Fire Prevention: Is Your Fire Safety Plan Effective?

Last month was Fire Prevention Month, an opportunity for hospitality businesses to refocus on one of the most significant risks they manage every day: fire safety.

Throughout October, organisations across the sector reviewed fire risk assessments, revisited emergency arrangements and reflected on the systems designed to protect colleagues, guests and properties.

Yet one important question remains:

Could you demonstrate today that your fire safety arrangements are being actively managed and remain effective in practice?

For many businesses, the foundations are already in place. Fire risk assessments have been completed, responsibilities assigned and procedures documented.

However, effective fire safety management relies on more than maintaining records. It requires ongoing oversight, regular review, clear accountability and confidence that the controls designed to protect people remain effective as operations evolve.

Now is the ideal time to reflect on the lessons learned and ensure fire safety remains embedded within everyday operations throughout the year.

Fire safety legislation and terminology vary across the UK. In England and Wales, duties are principally set out under the Regulatory Reform (Fire Safety) Order 2005; Scotland operates under the Fire (Scotland) Act 2005 and Fire Safety (Scotland) Regulations 2006; and Northern Ireland has its own framework under the Fire and Rescue Services (Northern Ireland) Order 2006 and Fire Safety Regulations (Northern Ireland) 2010.

While the terminology and specific requirements differ, each framework places duties on those responsible for or in control of premises to appropriately assess and manage fire risk.

Fire Safety Management in Hospitality: More Than a Documentation Exercise

Most hospitality operators understand the importance of meeting their fire safety responsibilities.

The challenge is ensuring fire safety remains part of day-to-day operations rather than something that is only revisited during audits, inspections or scheduled reviews.

After Fire Prevention Month, those responsible for Fire Safety should ask:

• Are our procedures still accurate?
• Do colleagues understand their responsibilities?
• Have key controls been tested recently?
• Are our records up to date?
• Could we evidence our approach if requested?

The answers often reveal whether fire safety is being actively managed or simply maintained on paper.

Who Is Responsible for Fire Safety in a Hospitality Business?

As businesses evolve, responsibilities can change. New managers join, colleagues move roles and operational structures develop over time. As a result, assumptions can sometimes replace clarity.

Responsibility for fire safety may also be shared between more than one person or organisation, depending on the premises and the extent of their control. This is particularly relevant in hospitality settings where employers, operators, landlords and managing organisations may each have responsibilities for different aspects of the premises.

People responsible for fire safety should ensure there is a clear understanding of:

• Fire safety responsibilities
• Escalation procedures
• Routine inspection requirements
• Emergency arrangements
• Evacuation leadership

Taking time to refresh responsibilities helps ensure everyone understands their role in maintaining a safe environment.

How to Review, Check and Maintain Fire Safety Measures

Fire safety controls need to function in real life, not just in policy documents.A practical lesson from Fire Prevention Month is the importance of appropriate checks, inspections, testing, servicing and maintenance to help ensure fire safety measures remain effective.

This should include:

• Fire alarm testing procedures
• Emergency lighting checks
• Fire door inspections
• Evacuation arrangements
• Fire-fighting equipment checks

Appropriate inspection, testing and maintenance can help identify issues before they become more significant and provide greater assurance that fire safety measures remain operational and effective when required.

What Fire Safety Records Should Hospitality Businesses Maintain?

Strong fire safety management relies on records that are accurate, accessible and up to date.

Consider reviewing:

• Fire door inspection records
• Records of identified defects, remedial works and action close-out 
• Fire alarm testing records
• Emergency lighting records
• Fire safety training records
• Fire drill records
• Maintenance records
• Corrective action logs

Good record keeping helps demonstrate that fire safety arrangements are being effectively managed and provides evidence that important activities are being completed consistently.

For operators using RiskProof™, digital records can make it easier to maintain visibility across locations, monitor completed checks and track actions through to completion. 

RiskProof provides real-time dashboards, digital record keeping, action tracking and oversight capabilities designed to support ongoing safety management.

What We See Across the Hospitality Sector

At Shield Safety, we work with hospitality operators across the UK to assess fire risk, support Responsible Persons and help organisations embed effective fire safety management into everyday operations.

Through our fire risk assessment services, specialist consultants, fire safety systems and RiskProof platform, we help businesses maintain visibility of actions, responsibilities and emerging risks across their estate. Our services include fire risk assessments, fire safety management systems, Responsible Person guidance, fire marshal training and ongoing safety support.

One of the most common challenges we encounter is not a lack of documentation, but a gradual loss of oversight over time.

