Introduction
A crackling fire or a cozy heater can transform a winter festival from frigid to festive. But fire and heat are double-edged swords – while they provide comfort and atmosphere, they also pose significant safety risks. Every seasoned festival organizer knows that managing open flames and heaters with care is non-negotiable. From securing permits to training staff, careful planning of fire and heat elements ensures your event stays warm and safe instead of flirting with disaster.
This guide draws on the hard-won wisdom of veteran festival producers who have kept events safe in icy Canadian ski lodges, bustling German Christmas markets, and remote mountain music festivals alike. Fire safety fundamentals are universal, whether you’re hosting a 500-person community winter fair or a 100,000-strong New Year’s Eve extravaganza. Let’s break down how to secure permits early, train your crew, and run heaters safely so your winter festival can literally shine without a hitch.
Secure Permits Early with Detailed Plans
Nothing halts a festival faster than failing to have the proper fire permits. Authorities worldwide – from city fire departments in the USA and Canada to local councils in the UK, Australia, and beyond – typically require permits for open flames and heaters at events. Start the permitting process early. In many jurisdictions, you must submit a detailed proposal weeks or even months in advance for approval. Last-minute applications can lead to denied permits or forced removal of heating elements, which could leave your attendees in the cold.
Include diagrams and safe distances. When applying, prepare a clear site map marking every fire pit, propane patio heater, cooking booth, and heat blower. Indicate distances between heaters and any combustible materials, structures, or crowds. For example, many fire codes mandate keeping portable heaters at least 3–5 meters (10–15 feet) from tents, awnings, or building eaves. Exit paths must remain clear – typically heaters shouldn’t be within about 1.5–2 meters (5–6 feet) of any exit or aisle. Show these separations visually on the diagram. If you’re planning a bonfire or fireworks as part of a cultural festival (common in places like India’s Lohri or Spain’s Las Fallas), outline the perimeter radius that will be kept clear of people and structures.
Don’t forget to mark fuel storage areas in your plans as well. Most regulations require spare propane cylinders or fuel cans to be stored safely away from any open flame and from public access (often 10+ meters away and in a secure, ventilated area). In the permit application, detail what types of heaters or open flames you will use, their fuel type, and safety features. The more complete your documentation, the smoother the approval. As an example, the Denver Fire Department in the U.S. asks event organizers to provide site plans showing all heater and propane locations, and will not issue an event permit without reviewing these plans for code compliance.
Coordinate with authorities early and often. In some countries, you may need multiple sign-offs – for instance, a fire department permit and a local council approval. Schedule inspections if required; a fire marshal might want to inspect your setup before or during the festival. Building a cooperative relationship with these authorities can even provide you with expert input. A fire safety officer might suggest adjustments (like moving a heater further from a tent wall or adding a barrier around a fire performance area) that you can address well before event day. By securing permits early with robust plans, you demonstrate professionalism and avoid any last-minute scrambles that could compromise safety or shut down a key attraction.
Train Staff on Propane & Open-Flame Safety
Once permits are in hand, the next line of defense is a well-trained festival staff. All the permits in the world won’t help if your crew doesn’t handle heaters and flames correctly on site. Take the time to train your team in propane handling, heater operation, leak checks, and emergency shutdown procedures. This training should be mandatory for anyone who will install, fuel, ignite, or monitor a heater or open flame – whether they’re full-time staff or temp festival workers.
Propane handling 101: Propane is a common fuel for patio heaters, tent heaters, and food booth equipment, but it must be treated with respect. Teach staff how to connect and disconnect propane cylinders safely. Connections should be wrench-tight but not over-tightened, and always double-checked for leaks. A simple soap-and-water solution spray on connections can reveal bubbles if gas is escaping. Many veteran festival producers keep spray bottles of soapy water with their equipment to perform quick leak tests whenever a cylinder is changed or a heater is lit each day. Staff should also learn to recognize the smell of propane (a strong rotten-egg odor added to the gas) and to act immediately if they suspect a leak – no open flames or electrical switches, evacuate the immediate area, and shut off the gas supply if it’s safe to do so.
Heater operation and monitoring: Each type of heater has quirks. Spend time with the manufacturer’s manuals and then relay the key points to your crew. For instance, many modern portable heaters have built-in safety features like thermocouples (which shut gas flow if the flame goes out) and tip-over shutoff switches (which kill the gas if the unit is knocked over). Ensure staff know how to verify these features are functional. Before doors open, do test runs of all heaters. Show your team how to light each device properly – for example, how long to hold down a pilot light switch on a propane heater, or how to start and refuel a diesel-fired heater if you’re using indirect heaters for big tents. If your festival is in a remote area or another country where equipment might be unfamiliar, consider hiring a local technician or consultant to train your staff on those specific units.
