At the outset of an event, you should consider what the event is about and whether it is feasible to organise it. The clearer the concept, the easier it will be to apply for funding and promote your event.

Consider the following during the planning phase:

The purpose of the event

What is the name, purpose and theme of your event? Why are you organising the event? Will your event offer added value to Sipoo’s existing event schedule? What impact will your event have? How does your event stand out from other similar events, for example in terms of pricing and programme?

Target group

Who is the event aimed at? Please note that different target groups require different arrangements, e.g. seniors and families with children require accessibility. How do you define the target group? How large an audience can be expected? Where will the audience come from and how will they move around? Will the audience need accommodation for the duration of the event? Are there any overlapping events?

Check the Sipoo events calendar for concurrent events (in Finnish).

Time and place

Where are you organising the event, indoors or outdoors? When is the best time for the event to take place? How long will the event last and where will it take place? Is the location big enough? Is the venue accessible? Will the event be affected by public holidays? Will the event require large temporary structures, electricity or water? Will there be a need for car parking? Are there any noise limitations at the location? Will there be a need for a license to serve alcoholic beverages or for restaurant services? Does booking the venue require a separate application?

Sipoo municipality’s facilities that can be rented or booked:  (in Finnish).

Lilla Villan

Sipoo Village Halls

Event schedule

What is the timetable for organising the event? Which dates are important? When should applications for permits and/or licenses be sent in?

Programme and performers

What is the programme for your event? Who will perform? Are the performers’ contracts in order? What happens if a performance is cancelled? Will you need a presenter? Who will take care of briefing and contacting the performers? Are there any side events? Will you need to consider Teosto fees or performance rights?

Performers can be booked through booking agencies (in Finnish).

See performance rights organisation Teosto’s website.

Equipment and furnishings

What kind of equipment does your event require? Does the space need decorating? What kind of furniture is required for your event (e.g. chairs and tables)? Does your event require separate larger structures, stages and seating? How much time will it take to assemble everything needed for the event? How long will it take to dismantle the event? Does your event require the hiring of technical equipment and AV professionals?

Restaurant services and catering

Will there be restaurant services or catering at the event? Will you take care of the catering yourself? Is a hygiene pass required? Will you rent catering opportunities to an external operator for the duration of the event? Are all permissions and/or licenses applied for and granted? Have you taken into account different allergies and special dietary requirements?

Transport, parking and traffic management

Will people need transportation to the event, can you walk or use public transport? Is there enough parking for cars? Is there a parking fee? Will the parking require traffic control? Are safety vests available for traffic controllers?

Staff

Who make up the staff? Are there unpaid volunteers? How can staff be distinguished from members of the public? Are the staff paid a salary? How will staff meals, rests and break rooms be organised?

It is a good idea to start planning the finances of an event at an early stage. The financing of an event is often made up of both the organiser’s own funding and external funding. Please note that a large part of the cost of an event must be paid before the event itself takes place.

Budget

How will the event be financed? What is the main form of funding? How much is the organiser prepared to invest themselves? Do the financial supporters have any provisions for their support? How will the budget be monitored? Is the aim to make a profit or to break even? Will the event require a loan? Is it possible to acquire sponsors? Can the event apply for grants or subsidies? Is it possible to generate income through ancillary activities, such as renting stands to external actors for sales or display at the event site? How will you prepare for unexpected costs and losses? What is the plan in case the event is cancelled?

It is a good idea to list in the budget any incurred expenses and what possible income the event can generate. Examples of expenditure include salaries, venue rental, technical costs, renting temporary structures, permits and insurance, travel costs, waste management, security and marketing. Revenue typically includes ticket sales, sponsorship income, public funding and renting sales spots. Volunteer work can also be counted as income

Be aware of grant application deadlines and any related accounting obligations.

The Municipality of Sipoo gives out annual cultural grants and subsidies for cultural activities in Sipoo. The application deadline is in March.

Check out the Association of Finnish Foundations website.

Funding calls – Taide ja kulttuuri (in Finnish).

Tickets

Will you sell tickets to your event? Who will sell the tickets? Is it possible to pay by cash or card? Are there any invitees? Will there be discounted prices, e.g. for seniors and students? Are there VIP tickets? Will sponsors/partners be listed on the ticket? Will part of the proceeds of the event go to charity? Are tickets also sold in advance? Will an external ticketing service be used?

