or appoint a competent person with relevant training, experience, capabilities and knowledge of fire safety matters, which could be a committee member, a College employee or where appropriate, a third party, in order to comply with the FSO.
Your fire risk assessment should demonstrate that, as far as is reasonable, you have considered the needs of all relevant people including disabled people.
5 step fire risk assessment
Fire Risk Assessment Step 1: Identify fire hazards
• Sources of ignition. • Sources of fuel. • Sources of oxygen.
Step 2: Identify people at risk
• People in and around the premises. • People who are especially at risk (people with disabilities).
Step 3: Evaluate, remove or reduce, and protect from risk
• Evaluate the risk of a fire starting. • Evaluate the risk to people from a fire. • Remove or reduce fire hazards. • Remove or reduce the risk to people from a fire. • Protect people by providing fire precautions.
Step 4: Record, plan, inform, instruct and train
• Record any major findings and action you have taken. • Discuss and work with other responsible people. • Prepare an emergency plan. • Inform and instruct relevant people. • Provide training.
Step 5: Review
• Review your fire risk assessment regularly. • Make changes where necessary.
In addition to this handbook, the comprehensive reference document for the fire risk assessment and general fire precautions is the Fire Safety Risk Assessment: Open Air Events & Venues and/or Fire Safety Risk Assessment: Large Places of Assembly guides, which can be downloaded from the following link: http://www.communities.gov.uk/publications/fire/firesafetyrisk.
It’s important that you seek guidance and assistance from your College Porter/Bursar with regards to fire safety, due to their knowledge and experience of such matters. Its also unacceptable to submit previous fire risk assessments for your current Ball/Event, but they may be used as reference. Fire risk assessments should also be carried out by all relevant contractors providing a service at your Ball/Event (e.g. foods stalls/vans, fairground ride operators, fireworks display, sound company, etc), to help them to identify, reduce and manage the risk of fire. The assessments should then be made available to the College and for the attention of the Fire Service (see Appendix A for food stalls/vans). All fire risk assessments and relevant fire safety documents for your Ball/Event detailed under Section 26 of this handbook should be forwarded to the Fire Service no later than the 31st May. This allows time to resolve any fire safety concerns that the Fire Service may have. For Colleges holding Winter or Spring Balls/Events, should contact the Fire Protection Team as soon as practicable to discuss your Ball/Event, in order to agree on suitable deadlines for the submission of fire risk assessments, relevant fire safety documents and to schedule the pre Ball/Event inspection.
3. Fire Triangle A fire triangle refers to the three elements that are needed, in order for a fire to start. If you keep these elements away from coming together, then a fire will not start or if you starve the fire of one of these elements, then the fire will die out: -
Heat: - possible sources of ignition at your Ball/Event Cooking, catering appliances, hot surfaces, generators, faulty or misused electrical equipment, naked flames, flares, fireworks, pyrotechnics, bonfires, fire performances, hot processes, fixed & portable heating appliances, patio heaters, halogen lamps, lanterns or display lighting, mechanically generated sparks, shisha pipe, matches, lighters, cigarettes and arson (deliberate ignition). Fuel: - materials that provide a source of fuel at your Ball/Event Non-flame retardant marquees, tents or gazebos, cooking oils, LPG, petrol, diesel, paraffin, alcohol, paints, varnishes, solvents, carpets, upholstered seats, cushions, textiles, drapes, curtains, clothing display, banners, scenery, decoration, bunting, plastic, rubber, polystyrene, paper, cardboard, timber, wood shavings, dry foliage, animal feed/bedding and hay bales. Oxygen: - natural and additional sources of oxygen The main source of oxygen for a fire is in the air around us (natural air flow). In an enclosed building this is provided by the ventilation systems in use (mechanical air conditioning systems and air handling systems). Other sources of oxygen: - Oxidising chemicals, pyrotechnic or fireworks containing oxidising materials and oxygen cylinders.