Crucially, assign dedicated fire watch personnel whenever open flames are active. These individuals’ sole job is to keep an eye on flame effects or heaters and respond if something goes wrong. At a small event in New Zealand, for example, festival organizers enlisted local volunteer firefighters to watch over bonfire pits after a certain hour, freeing up other staff and ensuring experts were on hand. Whoever it is, your team should rotate shifts so there is always an alert pair of eyes on every active flame or heater, especially during peak hours and whenever crowds are near.
Emergency shutdown and response: Every staff member working with heaters must know how to turn them off in a hurry. Propane cylinders should have their valves quickly accessible – not zip-tied shut or stuck behind fencing. In an emergency like a flare-up or a detected gas leak, the first step is usually to cut the fuel supply if it can be done safely. Run drills or at least walkthroughs of emergency scenarios: If a heater malfunctions or starts a fire, what do we do? The trained response might be: one staffer shuts the propane valve or hits the emergency cut-off switch on the generator, another grabs a fire extinguisher, and others clear people from the area while someone contacts the fire department. Time these drills and coach the team on staying calm and coordinated. It may feel like overkill, but when you’re facing down a flaming fuel hose, muscle memory from training kicks in to prevent panic. There are plenty of real-life examples underscoring the need for this readiness – from a tent fire at an event in Chicago caused by a propane tank explosion, to a tragic incident in the Czech Republic where a tipped-over heater led to a deadly blast. Thorough training and vigilant staffing can make all the difference in preventing a close call from becoming a disaster.
Safe Setup: Placement, Ventilation & Operation
With permits secured and staff trained, focus on the physical setup and operation of your heaters and open flames. Little details in how you place and use heating equipment have outsized impacts on safety. Start with the mantra: “Give heat sources space.” Ensure there’s ample clearance between any heater and anything that can burn or melt. This includes event decor, wooden structures, tent fabrics, foliage, and even people’s clothing. A good rule of thumb is to maintain at least 5 feet (1.5 meters) of clearance in all directions around a free-standing heater (or more if local code demands). Never tuck a heater in a corner or under a low overhang just because it’s convenient – that’s a fire waiting to happen.
If you’re using open-flame features like fire pits, braziers, torches, or ceremonial fires, establish a perimeter. Use barriers like railings, rocks, or marked lines on the ground to keep attendees at a safe distance. For instance, a small ceremonial bonfire at a festival in India might have a roped circle that attendees must stay outside of, with safety stewards controlling access. The ground around fire pits should be non-combustible (sand, gravel, or bare earth) for a radius of several meters, and any overhead obstructions (tree branches, tent roofs) should be far above the flames or removed entirely.
Stability and weather considerations: Especially at outdoor winter festivals, weather can be a wildcard. Wind is a major concern – a strong gust can push flames or even tip over an unsecured heater. Always secure heaters on stable, level surfaces. Many outdoor propane heaters come with weighted bases; double-check that these weights are in place. Consider sandbags or staking brackets to anchor equipment that could be toppled by wind or crowds. In places like Canada or northern Europe, you may also have to contend with snow and ice – clear away ice patches under heaters to ensure they sit flat, and don’t let snow drifts pile against any part of a heater or fuel line. If you’re in a rainy winter climate (e.g., the UK or Pacific Northwest), keep electrical connections for electric heaters off the ground and dry, and use covers or canopies above flame features if precipitation is heavy (but never fully enclose a flame in a tarp or tent where smoke and heat can accumulate).
Ventilation is life-saving: For any heating device operating in a tent or enclosed space, you must prevent the build-up of carbon monoxide and smoke. Fuel-burning heaters (propane, natural gas, kerosene, diesel, wood) need fresh air. Use only approved heaters for indoor use – many propane patio heaters, for example, are strictly outdoor-only and prohibited inside tents or buildings because they produce too much carbon monoxide. For large tented festivals in cold weather, a common solution is indirect-fired heaters: these stay outside the tent, safely vent their exhaust outdoors, and blow heated air inside through ducts. If you do have any flame-based heat source inside a temporary structure, install carbon monoxide detectors in that space. In some regions, regulations now require CO monitoring in heated tents – and even if not required, it’s a wise precaution. A winter marquee party in Norway turned deadly a few years ago when improvised heaters filled an unventilated space with CO, sickening attendees. Simple detectors with alarms could avert such silent dangers. At minimum, always leave some flaps or vents open in tents to allow airflow if heaters are running.