If you sell tickets, you will need to assess the appropriate price and realistic sales prospect.

Partners and sponsors

Does your event have any partners? Can the partners sponsor the event? Have you applied for sponsors for your event? Be sure to mention all partners and sponsors in your advertising and in your printed material.

If you decide to look for sponsors, consider potential candidates whose activities and ideology are compatible with your event.

When organising an event, all necessary permits and notifications need to be taken into account. The organiser is responsible for applying for permits and notifying the authorities. Customary permits, notifications and plans include:

• Permit from the venue owner or the venue lessor (land use permit in areas owned by the municipality of Sipoo or street permit in municipal street areas).
• Notifying the local police authority of a public event
• Rescue and security plans
• Waste management plan
• Event license required for the performance of music (Teosto and Gramex)
• Licenses to serve foods and alcoholic beverages

Permits

Have you applied for all the necessary permits in time and obtained them before the event takes place? Have all necessary insurances been obtained? Have residents in the vicinity been informed of the disruption caused by the event?

The organiser is responsible for applying for permits and notifying the authorities. Different types of events require different levels of permits and notifications. These depend on the size and nature of the event. The organiser is also responsible for the subcontractors’ permits (e.g. food vendors). Remember to allow for enough time to apply for permits. Without the necessary permits, the event may not be organised and the police have the right to suspend it.

The municipal customer service SipooInfo can advise you on municipal permits.

Organising events on land owned by the municipality of Sipoo is subject to a permit. You must apply to the municipality for a permit or obtain the landowner’s consent for any non-standard use or rental of street and green areas. This includes for example cultural events. Such permission is granted by the land manager.

Katujen ja viheralueiden käyttöluvat ja vuokraus – Sipoo – Sibbo

If the event requires the closure of a state road or affects traffic on the road, the police must also be notified. Further information on this subject is available from the ELY– Centre and the police. Note that the application must be made well in advance, for large-scale events at least six months in advance of the event.

Sipoo Municipality:

Katujen ja viheralueiden käyttöluvat ja vuokraus – Sipoo – Sibbo

Ympäristövalvonnan luvat ja ilmoitukset – Sipoo – Sibbo

Lupapiste

Other public authorities:

Public events – Police

Tien tilapäinen sulkeminen – ely – ELY-keskus

Permit to close a off a public road – Police

Artikkeli – Muistilista maanteiden luvista ja ilmoituksista tapahtumajärjestäjälle (palautevayla.fi)

Apply for an alcohol serving license

Music license

Non-money lottery licenses – Police

Meetings with the authorities

During the planning phase of major events, a meeting should be organised well in advance to which representatives of all necessary authorities are invited. This meeting discusses the nature of the event and the organiser should take into account any conditions established by the authorities. Depending on the nature of the event, the meeting may include representatives of the police, the emergency services, building construction supervision, environmental protection, health and safety, food control, street surveillance and property management.

You can ask the Cultural Department for help in organising the meeting:

kulttuuripalvelut@sipoo.fi

Event plan

A good plan will help you organise and carry out the event. An event plan can include the following information:

• Target group and expected number of visitors
• Contact information for all participating parties and division of labour
• Programme
• Timetables (construction and dismantling schedule, programme schedule, opening hours)
• Venue and map of the area
• Marketing plan
• Permits, consents and notifications

Area map

A map of the area will help you to visualise the event and can at first be approximate. However, provide the authorities with as detailed a map as possible. You can base your map on the free to use maps of the municipality of Sipoo or online map services. When drawing up the map, noise issues should also be taken into account, and the stage should be directed away from residential areas. Also identify the houses in the vicinity and inform residents about possible noise or traffic arrangements.

Mark these on the area map:

• Stages and stands
• Boundaries and access routes
• Exit roads, loading areas, parking, streets to be closed
• Ancillary activities (food stalls, vendors, activity areas)
• Info/Ticketing
• First aid
• Lost and found
• First-aid firefighting equipment
• Toilet facilities, waste bins if necessary

Announcements

If it is a public event, it is customary to notify the police. A public event is open to all, either free of charge or for a fee. A public event notification is made in the following situations:

• A large event (several hundred participants)
• Outdoor events in public areas
• Events for groups with special needs
• Events that take place in the late evening or at night
• Events requiring security guards and traffic control
• Alcohol is served at the event
• Events that require an emergency plan
• Events that may stir up strong emotions (e.g. demonstrations)

Public events – Police

Public meetings and demonstrations – Police

If the event affects public transport it is advisable to inform Fintrafic road traffic control. Road traffic control should also be informed of any large transports or transportation of dignitaries. Sipoo’s public transport is planned by the Helsinki Region Transport Association (HSL), which, in cooperation with the ELY Centre, also organises many bus services through Sipoo.