4. Emergency Evacuation Procedures and for People with Disabilities
Emergency evacuation procedures need to be established for dealing with any fire situation. The purpose of the emergency evacuation procedure is to ensure that stewards, College staff and Ball/Event committee members know what to do if there is a fire and that the site can be safely evacuated allowing people to move to a place of safety. If disabled people are going to be at your event then you must also provide a safe means for them to leave if there is a fire, which may require additional planning and allocation of staff roles with appropriate training. Consider Personal Emergency Evacuation Plan (PEEP’s) for individuals with disability or mobility issues, to help identify their needs and requirements, in order to plan for their safe evacuation in an emergency. Your emergency plan should not rely on the involvement of the Fire Service for it to be effective. 5. Stewards and Fire Marshals The role of stewards and fire marshals in the event of fire is crucial to their safety and that of all relevant persons on site. Adequate fire safety training must be provided to staff, committee members or external contractors to reflect their roles and responsibilities in an emergency. You should ensure that all stewards and fire marshals are aware of the emergency plan and are shown the escape routes. The training should take account of the findings of the fire risk assessment. Staff expected to undertake the role of fire marshals, would require more comprehensive training as their duties may include: - carryout the emergency evacuation procedure.
assisting people with disabilities who may have difficulty in evacuating. helping guests to leave the event or venue in an emergency.
checking designated areas to ensure everyone has left.
using fire-fighting equipment if trained and safe to do so.
contacting and liaising with the Fire Service on arrival.
shutting down vital or dangerous equipment.
attendance at all final exits.
reporting any faults, incidents and near misses.
All stewards and fire marshals should be readily identifiable to all persons attending the Ball/Event by means of some conspicuous clothing which is visible under all lighting conditions, together with a suitable name badge, sash or arm band. 6. Fire warning and detection systems Ensure there are suitable and adequate methods of giving warning in case of fire from fixed fire alarm system, fire stewards, public address system, etc., taking into account the size, layout, activities, staffing levels and the number of people likely to be at your event. Existing electrical fire alarm warning and detection systems in the College buildings should be maintained in accordance with BS 5839: Part 1: 2013. Alternative arrangements for communicating the alarm to staff and public will need to be provided where an automatic fire alarm system is not in place. This could include means such as stewards ushering people out, air horns or public address systems.
It is important to consider the efficient means of communication between all staff (stewards, College staff, committee members, etc.) and when alerting guests, in order to implement the emergency plan. 7. Emergency Escape Routes and Exits Escape routes whether internal or external, need to be designed so that people can escape safely and quickly enough to ensure that they are not placed in danger from fire. All emergency routes and exits must be readily available, kept clear and exit doors should open in the direction of escape. The minimum width of any fire exit from any marquee or temporary structure should not be less than 1.05 metres. A single fire exit is suitable for a maximum of 60 people, providing the room, marquee or temporary structure can accommodate that number of occupants and the exit can be reached within the required travel distance of 6.5m. Where more than 60 people are accommodated, there should be not less than 2 exits, separated by a suitable distance and a 45o angle, which limits the possibility that both exits will be affected by a fire at the same time, otherwise they will be considered as a single exit. It is good practice to ensure escape routes to fire exits are kept as direct and as short as possible. Travel distances from marquee, gazebos, tents and other temporary structures: - Where only a single fire exit is provided.
6.5 metres
Where more than one fire exit is provided.
18 metres
Note: From the furthest point to the nearest available fire exit.
Travel distance from existing rooms/halls in College premises: - Where only a single fire exit is provided.
12 metres (high risk) 18 metres (normal risk)
Where more than one fire exit is provided.
25 metres (high risk) 45 metres (normal risk)
Note: Level of fire risk should be determined by the findings of the fire risk assessment for the ball/event. Capacity for marquee, gazebos and other temporary structures: - Where only a single 1.05 metre fire exit is provided.
60 persons maximum
Where two 1.05 metre fire exits are provided.
200 persons maximum
Where two 1.5 metre fire exits are provided.
300 persons maximum
Where two 1.95 metre fire exits are provided.
400 persons maximum
Note: An additional 10cm should be added to the exit width for every 20 persons and discount the largest fire exit, which may be effected by fire (worst case scenario). Capacity for existing College rooms being occupied: - Where only a single 0.75 metre exit is provided.
60 persons maximum
Where two 0.75 metre exits are provided.
100 persons maximum
Where two 1.05 metre exits are provided.
