Function rooms, wedding venues and event spaces have a very particular pattern of use: packed and busy for a few hours, then quiet for days or weeks. Both extremes create risk. Large groups of guests who do not know the building raise fire safety questions, and long quiet spells can leave water sitting in pipes, tanks and showers, which is when Legionella bacteria can grow. This guide covers the practical checks owners and managers should have in place.
Why venues carry extra risk
Under the Fire Services Acts 1981 and 2003 (section 18(2)), a person in control of premises must take reasonable measures to guard against the outbreak of fire and to make sure people can escape safely. The Safety, Health and Welfare at Work Act 2005 also requires employers to identify hazards and manage the risks to employees and others. In a venue, those risks change from event to event: different layouts, different suppliers, different numbers of guests and different decorations.
Fire safety checks before every event
- Check that every exit is unlocked, unobstructed and clearly signed, including when tables, stages, bars or dance floors are moved around
- Keep within the guest numbers your fire safety arrangements and any licence or certificate conditions allow, and check the conditions with your local authority if you are unsure
- Set rules for decorations, drapes, candles, smoke machines and any pyrotechnic effects, and agree them with suppliers in advance
- Test that the fire alarm and emergency lighting are working and that records are up to date
- Make sure extinguishers are in place, in date and not hidden behind displays
- Brief your own staff on the alarm, the assembly point and who is in charge, and give outside suppliers the same information using a short visitor and contractor induction
- Keep kitchens and catering areas clean and well managed, and make sure temporary cooking equipment is used safely
- Plan how people who need extra help to leave the building will be assisted
Frequent alarm activations during events can also be a sign that something needs attention. See our guide to false fire alarms, causes and prevention.
Legionella: the quiet weeks problem
A venue may host events at weekends and sit empty midweek, or run a busy summer season and a very quiet winter. Taps, showers, toilets, bridal suites, changing rooms and outdoor taps that are not used regularly can let water stagnate and warm up. Points to cover in your water safety plan:
- Flush little-used outlets regularly, and before a booking if they have not been used for some time (see our guide to flushing little-used outlets)
- Check that hot water is stored and distributed hot and cold water stays cool, and keep a record
- Have tanks, hot water cylinders and pipework inspected as part of your risk assessment
- Descale and disinfect shower heads and hoses on a regular schedule
- Name a person responsible for water safety, with a deputy for holidays
Our guide to Legionella in part-time premises explains how seasonal and occasional use affects risk. A Legionella risk assessment then sets out the controls that suit your own water system, and Legionella sampling can confirm that those controls are working.
A simple event routine
- Before the booking: walk the exits, test the alarm, flush unused outlets and note it down
- On the day: confirm the layout keeps exits clear, brief staff and suppliers, and check decorations against your rules
- During the event: have a named person watching exits and the alarm panel
- After the event: check for damage, report any fault straight away and record it
- Each quarter or season: review your logs and book any servicing that is due
Keep your records together
Insurers, licensing bodies and enforcement officers may ask to see how you manage fire and water safety. Our guide on what your insurer may ask for lists the records worth keeping and how to organise them.
Frequently asked questions
Does a venue that is used only occasionally need a fire risk assessment?
Yes. The duties apply to anyone in control of premises, whatever the frequency of use. Occasional use with large crowds is a good reason to have a clear, written assessment and a simple event routine.
Why does Legionella matter if the building is empty most of the week?
Unused water systems can allow water to sit and warm up, which is where bacteria can grow. When guests then use showers and taps, they can breathe in contaminated water droplets. Regular flushing and checks help control that.
Who is responsible when a venue is hired out?
The person in control of the premises keeps core responsibilities, and hirers may take on duties for their own event. It is important to agree clearly who is responsible for what, and to put that in writing. This is general information and not legal advice.
How Safer Solutions can help
We carry out fire risk assessments, Legionella risk assessments, Legionella sampling and water tank cleaning for venues, hotels, pubs and businesses across Ireland, including Dublin, Cork, Limerick and Galway. If you run a hotel or guesthouse, see our hotel and guesthouse guide, or find out what happens during a fire risk assessment visit. Browse our guides or contact us for a no-obligation quote. We are open Monday to Friday, 8.30am to 5pm.
This guide is general information, not legal advice. Your obligations depend on your premises, activities and any licence conditions.