Guide for event organisers in Tuusula

You will find a summary of the information on this page here.

Event concept development

Consider the following questions:

• Why, when and where is the event being held?
• Who is the event aimed at?
• What kind of programme is there at the event?
• What is the name of the event?

Division of labour and scheduling

Areas of responsibility: Who does what?

Schedule: When do things need to be ready? (Also take into account the schedules for permits.)

Financing

Who is responsible?

• event budget
• acquisition of partners/sponsors
• applying for grants and subsidies
• any other possible sources of income (e.g. lotteries, paid sales outlets, food sales)?

Permits and notifications

Always check the necessary permits, notifications and their schedules with the authorities.

It is advisable to be prepared for at least the following notifications and attachments:

• map of the event area (attached to the rescue plan)
• notification of a public event to the police (subject to a fee)
• permit to use the venue or area
• safety and rescue plan if the estimated number of visitors to the event is 200 or more.

Communication and marketing

Communication channels include social media, websites, event pages, local newspapers and posters.

It is worth considering in good time:

• Which communication channels best reach your target group?
• What is a marketing budget?
• Who is responsible for communications and marketing, and for producing the necessary materials?

Event breakdown

It is a good idea to plan the dismantling of the event in advance and to set a schedule and assign responsibilities:

• When will it be dismantled?
• Who is responsible for dismantling?
• Who handles the retu of rental or loan equipment?
• Who is responsible for cleaning the area?

• Anna Park (Toimelantie 1, 04500 Tuusula)
• Kellotori (Vanha valtatie 197, 04500 Tuusula)
• Kaukjärvenranta (Kirkkotie 34, 04300 Tuusula)
• Jokipuisto (Hyryläntie 04300 Tuusula)
• Lilly Kajanus-Blenner Park (Lillynkuja, 05400 Tuusula)

Electricity is available in these areas for event purposes. However, please remember to mention your electricity needs in your permit application and ensure that it is available. It is also possible to organise events in other parks and public areas.

Revenue (estimate/actual)

• ticket revenue
• grants
• paid sales locations
• lotteries, sales proceeds
• sponsorship money
• other income.

Expenditure (estimate/actual)

• rent
• structures (stage, tent and other structures)
• fu iture (tables, benches and other fu iture), signs, decorations
• technology (sound, lighting and other technology)
• waste management (waste bins, portable toilets)
• electricity, water
• performance fees, travel expenses
• marketing and communications (posters, social media advertising and other marketing)
• licence fees
• emergency medical services
• security
• catering
• other expenses.

As a general rule, public events must be reported in writing to the police in the place where they are held. 

Not all public events need to be reported. Often, the nature of such events is such that they do not cause any inconvenience to bystanders or the environment, and no special traffic arrangements are required. The location of the event or the small number of participants may also be grounds for not reporting the event. 

Find out well in advance what attachments are required for the public event notification. Usually, the attachments required include at least a map of the event area, a permit to use the public area, proof of liability insurance, an approved rescue plan and a list of security guards. Other possible attachments include: a decision on traffic controllers, a traffic control plan and a permit to close the traffic lane, an approved waste management plan, certificate of approval for temporary structures, certificate of approval for food sales, certificate of approval for first aid arrangements, decision issued on the basis of a noise notification, copy of the liquor licence or report on the organisation of liquor sales, and Teosto music performance licence number.

A rescue plan must be drawn up for public events or events where

• estimated to be present at the same time at least 200 persons
• use open flames, fireworks or other pyrotechnic products, or chemicals that pose a fire or explosion hazard as special effects
• the exit arrangements at the venue differ from the usual ones
• the nature of the event poses a particular risk to people
• is temporary accommodation for more than 20 people (e.g. school accommodation).

A rescue plan must be drawn up for public events, and for events with more than 2,000 people, a first aid plan must also be drawn up. The event organiser must ensure that adequate first aid facilities are available at the event.

First aid preparedness for smaller events (fewer than 2,000 people) is described in the rescue plan. The name, telephone number and first aid training details of the person responsible for first aid are recorded in the rescue plan. You can order first aid services for your event from your local Red Cross branch, for example, and ask them for help in drawing up a first aid plan.

Plans must be submitted to the Central Uusimaa Rescue Department no later than 14 days before the event. 

In addition, the rescue services recommend that a rescue plan be drawn up in the following cases:

• The event will be attended by over 100 people belonging to special groups (young children, the elderly, people with reduced mobility or other special groups).
• The event is held indoors in a venue not designed for public events, and the audience exceeds 100 people.

Noise notification

The event organiser must submit a written notification of the event causing temporary noise to the municipal environmental protection authority no later than 30 days before the event.

Food exports

Private individuals and organisations are not required to submit notifications or provide information on activities that pose a low risk to food safety. Low-risk activities include school or association sales, organising coffee service, grilling sausages or smoking salmon at sporting events, selling home-baked bread at the market, and so-called pop-up restaurants. The sale and serving of food must comply with legal requirements. Professional sellers must report their own activities.

For further information, please contact the Central Uusimaa Environment Centre.

The event organiser is responsible for the event and its safety. You can obtain information from insurance companies and the police about whether your event requires insurance. The police may also require proof of liability insurance. For further information, please contact the Easte Uusimaa Police Department on 0295 434 900 on weekdays between 8 a.m. and 11 a.m.