200 persons maximum
Where two 1.5 metre fire exits are provided.
300 persons maximum
Where two 1.95 metre fire exits are provided.
400 persons maximum
Note: If more than two exits are being used of different sizes, then discount the largest fire exit, which may be effected by fire (worst case scenario).
Occupant density: - Occupied Area Type
Occupant Density
Standing spectators/ audience area/ bar / assembly area / dance floor or hall (unseated).
0.5m2 per person
Dining area / seated bar or restaurant.
1m2 per person
Note: Space taken up by any existing or new furniture being placed in the room during the Ball or Event must be deducted from the overall floor space (e.g. tables, stage, bar area/counter, etc). Capacity Calculator Example: Calculating capacity for a room, marquee or any other temporary structure. Marquee being used for a disco (standing only) measuring at 10x20 metres with two 1.5 metre fire exits which can be reached within 18 metres travel distance, and a stage is being placed in the middle of the marquee for the DJ, measuring at 2x5 metres. Marquee 10x20 metres = 200m2
Stage 2x5 metres = 10m2 200m2 – 10m2 = 190m2 (usable floor space) 190m2 / 0.5m2 per person = 380 persons (occupant density) Where two 1.5 metre exits are provided = 300 persons _____________________________________________ Maximum occupants for marquee = 300 persons _____________________________________________ Note: The number and size of final exits from the marquee in this example has restricted the total number of persons to 300, although the floor space can accommodate up to 380 persons. 8. Seating and Gangways Seating and gangways in a hall, assembly space, marquee or other temporary structure should be arranged to allow free and ready access direct to the exits.
There should be a clear space of at least 305mm between rows of seats (the back of one seat to the front of the seat behind it). Gangways should be adequate for the number seats served and at least 1.05m wide. There should be no projections which diminish these widths. No seat should be more than 7 seats away from a gangway. If temporary seating is provided, it should be secured in lengths of not fewer than 4 and not more than 12 seats. Each length should be fixed together or to the floor. No person other than the stewards should be permitted to stand or sit in gangways, or in front of any exit during performance or entertainment. 9. Emergency Lighting System In all cases, where the venue is used in the hours of darkness, it will be necessary to provide sufficient primary illumination for general safe movement to illuminate all escape routes and exits. Whatever the primary source of power, a back-up power supply will also be necessary in case of primary lighting power failure. Emergency lighting (or secondary lighting) should be provided in order to adequately illuminate the venue. Power supply for the emergency lighting system must be from a source that is independent of the main power supply and should be arranged to come into operation automatically on failure of the main lighting. Back-up power supplies can be rechargeable batteries integral to each lighting unit, a central battery bank or an automatic start generator. The emergency lighting system is to be capable of maintaining the necessary level of illumination for a minimum period of three hours upon operation.
All designated fire exits from rooms, marquees or other temporary structure being used for the Ball/Event, should be provided with “maintained illuminated fire exit sign”, where the lighting level is to be dimmed and/or where alcohol is being consumed. The emergency lighting system should be installed by a competent person and should be tested in accordance with BS 5266: Part 8: 2004 by a competent engineer. 10. Marquees, Gazebos, Tents and other Temporary
Structures All marquees, gazebos, tents and other temporary structures should be of proven fire performance when being used for your Ball/Event. Any flexible membrane covering a structure should comply with BS 7837 or the recommendations given in Appendix A of BS 7157. All marquee linings must be of inherently flame retarded fabric or durably flame retarded fabric when tested to British Standard 5438 Test 2A, 2B and a 10 second flame application in each case. Existing materials and structures manufactures to the previous British Standard 3120 continue to be acceptable. Other sheet materials should be Class 1 surface spread of flame in accordance with British Standard 476: Part 7. Materials should be free of flaming molten droplet characteristics and should not readily support combustion. In order to demonstrate compliance, marquee suppliers must provide relevant fire retardant certification to the College and Fire Service. It is recommended to hire competent contractors for the supply of temporary structures, who are MUTAmarq accredited.
