How to organise a fire show

A fire show needs more than booking a performer and sending invitations. Start with the venue, permissions and safety plan, then confirm the artist’s technical requirements before buying supplies or opening registration. The performance area needs clear separation from guests, a prepared evacuation route and suitable fire equipment. Finish with a weather decision, an on-site inspection and a printed run sheet so the team knows who acts and when.

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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

1
Reserve venue
2
Book a fire performer
3
Apply for a permit
4
Check liability
5
Prepare a risk analysis
2 people
6
Prepare safety plan
2 people
7
Determine evacuation routes
2 people
8
Inform the fire brigade
9
Determine the weather scenario
2 people
10
Confirm artist agreements
11
Check technical requirements
2 people
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Make a shopping list
16
Order supplies
17
Do the shopping
2 people
18
Check materials
2 people
19
Check fire extinguishers
2 people
20
Check first aid kits
21
Create a music playlist
22
Print the run sheet
23
Check the weather forecast
24
Inspect venue
3 people
25
Set up tables
3 people
26
Set up chairs
4 people
27
Barrier off the public area
4 people
28
Clear emergency exits
2 people
29
Place warning signs
2 people
30
Place fire extinguishers
2 people
31
Fill water buckets
2 people
32
Prepare fire blankets
2 people
33
Set up first aid stations
2 people
34
Hang lighting
3 people
35
Connect the sound system
2 people
36
Test the music
2 people
37
Chill drinks
2 people
38
Set up buffet tables
3 people
39
Prepare snacks
4 people
40
Set out tableware
2 people
41
Set up artist room
2 people
42
Store fuel safely
2 people

Event

43
Welcome performers
2 people
44
Give the safety briefing
4 people
45
Carry out the final site check
3 people
46
Welcome guests
4 people
47
Serve drinks
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Guide the audience to the viewing area
4 people
51
Announce the fire show
52
Guard the safety zone
4 people
53
Perform the fire show
4 people
54
Check flammable materials
3 people
55
Ensure the audience leaves safely
4 people
56
Serve the final drinks
2 people
57
Secure fire show equipment
3 people

Aftercare

58
Tear down the buffet
3 people
59
Collect waste
4 people
60
Wash dishes
3 people
61
Dismantle the sound system
2 people
62
Dismantle lighting
3 people
63
Clear away safety materials
3 people
64
Clean the grounds
4 people
65
Hand over the venue
2 people
66
Return materials
2 people
67
Store leftover groceries
2 people
68
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

Book the fire performer before confirming the programme, and ask for technical requirements, fuel arrangements, minimum clearances and the exact surface they need. Confirm all agreements in writing rather than relying on a phone call.
Set the safety layout before arranging tables and chairs. Mark the performance zone with barriers, bollards, cones or tape, and keep guest circulation, evacuation routes and the artist’s access route visibly separate.
Treat permits, liability and fire-brigade notification as an early planning step. Check the requirements for your venue and submit applications with enough lead time to resolve questions before invitations go out.
Prepare for more than one weather outcome. Check the forecast on the day, define the cancellation or delay deadline, and tell guests in advance how you will communicate a change.
Inspect every safety and technical item before the show, including extinguishers, fire blankets, water or sand buckets, first-aid kits, mats, fuel cans, cables and lighting. Print the run sheet and assign named people to guest control, artist support and emergencies.

Frequently asked questions

How far in advance should I book a fire performer?: Aim to book the performer at least 8 to 12 weeks before the event, especially if you need a permit or have a fixed date. Confirm the technical requirements and artist agreement before publishing the programme.
Do I need a permit for a fire show?: Often, yes, but the requirement depends on the venue and local rules. Check with the venue or local authority at least 6 to 8 weeks ahead, and allow extra time if a safety plan or fire-brigade notification is required.
How much space is needed for a fire show?: There is no universal distance: use the performer’s written requirements and the authority’s conditions. Mark the full performance and spectator exclusion zones before setup, then keep tables, cables and guests outside those boundaries.
What should I do if the weather turns bad?: Set a decision time, such as 4 hours before the show, and define whether you will delay, cancel or move the programme. Recheck the forecast on the day and communicate the decision to registered guests and the performer immediately.

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.