Fire Show Checklist: What to Arrange and When

A fire show needs more preparation than booking a performer and clearing a space. You need time for permits, liability checks, a documented risk assessment, evacuation routes and a weather plan. The performance area must be separated from guests, with fire equipment, first aid supplies and suitable lighting ready before the audience arrives. Use this checklist to work through the planning, confirmations, purchases and final checks in the right order.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Book a fire performer
Apply for a permit
Check liability
Prepare a risk analysis
2 people
Prepare safety plan
2 people
Determine evacuation routes
2 people
Inform the fire brigade
Determine the weather scenario
2 people
Confirm artist agreements
Check technical requirements
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make a shopping list
Order supplies
Do the shopping
2 people
Check materials
2 people
Check fire extinguishers
2 people
Check first aid kits
Create a music playlist
Print the run sheet
Check the weather forecast
Inspect venue
3 people
Set up tables
3 people
Set up chairs
4 people
Barrier off the public area
4 people
Clear emergency exits
2 people
Place warning signs
2 people
Place fire extinguishers
2 people
Fill water buckets
2 people
Prepare fire blankets
2 people
Set up first aid stations
2 people
Hang lighting
3 people
Connect the sound system
2 people
Test the music
2 people
Chill drinks
2 people
Set up buffet tables
3 people
Prepare snacks
4 people
Set out tableware
2 people
Set up artist room
2 people
Store fuel safely
2 people

Event

Welcome performers
2 people
Give the safety briefing
4 people
Carry out the final site check
3 people
Welcome guests
4 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide the audience to the viewing area
4 people
Announce the fire show
Guard the safety zone
4 people
Perform the fire show
4 people
Check flammable materials
3 people
Ensure the audience leaves safely
4 people
Serve the final drinks
2 people
Secure fire show equipment
3 people

Aftercare

Tear down the buffet
3 people
Collect waste
4 people
Wash dishes
3 people
Dismantle the sound system
2 people
Dismantle lighting
3 people
Clear away safety materials
3 people
Clean the grounds
4 people
Hand over the venue
2 people
Return materials
2 people
Store leftover groceries
2 people
Take out the trash
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 100
Buffet table skirtsqty 6
Artist tableqty 2

Safety

Crowd barriersqty 20
Bollardsqty 16
Barrier tapeqty 4
Traffic conesqty 12
Powder fire extinguishersqty 4
Fire blanketsqty 4
Buckets of waterqty 6
Sand bucketsqty 4
First aid kitsqty 2
Safety gogglesqty 6
Heat-resistant glovesqty 6
Hearing protectionqty 10
Safety vestsqty 10
Metal catch traysqty 4
Fire-resistant matsqty 4
Approved fuel cansqty 4

Equipment

Active speakersqty 2
Wireless microphone
Mixer
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 8

Lighting

LED work lightsqty 6
LED string lightsqty 6
Battery lanternsqty 10

Decorations

Warning signsqty 8
Program postersqty 10

Tableware

Reusable drinking glassesqty 120
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 60
Serving utensilsqty 12

Kitchen

Coolersqty 4
Drink dispensersqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Pliersqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Floor squeegeesqty 2
Cleaning bucketsqty 3

Catering

Groceries

Tips

Start with the venue, performer and permit. Confirm the venue’s conditions, the artist’s technical requirements and liability arrangements before sending invitations; permit processing can take several weeks.
Create the safety layout before setting up tables or chairs. Mark the performance zone, audience boundary and evacuation routes, then place barriers, cones or bollards so guests cannot drift into the working area.
Prepare fire equipment in several accessible points, not in one locked cupboard. Check the powder extinguishers, fire blankets, water or sand buckets and first aid kits on the day of the show.
Treat weather as a scheduled decision, not a last-minute guess. Set a deadline for checking the forecast, decide who can postpone or cancel, and tell guests what happens if wind or rain makes the performance unsafe.
Run a technical check before guests arrive. Test the speakers, microphone, mixer, cables and lighting, print the run sheet, and leave enough time to inspect the site and correct trip hazards.

Frequently asked questions

How far in advance should I book a fire performer?: Book the performer as soon as the venue and preferred date are known, ideally at least 6 to 8 weeks ahead. Confirm the agreement, performance time, technical requirements and cancellation terms in writing.
Do I need a permit for a fire show?: Often, yes, but the requirement depends on your local authority and venue. Check before advertising the event and allow at least 4 to 6 weeks for an application, including the risk assessment and safety plan.
How should I prepare the fire show area?: Define a clear performance zone and keep the audience behind barriers or another visible boundary. Complete the site inspection before setup, keep evacuation routes open and position extinguishers, blankets and buckets where crew can reach them immediately.
When should I check the weather for a fire show?: Check the forecast 48 hours before the event and again on the day, with a final decision at least 3 hours before the planned start. Follow the performer’s wind and rain limits rather than relying on appearance alone.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.