Avoid the use of foreign marquees for your Ball/Event, unless it meets the equivalent British Standard and appropriate certification can be provided. Any temporary structures, which are not fire retardant should be avoided, due to the risk of it catching fire and fire spread. The structure should be erected by a competent person and all supporting poles, frames, guys, stakes, anchors and fastenings should be checked. Ensure long grass around the temporary structure is cut before the marquee is erected and remove all the cuttings to prevent the risk of fire. Some floor coverings may react in fire to produce large amounts of heat and smoke. Floor coverings may be re-usable or disposable and should have low flame spread characteristics. 11. Positioning and Layout of Temporary Structures Temporary marquee structures should, wherever possible be positioned well clear of buildings or any significant risks (e.g. sub stations or power-lines) and in particular provide easy access and ample open space for all occupants of the marquee(s) to evacuate safely in the event of fire. Spacing between marquees and access roadways should be in accordance with the following minimum requirements: - Distance between marquees = 6m Distance between large marquees (e.g. a big top) = 12m ___________________________________________________ Main roadways = 4.55m Lanes between marquees = 4m
Note: Minimum distances for the above two from/between rope pegging position for temporary structures.
12. Combustible Contents Most enclosures at your Ball/Event will contain a range of combustible contents. All materials being used in finishing and furnishing should, as far as reasonably practicable, be difficult to ignite and provide a low surface spread of flame. Materials which are non-combustible or non-flammable in accordance with BS 5852, BS 7176 or BS 5867 are satisfactory. Materials which are easily ignitable or have rapid flame spread characteristics should be avoided. However, some combustible materials, which have been treated with suitable flame retardant products may be acceptable, providing a successful 10 second flame test by applying a lighter flame to the item without it igniting. Fire Protection Officer will have the right to conduct a 10 second flame test of any piece of material or decoration during inspections. Materials which fail the flame test should be removed. 13. Decoration and Display Materials You should evaluate the combustible nature of the decoration and display materials being used for your Ball/Event, their locations, any potential ignition sources, what materials could ignite first and what would cause the fire to develop and spread. In particular displays such as paper, textiles, scenery, foam props, artificial or dried foliage and other combustible materials should not be located in emergency escape routes or adjacent to fire exits.
However, such materials may be acceptable in other locations, if adequately treated with appropriate fire retardant products to achieve the 10 second flame test by applying a lighter flame or if they are placed out of reach of guests (arson risk) and away from other potential ignition/heat sources. 14. Naked Flames Naked flames should be avoided for decoration or entertainment purposes, unless your and/or the contractors fire risk assessment(s) can demonstrate that it can be managed in a safe manner. Where naked flames are being used they should always be placed away from combustible items, away from relevant persons during fire performances and trained stewards/fire marshals should monitor the activity with appropriate fire- fighting equipment readily available. Chinese or sky lanterns come with inherent dangers that cannot be controlled, so they are not permitted for your Ball/Event. 15. Catering Facilities The siting of cooking processes close to combustible materials can lead to rapid fire growth and spread to other parts of the site, therefore should be avoided. Wherever possible any extensive all catering facilities, particularly these with deep fat fryers should be located in areas dedicated to catering. If located within or adjacent to other activities or structures, they should be separated by a suitable distance, which is recommended at a minimum of 3m, unless deemed otherwise by your fire risk assessment.
All external caterers will also need to conduct a fire risk assessment for their stall/unit, to identify the risk of fire and to relevant persons. Each caterer should complete the Fire Risk Assessment: Food Concession Form in Appendix A of this guidance document, in order to achieve compliance. Mobile catering vehicles and trailers that have gas equipment installed, must be inspected by a Gas Safe registered engineer every 12 months and should provide a certificate of inspection. Appropriate and adequate fire-fighting equipment should also be provided, which has been inspected within the last 12 months. The use of petrol generators is also discouraged and an alternative source such as diesel or mains power should be used. 16. Fire-Fighting Equipment Appropriate and adequate fire-fighting equipment must be provided throughout the venue, in order to mitigate the effects of fire and to reduce the risk to people. All fire-fighting equipment must been inspected within the last 12 months by a competent person, which should comply and be maintained in accordance with BS EN 3-7 and BS 5306-3. Fire extinguishers should be positioned in the escape routes or adjacent fire exits from a room or marquee. Fire blankets should also be provided in catering facilities and a Class F fire extinguisher will be required where large deep-fat fryers are in use. Carbon-dioxide or dry powder type fire extinguishers should be provided adjacent stages, mixer desks or other electrical equipment.