Changes to the premises or the way it is operated may affect the findings of an existing fire risk assessment and should prompt consideration of whether it needs to be reviewed or updated. Examples include:

• Premises layouts change
• New equipment is introduced
• Occupancy patterns evolve
• Managers or responsible personnel change
• Actions identified within assessments are not consistently reviewed

The strongest organisations treat fire safety as a continuous management process rather than a periodic exercise.

Businesses that maintain oversight of actions, training, inspections and responsibilities are typically better positioned to demonstrate due diligence and confidence in their fire safety arrangements.

How to Build a Strong Fire Safety Culture

One of the biggest risks with fire safety is allowing it to become something that only receives attention during scheduled reviews.

The strongest safety cultures are built through regular reminders, visible leadership and consistent behaviours.

This might include:

• Discussing fire safety during team briefings
• Reviewing concerns raised by colleagues
• Reinforcing evacuation procedures
• Escalating issues promptly
• Supporting new starters with fire safety awareness

These small but consistent actions help keep fire safety visible throughout the year and encourage shared ownership across teams.

What Does a Person Responsible For Fire Safety Need to Demonstrate?

Fire safety legislation across the UK places duties on those responsible for or in control of premises to assess and appropriately manage fire risk. Although the specific duties and terminology vary between jurisdictions, effective fire safety management requires appropriate measures to be implemented, maintained and kept under review.

In practice, this means being able to evidence:

• Fire risk assessments and reviews
• Completion of routine checks and inspections
• Fire safety training and awareness activities
• Testing of fire alarms and emergency systems
• Management of corrective actions
• Ongoing oversight by those with fire safety responsibilities

Documentation remains important, but regulators and enforcing authorities will also expect to see that fire safety arrangements are active, understood and embedded within daily operations.

Using Fire Safety Reviews to Drive Continuous Improvement

Fire Prevention Month should be more than a calendar reminder. It should act as a trigger for reviewing existing arrangements, identifying opportunities for improvement and strengthening fire safety management across the business.

A proactive approach can help organisations:

• Improve preparedness
• Strengthen accountability
• Demonstrate due diligence
• Maintain accurate records
• Build confidence across teams
• Reduce the likelihood of issues being overlooked

For Responsible Persons, evidence of regular review, testing and engagement is often just as valuable as the documentation itself.

Supporting Fire Safety Management with Shield Assure

Maintaining effective fire safety management across one location or hundreds requires more than periodic reviews. It demands visibility of responsibilities, actions, records and emerging risks.

Shield Assure brings together RiskProof technology, specialist safety expertise and practical support to help hospitality businesses strengthen fire safety management, demonstrate due diligence and maintain confidence in their arrangements.

Powered by RiskProof, organisations can:

• Monitor fire safety activities across locations
• Track actions through to completion
• Maintain auditable digital records
• Manage statutory documentation
• Identify emerging risks earlier
• Access specialist safety advice and support

RiskProof supports safety management across more than 27,000 locations in over 60 countries and combines safety expertise with real-time visibility, reporting and action management capabilities.

If you would like to strengthen fire safety management across your organisation and gain greater visibility of responsibilities, actions and records, contact our team to learn more about Shield Assure and RiskProof.

FAQs

What is Fire Prevention Month?

Fire Prevention Month is an annual awareness campaign that encourages organisations to review fire safety arrangements, responsibilities and procedures to help ensure they remain effective and up to date.

Who is responsible for fire safety in a hospitality business?

Responsibility depends on the applicable fire safety legislation and who has responsibility for control of the premises. There may be more than one person or organisation with fire safety duties, particularly where employers, operators, landlords or managing organisations share responsibility for different parts of a premises.

What should be included in a fire safety review?

A review should consider responsibilities, fire safety controls, training activities, records, evacuation arrangements, fire risk assessments and outstanding actions.

Why is record keeping important for fire safety?

Accurate records provide evidence that fire safety activities are being completed consistently and help organisations demonstrate due diligence.

How often should fire safety procedures be reviewed?

Fire safety procedures should be reviewed regularly and whenever significant operational, structural or organisational changes occur.

What do those responsible for fire safety need to demonstrate?

A Responsible Person should be able to demonstrate that fire risks have been assessed, suitable controls are in place, colleagues understand their responsibilities and arrangements are being actively managed and reviewed.

About the Author

Andy Holman is an experienced fire safety professional at Shield Safety, with over 30 years’ experience working within fire safety. He is a Member of the Institute of Fire Safety Managers and holds a Diploma in Fire Risk Assessment at SCQF Level 10.

Throughout his career, Andy has built extensive practical and technical knowledge of fire safety and fire risk assessment. He brings that experience to his work at Shield Safety, with a practical and proportionate approach to managing fire risk and helping businesses understand and meet their fire safety responsibilities.