Pörtö Line provides school and spring thaw transport in the Sipoo archipelago, as well as commuter services throughout the year.

Please notify HSL of your event at least 30 days before the event so that the impact of your event on the public transport service can be anticipated in good time.

Events and partnerships | Products and services | For businesses | HSL.fi

Event safety in Finland is governed by a number of laws and regulations designed to protect both the event visitor and the event organiser. These include, for example, the Rescue Act (Rescue Department), the Assembly Act (Police), the Health Protection Act and the Consumer Safety Act (Tukes).

Safety

Does your event require a safety, first aid and rescue plan? Who draws up the plans? Who is Head of Security? How many stewards do you need? Does your event require a first–aid post? Does the event have enough exit routes? Have you done a risk assessment? Have you considered informing the public about the safety of the event? Are all insurances in place? Have you taken workers’ health and safety into account? Is the wind load of free-standing structures and fixings calculated and taken into account? Have you remembered to schedule an official inspection before the event?

Remember that the event organiser is always responsible for safety during the event. Please note that even if an event-related service or activity (e.g. fireworks) is provided by an external party, the event organiser is responsible for the safety of this activity as well.

If an incident or accident occurs at an event, the event organiser is obliged to report the incident to the Finnish Safety and Chemicals Agency (Tukes), which supervises consumer safety.

If the event is attended by a large number of people, the public takes part in any activities, or if the event takes place near a beach or other body of water, a safety document must be drawn up in accordance with the Consumer Safety Act. The safety document must also include any activities provided by subcontractors to customers during the event. These may include, for example, pony rides, bouncy castles, trampolining, tattoo services or wall climbing.

The safety document does not have to be submitted in advance, but accidents and incidents must be reported to Tukes.

Public events (pelastustoimi.fi)

Supervision and fire inspections  | Pelastustoimi

Eastern Uusimaa Emergency Services Department (pelastustoimi.fi)

Hakemukset, luvat ja ilmoitukset | Turvallisuus- ja kemikaalivirasto (Tukes)

Rescue plan | Pelastustoimi

Public events – Police

Drawing up and using a safety document | Finnish Safety and Chemical Agency (Tukes)

Health and safety

Is hand sanitizer and respiratory protection provided for the event? Have you communicated where to find them? Is hand sanitizer available in the toilets and when washing hands? Will the event generate noise? Have local residents and operators been informed in advance of the event? Is the stage situated away from residential areas? Has a noise risk assessment been submitted to the authorities? Are earplugs available on site?

The event organiser should provide earplugs for those who need them. You can distribute earplugs at a specific location, but be sure to communicate clearly where this location is.

Ilmoitus melusta ja tärinästä – Sipoo – Sibbo

Security

The security of the event is supervised by a steward: generally at least one for every 100 visitors. You can consult the police if you are in doubt about the need for stewards.

In addition to maintaining public order, the stewards must be able to communicate with each other, for example by means of walkie-talkies, and are responsible for monitoring the number of visitors to the event to ensure that the maximum number of visitors to the premises or event area is not exceeded. Large events always require a separate Head of Security, whose duties include drawing up instructions for emergency alarm situations and a first aid plan.

First aid

First aid is an important part of event safety. The event organiser is responsible for ensuring that the event has sufficient first aid capacity and for drawing up a first aid plan. If necessary, the event should have a dedicated first aid post, the level and extent of which will depend on the nature of the event, the number of visitors and the level of risk. For small events, a first aid team may not be necessary, but first aid equipment must nevertheless be available on site. The event organiser is always responsible for first aid preparedness and for calling in additional assistance.