People with no training should not be expected to attempt to extinguish a fire. However, all staff and where appropriate volunteers, should be familiar with the location and basic operating procedures for the equipment provided. As part of your fire strategy where certain people (e.g. fire marshals) will be expected to take a more active role, then they should be provided with more comprehensive training. 17. Fire Service Vehicle Access and Water Supplies for Fire-
Fighting Adequate access should be provided for Fire Service appliances by keeping existing roadways clear in and around the College to enable fire appliances to be brought on site for effective use. Any existing private fire hydrants, water tanks or open water supplies in the College grounds should be made accessible for fire-fighting purposes, if possible during the Ball/Event and should be indicated on the site plan being submitted to the Fire Service.
Fire Crews from Cambridge Fire Station may also conduct a separate or a joint inspection with Fire Protection Officers prior to the Ball/Event, in order to make themselves familiar with the site layout, access points and water supplies for fire-fighting. 18. Generators It is strongly recommended that petrol generators are not used at your Ball/Event, which includes any external contractors on site. This is due to the increased fire risk from petrol, which is extremely flammable (risk from leakage, refuelling & fuel storage). An alternative source such as diesel or mains power generators are encouraged, in order to reduce the risk of fire and to relevant persons on site. Generators need good ventilation at all times and must be sited away from the general public and/or in a protective cage on hard standing or firm ground. 19. LPG Safe Storage Where LPG in cylinders or cartridges are present, you need to take particular care to minimise the possibility of their involvement in a fire. The total stock of LPG should be kept to the minimum necessary to meet your needs. Locate the LPG cylinders or cartridges in a safe, secure and well ventilated place, where they cannot be interfered with, can be kept upright (with valve protection fitted), are away from sources of ignition and /or readily ignitable materials, and away from any corrosive toxic or oxidant materials. Further guidance on the safe storage of LPG is available from the supplier or the Liquefied Petroleum Gas Association’s Code of Practice.
20. Electrical Safety Electrical equipment is a significant cause of accidental fires. All electrical equipment should be installed and maintained in a safe manner by a competent person. All portable electrical equipment being used by the College and external contractors for the Ball or Event, should be visually inspected and undergoes Portable Appliance Testing (PAT). PAT certificates must be provided in advance by contractors of all electrical equipment being brought onto College premises during the Ball or Event. All electrical installations should also be maintained by a competent person in accordance with the I.E.E. Regulations prior to the ball/event. All lamps, lanterns, lighting appliances and any other apparatus liable to become heated whether under normal or abnormal conditions and liable to come into contact with combustible materials may need to be fitted with suitable guards. 21. Fireworks & Explosives Pyrotechnics are now commonly being used by Colleges during the Ball/Event. Fireworks, pyrotechnics and explosives can cause fires and Explosions, and have the potential for a violent release of pressure and that can cause severe harm to people and damage to structures. These materials can be ignited or detonated by contact with ignition sources or by contamination, where other chemicals or water cause the material to become
unstable. The following preventative measures must be provided: -
exclude ignition sources.
store fireworks and explosives in appropriate storage containers.
fireworks and explosives must be handled by a competent person. establish separation distances between buildings containing
explosives. A suitable and sufficient fire risk assessment should be carried out by the company conducting the fireworks display, which is made available for the College and Fire Service to inspect. 22. Shisha Safety Shisha’s are used to smoke flavoured or aromatic tobacco, which have now found common place at College Ball/Events, but they do pose a significant risk of fire, if they are not handled and managed correctly. Shisha enclosures should be of fire-resisting construction/material with 50% or less of the sides enclosed. The following preventative measures must be provided: -
shisha’s should be placed on a level floor or a large stable table.
the shisha should not be moved once lit coal has been placed on the shisha.
furniture and furnishings in the shisha enclosure should be kept to
an absolute minimum and any furniture and furnishings provided must be fire-resisting or appropriately fire proofed using approved products.
the hot coal for the shisha’s must be carefully managed by a
designated competent person and when removing coal, place it in a metal tray to allow it to completely burn out.