Tuusula Municipality’s insurance policies do not cover your event. You are always responsible for insuring your event yourself, even if it is held on property owned by Tuusula Municipality or in outdoor areas. The municipality’s insurance policies also do not cover your event during Tuusula Week or Tuusula Arts Night.

As a rule, security personnel must be arranged for public events. Security personnel must be approved by the police and hold a valid security guard licence. The police will determine the number of security personnel required based on factors such as the size and nature of the event.

The names of security guards and their security guard card numbers shall be specified in the emergency plan. The security plan shall specify the names of security guards, their personal identification numbers and security guard card numbers, as well as their numbers and locations within the event area.

For more information on the permit procedure, please contact the Easte Uusimaa Police Department at 0295 434 900 on weekdays between 8 a.m. and 11 a.m. The national police advisory service is available at 0295 419 800 on weekdays between 8 a.m. and 4.15 p.m.

Other permits and notifications that may be required:

Events require electricity for sound equipment and lighting, for example. It is important to note that a standard power socket is not always sufficient; larger devices require three-phase current (16A).

Consider in advance where electricity will be needed at your event and make a list of the activities that require electricity. With this list, professionals will be able to estimate your electricity consumption and ensure that enough electricity is reserved for your event.

Special attention must be paid to electrical safety at outdoor events. Electrical equipment must be protected from rain and vandalism. Electrical cables must be kept away from walkways and, if necessary, protected with anti-runover guards. Electrical installations may only be carried out by a professional.

For further information, please contact the venue manager.

If food is sold or served at your event, water must also be provided on site. The tap at the water point must be designed so that users do not need to touch the spout. For example, manually adjustable shower heads should not be used at domestic water distribution points.

If wastewater is generated during the event, ensure that it is discharged into the sewage system or otherwise treated appropriately. Water discharged into the storm sewer system will flow directly into the water system.

The locations of water points and further information on water matters will be provided by the party responsible for the event venue.

Public events must have sufficient toilet facilities, which must be located appropriately within the event area. There must be signs indicating the location of the toilet facilities. Toilets or their immediate vicinity must have hand washing facilities or other adequate hand hygiene facilities.

Number of toilet facilities

Valvira recommends calculating the number of toilet facilities at public events based on the number of participants. The event venue must have a sufficient number of toilet facilities with hand washing stations. Indoor venues intended for events often have a sufficient number of toilet facilities. Toilets must be reserved for the event area in accordance with the list below. Deviations from the dimensions may be made if the nature or location of the event so requires.

Less than 50 participants: 1 toilet for women, 1 toilet for men and 1 toilet for people with reduced mobility

51–250 participants: 2 toilets for women, 2 toilets for men and 1 toilet for people with reduced mobility

251−500 participants: 3 toilets for women, 2 toilets for men and 1 toilet for people with reduced mobility

501−750 participants: 5 toilets for women, 4 toilets for men and 1 toilet for people with reduced mobility

751−1,000 participants: 6 toilets for women, 5 toilets for men and 1 toilet for people with reduced mobility

more than 1,000 participants, + 1 toilet for every 250 participants, except for persons with reduced mobility + 1 toilet for every 1,000 participants

As the event organiser, you are responsible for keeping the event area and its surroundings clean during and after the event. The area must have a sufficient number of covered waste bins, which must be placed in appropriate locations, depending on the nature of the event.

If the venue is littered before the event, the organiser must contact the party responsible for the venue. If necessary, be prepared to clean the area yourself before the event begins. It is also advisable to clean the venue during the event to keep the area pleasant. It is a good idea to decide in advance when cleaning will take place and who will do it.

Waste bins

The number of waste bins required depends on the amount of waste generated at the event. At an event where food or drink is served, the amount of waste generated can be estimated based on the number of visitors as follows: 50–110 grams of waste per visitor. We recommend that the number of waste containers be calculated slightly on the high side. Waste bins must be placed and maintained in such a way that they do not cause odours or other health hazards and that animals cannot access them. It is recommended that waste bins be placed in the event area in the food and drink area, on the main walkways and close to any spectator areas.

Waste separation

At all public events where food is served to the public, at least the following types of waste must be separated from other municipal waste and placed in their own collection containers:

• biowaste, if at least 25 kilograms of it is generated during the event
• cardboard packaging and cardboard, if at least 25 kilograms of it is taken out of use during the event
• glass packaging, if at least 25 kilograms of it is removed from use during the event
• metal packaging, if at least 25 kilograms of it is removed from use during the event
• plastic packaging, if at least 15 kilograms of it is removed from use during the event.

A waste management plan must be drawn up for public events with more than 5,000 participants and submitted to
the municipal environmental protection authority at least two weeks before the event.

You may need temporary structures for public events, such as tents, grandstands and stage structures, sound and lighting structures, and various fences and barriers. All structures used at events must be durable, safe and suitable for their intended use. They must comply with existing safety requirements, such as building regulations and the installation and operating instructions provided by the manufacturers.

The structures most commonly needed for events, such as tents, stages, benches and tables, can be rented from various operators. The municipality of Tuusula has a community lending library available to residents, which stocks some of the items needed for events, such as tents.

Identify the high-risk structures used at the event in the safety plan and the requirements for their inspection, servicing and maintenance. The structures used at the event must be erected in such a way that they can withstand unexpected weather conditions. The service provider responsible for the stage is in charge of erecting the stage structures, but as the event organiser, you are responsible for ensuring that the structures are durable.