First aid personnel must have completed first aid levels EA1 and EA2

Recommendation for first aid personnel:

• Low risk event (a few hundred people), 1-3 persons
• Slight risk event (less than 3000 people), 3-5 persons
• Obvious risk event (3000 to 10000 people), more than 10 persons

Guidelines for how to deal with inappropriate behaviour

Does the event have a policy on how to address and report inappropriate behaviour? Has the staff and all volunteers been informed of this policy?

The event must have guidelines for both event visitors and staff. Event visitors should know how to report any observations to staff, such as stewards. Event staff should also be aware of what to do if they themselves observe or are informed of inappropriate behaviour by event visitors. There should also be an appointed harassment contact person at the event and the condemnation of inappropriate behaviour must be clearly communicated.

Harassment | Non-Discrimination Ombudsman

Eettiset periaatteet (sipoo.fi)

How will you reach the target audience for your event? How will you promote your event? What is the concept of your event and do you have a brand? Have you made a marketing plan? Who will write the press releases and liaise with the press? When will the press releases be sent out? What marketing channels will be used? Who will create the visual identity of the event? What are the marketing objectives? What do you want to focus on? Have you chosen the marketing channels based on your target audience? Will there be printed material for the event? Where will the printed material be printed and distributed? Where can information about your event be found? Have you clearly described your event to event visitors, e.g. on your website? Is internal communication in order? Are you prepared for communications management in case of unexpected events and crises?

The Cultural Services produce a comprehensive cultural brochure every spring and autumn, which is distributed to all households in Sipoo. We also post on social media on Instagram @sipooculture about events in the Sipoo area. If you would like to include your event in the brochure and our social media channels, please contact us!

kulttuuripalvelut@sipoo.fi

You can add your event free of charge to the following channels:

Sipoon tapahtumakalenteri

HS Menokone

Kulturforum

Accessibility is a prerequisite for some members of the public to participate in an event and it requires careful planning and an awareness of the needs of different people on the part of the organiser.

Is the venue easily accessible by public transport? Is there enough parking space? Is parking available for people with reduced mobility? Are the signposts easy to understand and large enough? Is there a continuous path of travel, lifts or ramps at the venue? Does advertising include information on accessibility? Do area maps take accessibility into account? Are there quiet areas at the event? Are there interpretation services at the event? Can tickets be purchased online in advance? Are ticket outlets easily accessible? Are there disabled toilets? Are all performances and press conferences accessible? Have you marked accessible routes? Have you taken into account different language groups in your communication?

It is advisable to take accessibility into account from the planning stage. More information is available from organisations such as The Finnish Association of People with Physical Disabilities and other disability associations. Remember accessible communication and use a sufficiently large font size in your printed material.

Invalidiliiton esteettömyystyö | Invalidiliitto

Vammaisalan järjestöt – THL

Vuorovaikutus ja kommunikointi kuuluvat kaikille – Papunet

Selkokeskus – suomeksi » Selkokieli

Kuvailutulkkaus | Näkövammaisten Kulttuuripalvelu

Esteettömyys | Invalidiliitto

Accessibility checklist:

• A personal assistant can attend the event for free
• Ensure the website is accessible
• Ensure clear information about the event
• The terrain of the venue is flat
• There is a lift or ramp for different levels
• Accessible toilets
• Door width at least 850mm
• Sufficiently wide parking space by the entrance
• Service points are on level ground
• Seating is available
• Wheelchair space in the audience
• Use of Assisted Listening Systems such as Hearing Loops
• Wheelchair access to stage and dressing rooms
• Different languages are taken into account
• Bear in mind allergies and special diets
• Possibility to give feedback through different channels
• Take a positive approach to accessibility
• Equal customer service
• Be ready to assist and guide
• The event has demonstrated that discrimination and harassment is prohibited

The municipality of Sipoo has defined ethical principles, which the municipality is committed to follow in its future operations.

The purpose of the ethical principles is to promote ethical behaviour, to prevent unethical behaviour and to clarify the boundaries between permitted and prohibited activity. This code of ethics guides the municipality’s activities beyond the scope of law and regulations.

Sipoo’s ethical principles include prohibiting discrimination and harassment, compliance with human rights and respecting the right to privacy for all.

Eettiset periaatteet (sipoo.fi)

One way or another, events always put a strain on the environment and nature. It is therefore advisable for organisers to determine their environmental burden and take steps to reduce it. An environmentally friendly and sustainable event creates a positive image to the public as well. Remember that when you rent municipal public areas for your event, you commit yourself to a certain code of conduct and to act responsibly.