23. Smoking Carelessly discarded cigarette and other smoking materials are a major cause of fire. You should consider prohibiting smoking from the venue, but where this is considered impractical, designated smoking areas should be provided away from any buildings, marquees, temporary structures or from any other significant fire risk. Smoking shelters may be provided, but providing they are of fire-resisting construction/material and 50% or less of the sides are enclosed. Deep and substantial ashtrays should also be provided in smoking areas (e.g. large trays of sand), which should be emptied regularly. Also consider the ground upon which smokers are standing and ensure that discarded smoking materials will not start a grass or other similar fires in vegetation. 24. Arson Fires started deliberately can be particularly dangerous because they generally develop much faster and may be started in escape routes or other sensitive locations. The following fire safety measures should be taken to reduce the risk of arson: - ensure the site is well lit and the perimeter of the College is secured.
do not place rubbish skips adjacent to occupied areas, but
secure in a separate compound away from occupied areas. make sure you regularly remove all combustible rubbish.
do not place vehicles, caravans or other portable structures adjacent to
occupied areas.
ensure people working late or alone have adequate escape routes. 25. Housekeeping Good housekeeping will lower the chances of a fire starting, so the accumulation of combustible materials should be monitored carefully and regularly during the ball/event. Keep waste materials in suitable containers before it is removed from the site. If bins, particularly wheeled bins are used, then they should be secured in a compound to prevent them being moved to a position next to an enclosure and set on fire. Never place skips near a temporary structure or vehicle and they should normally be a minimum of 6 metres away from any structure on site. 26. Pre Ball/Event Inspection A pre ball/event inspection will be conducted by the Fire Service and Cambridge City Council on the day, in order to ensure compliance with the Fire Safety Order 2005 and the requirements of the City Council. Failure to achieve compliance with the Fire Safety Order may lead to a prohibition notice being served on all or parts of your premises, restricting your Ball/Event, until improvements are made. Fire crews from Cambridge Fire Station may also attend with the Fire Protection Officer or conduct a separate visit to familiarise themselves with the site. All fire risk assessments and fire safety management documents detailed below should be forwarded to the Fire Protection Officer as soon as possible,
and certainly no later than the 31st May. If these documents have not been provided or have been reviewed since, then they will need to be inspected on the day of the pre Ball/Event inspection. The following documents need to be provided to the Fire Service, as necessary: - Ball/Event fire risk assessment.
Fire risk assessments from external contractors.
Emergency evacuation procedures and designated assembly points.
Marquee, gazebos, tents and temporary structures fire retardency
certificate(s). Portable Appliance Testing (PAT) Records
Fire-Fighting equipment test records
Fire retardency certificate for any new furniture or soft furnishings being
used during the ball/event. Site plan showing layout, access points and any existing water
supplies, which could be used for fire-fighting purposes. Once the fire safety management documents have been inspected, previously or on the day, then the next part of the inspection process is to walk around the site being used for the Ball/Event to inspect the following: - Accessibility of emergency routes and exits Fire loading (decoration and display materials)
Fire separation between marquees, gazebos, tents, other temporary
structures and existing College buildings Catering facilities and other contractors on site
Emergency lighting system (maintained fire exit signs)
Location and accessibility of fire-fighting equipment
Fire safety signage
Access for fire appliances General housekeeping
Further follow-up inspections may be conducted by Fire Protection Officers prior or during the Ball/Event to ensure compliance with the FSO is being achieved.
Appendix A
Fire Risk Assessment – Food Concession Form Please ensure that you forward a copy of the Fire Risk Assessment Food Concession Form to each external food trader attending your Ball/Event for them to complete and return to the College, to ensure they achieve compliance with the Regulatory Reform (Fire Safety) Order 2005. Once all external food traders have been confirmed to attend your Ball/Event, then please send a copy of their fire risk assessment to the Fire Service, along with all other necessary documents for your Ball/Event by the 31st May. A copy of the form is available from the following link: - http://www.cfoa.org.uk/11544.