Refueling and Fuel Storage: Plan how and when to refuel or swap propane tanks safely. A best practice is to schedule refueling during times when the public isn’t present (e.g., early morning before gates open or during a scheduled intermission). If a propane cylinder needs changing, never do it alone – have one staff member handle the connection while a second person stands by with a fire extinguisher and watches for any issues. Ensure the heater or generator is turned off and cooled before refueling. Absolutely enforce a no-smoking rule near any fuel handling area. Clearly designate and mark fuel storage and refueling zones for staff only, and keep those areas well-ventilated and away from any ignition sources.
Fire Extinguishers: Visible, Accessible, and Ready (Even in the Cold)
Despite all precautions, you must be prepared in case a fire does ignite. Fire extinguishers are your first line of attack for a small fire, so they need to be plainly visible, easy to grab, and functional in cold weather. In every area of your festival that has a flame or heater, an appropriate type of extinguisher should be within arm’s reach. A common standard is at least one ABC-rated portable extinguisher (able to handle ordinary combustibles, liquids, and electrical fires) for each heating location or per a certain square footage. Check your local requirements – for example, a food stall in Singapore might need a 2A:10BC extinguisher on hand, whereas a larger fire installation in Australia could require multiple extinguishers and even a fire hose reel nearby.
Positioning and visibility: Mount or place extinguishers where staff and even attendees can spot them instantly – next to exits, along main walkways, and adjacent to stages or booths that have heat sources. Mark their locations with signage or reflective tape if necessary. The last thing you want is a staff member desperately searching behind a counter or through a storage bin for an extinguisher while a fire is growing. Also ensure all staff know these locations by heart; include extinguisher positions in your safety briefings and maps.
Prevent freezing and malfunctions: Winter conditions introduce a unique challenge – many types of extinguishers can freeze or suffer in low temperatures. Standard water-based extinguishers, for instance, may not function if the contents are frozen solid. To combat this, use extinguishers rated for low temperatures. Dry chemical extinguishers (ABC type) typically operate in sub-freezing weather, but check the manufacturer’s specs. There are also anti-freeze additives for water extinguishers if those are absolutely needed for certain fire types (for example, if you have a specific hazard requiring water mist). Another tactic is to store backup extinguishers indoors or in a heated space so they remain above freezing, then deploy them to stations during operating hours. What’s critical is that when needed, the extinguisher will discharge properly. Make it a habit for your team to inspect extinguishers every shift – confirm the pressure gauge is in the green zone, the pull pin is intact, and there’s no visible damage or ice on the unit. An extinguisher is useless if it’s been used and not recharged, or if it failed due to cold.
Also, consider supplementary fire safety tools: fire blankets (to smother small fires or wrap around a person if clothing catches fire) can be very useful, especially near open flames or cooking areas. Have sand or soil available to dump on campfire-type flames if that’s part of your festival’s setup. These tools should be stored where they’re easy to grab and not locked away. In bitter cold, even something as simple as lids for fire pits (to snuff out flames by cutting oxygen) can be a quick way to control a fire — just be sure staff have heat-resistant gloves handy to use them.
Documentation and Shift-Change Checks
Safety is not a “set and forget” part of festival management – it requires continuous vigilance. Establish a routine of documented safety checks, especially during shift changes, to keep fire and heater safety top-of-mind throughout your event. This practice is common in well-run events around the world: the outgoing team walks the incoming team through a checklist, and together they verify that all precautions are in order.
What should these shift-change checks include? At a minimum, have staff inspect each heater or flame source to ensure it’s still operating correctly and positioned safely. They should listen and smell for any hint of gas leaks around propane units. Any pressure regulator icing up in the cold? Any tarpaulin or decoration starting to sag closer to a heater (perhaps due to wind or someone moving it)? Such issues can crop up unexpectedly and are easiest to catch during these regular rounds. Check that fire extinguishers are in place, visible, and not accidentally discharged or missing. It’s not unheard of, for example, for an over-excited attendee or untrained worker to use an extinguisher on something minor and then tuck it back without reporting – leaving a critical gap. A quick gauge check at shift change will catch that.
