Write it down tonight
Your open-flame policy is verbal. NTSB says that is how the fire started.
The federal report on the Spirit of Boston fire found the operator had no documented procedure for open-flame devices. Neither does your venue.
The NTSB's finding on the March 2023 Spirit of Boston fire turned on one phrase: the operator's lack of documented procedures for handling open-flame devices. Staff had been told how to handle chafing fuel cans. Nobody had written it down. A lit can was dropped, a plastic cart caught, and the bill was $3.1 million.
What "documented" means
A page that says how a can is lit, how it is confirmed extinguished, how long it cools, where it goes, and who checks. Signed by every person who handles one. Reviewed when someone new starts.
Why it is missing
Because canned fuel feels trivial. It is a consumable, ordered by the case, handled by the newest server. Nobody writes a procedure for a consumable until an investigator asks for it.
The shorter document
Remove the open-flame device and the procedure is a line: charge the cells, swap them when the light changes. There is nothing to extinguish, nothing to cool and nothing to dispose of.