Fire Risk Assessment - Food Concessions
This signed and completed form must be maintained available for inspection by the Fire & Rescue Service/ Event Organiser/ Council
Officers at all times. Please retain for your records. A copy does not need to be sent to CFOA.
Name of Unit / Stall Contact No. on site Location on site
In order to comply with the Regulatory Reform (Fire Safety) Order 2005, you MUST complete a Fire Risk Assessment of your stall or unit.
The Risk Assessment needs to identify the fire hazards and persons at risk, you must endevour to remove or reduce these risks.
Failure to comply with this requirement will result in you being removed from the site. You must be able to answer YES to the following questions.
You must undertake a Fire Risk Assessment for your unit, which must be suitable for the
circumstances. You do not need to use this form, and may use another method if you wish, however, this form is
considered to be suitable for most standard food units where customers do not enter the unit
1. Do you have an inspection / gas safety certificate for the appliances and pipe work? (copy to be made available for inspection) Yes No
2. Are cooking appliances fixed securely on a firm non-combustible heat
insulating base and surrounded by shields of similar material on three sides? Yes No
3. Are the shields providing an adequate and effective barrier of at least 600
mm between the heat source and any combustible material? Yes No
4. Have you taken care to ensure that no combustible materials can be blown
against, or fall onto the apparatus? Yes No
5. Are the LPG cylinders kept outside, or within a specific ventilated unit,
secured in the upright position and out of the reach of the general public? Yes No
6. Do you ensure that only those cylinders in use and a single spare cylinder
are kept at your unit / stall? Yes No
7. Are the gas cylinders readily accessible to enable easy isolation in case of an emergency? Yes No
8. Are the cylinders located away from entrances, emergency exits and
circulation areas? Yes No
9. Do you ensure that gas supplied is isolated at the cylinder, as well as the
appliance when the apparatus is not in use and appliances are fitted with full flame safety devices on all burners that are not readily visible?
Yes No
10. Do you ensure replacement cylinders are fitted in the open air away from the
sources of ignition? Yes No
11. Is a member of staff appropriately trained in the safe use of LPG present in
the unit at all times? Yes No
12. Are the structure, roofing, walls and fittings of your stall or unit flame
retardant? (Certificates will be required)
Yes No
13. Where necessary, are there sufficient directional signs indicating the
appropriate escape route and do they comply with current regulations? Yes No
14. Are the exits maintained available, unobstructed, and unlocked at all times
the unit is in use. Yes No
15. If you intend to trade during the hours of darkness, do you have sufficient lighting inside and outside your unit? Yes No
16. If the normal lighting failed would the occupants be able to make a safe exit?
(Consider back up lighting) Yes No
17. Do you have an adequate number of fire extinguishers/fire blankets available
in prominent positions and easily available for use? Yes No
18. Has the fire-fighting equipment been tested within the last 12 months? Yes No
19. Have your staff been instructed on how to operate fire-fighting equipment?
Yes No
20. Have your staff been made aware of what to do should an incident occur,
how to raise the alarm, evacuate and the exit locations? Yes No
21. Are you aware that petrol generators are not permitted on site? Yes No
22. Have you identified all ignition sources and ensured that they are kept away
from combustible materials? Yes No
23. Have you identified combustible materials that could promote fire spread
beyond the point of ignition such as paper/cardboard, bottled LPG, etc. and reduced the risk of them being involved in an incident?
Yes No
24. Do you have sufficient refuse bins, and do you ensure that all refuse is disposed of correctly, out of reach of the public? Yes No
25. If any staff sleep in the stall is there a working smoke detector and a clear
exit route at night? Note : Persons should not be allowed to sleep within a high risk area.
Yes No
If the answer to any of the above questions is “NO”,
Please detail the actions you have taken to remedy the situation.
Stallholder / Responsible Person : Signature Print Name Date Designation : Company :
PLEASE NOTE
THIS DOCUMENT DOES NOT PRECLUDE YOU FROM POSSIBLE PROSECUTION
OR REMOVAL FROM THE SITE BY THE ORGANISERS
SHOULD A SUBSEQUENT INSPECTION REVEAL UNSATISFACTORY STANDARDS.