Critically, log these inspections. Use a simple paper checklist on a clipboard or a mobile app – whatever fits your team’s workflow. For instance, a festival in the UK might use a logbook at the main control tent where each check is signed off with time and any notes (“2:00 PM – Main Stage left heater propane at 30%, hose OK, extinguisher OK, no issues”). In a larger festival, you might assign zone leaders to each do a walk-through of their zone and radio back “all clear” reports that are noted by a safety officer. These logs not only keep everyone accountable, but also provide valuable documentation after the fact. Should an incident occur, demonstrating that you had a consistent monitoring regimen can be important for investigations, insurance, and learning lessons to improve.
Beyond shift changes, consider a closing and opening checklist each day. Before the festival opens to attendees, do a full sweep: confirm that overnight no equipment was tampered with and all heaters are set up correctly for the new day. At closing, ensure all open flames are fully extinguished, heaters are turned off and fuel supplies secured, and nothing is left smoldering. Document these actions too. A famous example from a winter market in Germany illustrated this need: one night, staff neglected to fully turn off a portable heater, and it toppled after hours – luckily with no fuel left to cause a fire. After that close call, the organizers instituted a strict closing checklist procedure.
Successes, Failures, and Lessons Learned
Even the most experienced festival producers have stories of “near-misses” and lessons learned when it comes to fire and heat management. Learning from these can help you avoid the same pitfalls. One success story comes from a major music festival in Mexico that introduced large bonfires as art installations. Local fire officers were initially hesitant, but the organizers’ thorough safety plan – including wide clearances, 24/7 fire watch teams, on-site fire engines, and detailed evacuation routes – not only earned the permits but resulted in zero fire incidents during the event. The takeaway: going above and beyond in safety planning can enable creative festival elements that would otherwise be too risky.
On the other hand, failures often stem from complacency or cutting corners. Consider a hypothetical scenario compiled from common issues: A winter beer festival in Canada sets up patio heaters inside a tent to keep guests warm, thinking it’s fine just for one night. Staff are busy and skip the leak test on one heater’s propane connection. Hours into the fest, people smell gas – by the time someone reacts, a flash fire ignites near the tent roof. In the scramble, they find the nearest fire extinguisher was actually 50 feet away tucked behind a booth. While this scenario condenses several mistakes into one story, each mistake is very real and has happened at events somewhere: using outdoor-only heaters indoors, not testing for leaks, and not having extinguishers immediately at hand. The results can range from a scary moment to catastrophic loss. Luckily, every one of these mistakes is preventable with the right procedures.
Veteran festival organizers often say “plan for the worst so you can enjoy the best.” By anticipating what could go wrong – a gust knocks a heater over, a propane hose cracks in the cold, an attendee does something foolish near a flame – you can put measures in place to prevent those from escalating. And when all the proper steps are taken, you might not have any dramatic stories to tell at all, which is the best outcome of all when it comes to safety!
Key Takeaways
- Start Permitting Early: Secure all necessary open-flame and heater permits well in advance. Submit detailed site diagrams with distances showing heaters, fire pits, exits, and fuel storage to satisfy authorities and avoid last-minute surprises.
- Train Your Team: Invest time in training staff on propane handling, leak checks, lighting procedures, and emergency shutdowns. Well-trained personnel can react swiftly and correctly to prevent accidents.
- Smart Heater Setup: Place heaters and open flames with ample clearance from anything combustible and away from exits or foot traffic. Ensure proper ventilation for any enclosed areas – use indoor-rated equipment and carbon monoxide detectors to avoid CO buildup.
- Safety Equipment Ready: Keep fire extinguishers visible, accessible, and functional even in freezing weather. Use cold-rated extinguishers (preferably ABC dry powder), check them frequently, and station other tools like fire blankets nearby.
- Continuous Monitoring: Implement a shift change checklist and regular inspections to catch issues early. Document every safety check – this keeps staff vigilant and provides a paper trail of your safety efforts.
- Adapt to Local Needs: Adjust to your festival’s location and scale – whether it’s coordinating with a fire marshal in New York City or a rural volunteer brigade in New Zealand. Local climate and regulations should shape your fire safety strategy, but the core principles of caution and preparedness remain the same.
By respecting the power of fire and heat and managing them diligently, festival producers around the world can ensure their winter events remain both warm and safe. With careful planning, training, and a proactive safety culture, your festival’s flames will only ever be symbols of joy and community – never of crisis.
27th September 2025