Is it possible to get to the event site by public transport or bicycle? Is there sufficient infrastructure (e.g. electricity, water, waste disposal, etc.) for the event? Have you remembered to pay attention to tidiness during and after the event? Will waste be recycled? Does your outdoor event take into account any possibly sensitive environment, stresses on local water and soil and bird nesting areas?

Juhlat luonnon helmassa (metsa.fi)

Pirfest_eko-opas_verkkosivut.pdf

roskat-riviin.pdf (hel.fi)

Strive to be tidy and encourage others to do the same. It is a good idea to prominently display different waste-disposal points at the event, with clear signposting. Favour recyclable materials and plan in advance how you will use them in the future. Do not litter!

Who is responsible for waste management? Does the event require a waste management plan? Have you provided enough clearly marked waste bins? Are there any existing bins on site and can they be used at the event? What kind of waste will be generated at the event? How much litter will be generated? Does the event require additional toilets and hand-washing facilities? Who will clean up the area after the event? Have you considered cleaning up and emptying litter bins during the event? Will you charge a deposit for reusable pints and food containers?

According to municipal waste management regulations, a public event must be planned to minimize the amount of waste generated. A waste management plan must be drawn up before the event and submitted to the municipal environmental supervision on request.

The waste management plan is intended to support the organiser in organising the event; it does not need to be submitted to anyone, unless the municipal environmental protection -unit specifically requests it from the organiser.

ymparisto@sipoo.fi

Waste management plan

The organiser is always responsible for the tidiness of the event and for providing advice on waste management during the event. Remember that if food is served at your event, you will need separate bio-waste containers, toilets and hand-washing facilities. A waste management plan should be drawn up for all events that generate waste. The planning must take into account municipal waste management regulations.

The waste management plan includes:

• An estimate of the number of visitors to the event
• An estimate of waste generated at the event
• Number and location of bins on the area map
• Sorting instructions for waste collection points
• Sanitation during the event
• After-festival cleaning
• Location and number of portable toilets
• Contact details of the waste manager(s)

The event organiser is responsible for the tidiness of the event both during and after the event. This also includes the tidiness of the surrounding area and the access road to the event site. Please note that at a large event, the bins may need to be emptied several times a day. Your bin hire company will be able to advise you on the number of bins you need. Good advice can be obtained from e.g. Rosk’n Roll Waste Sorting and Recycling.

MÄÄRÄYKSET JA MAKSUT – Uudenmaan jätelautakunta (ujlk.fi)

Valviran ohje: Suurten yleisötilaisuuksien hygieeniset järjestelyt ja jätehuolto (pdf)

Waste Management – Sipoo – Sibbo

Porvoon ympäristöterveydenhuolto (porvoonymparistoterveydenhuolto.fi)

Municipalities usually have electrical outlets in public areas such as markets and parks, where you can obtain electricity for your event. Please primarily check with your lessor about electrical outlets and the use of electricity and water. For more information on electricity, water and energy transmission, please contact the customer services of Sipoon Energia and Sipoon Vesi.

Planning infrastructure

For what purpose do you need electricity at the event? Have you remembered to order a temporary electricity connection well in advance? Have you been in contact with an electrician about the electrical installations for an outdoor event? Have you protected your electrical equipment against rain and vandalism? Are the power lines out of the way of any access routes? Is there enough water available at your event? Does your event generate sewage? Does the event require any temporary structures? Will the structures be able to withstand a thunderstorm as well?

Remember that the event organiser is also responsible for any structures erected by subcontractors. In the case of a large event with a large number of structures, the local municipal authority will inspect them.

Contact building construction supervision if:

• The structure has more than one floor
• The structure allows the public to visit at a height of at least 2m
• There will be more than 300 persons in the tent or structure
• The structures remain in place for at least one month

Customer service – Keravan Energia

Water Supply and Sewerage / Contact information – Sipoo – Sibbo

Construction Supervision / Contact information – Sipoo – Sibbo

During an event, things tend to pile up and unexpected challenges arise. You should prepare for these as well as possible in advance. At information points, people usually ask about toilets, smoking facilities, the first aid point and where to find food and drink. It is a good idea to mark the abovementioned locations very clearly and to ensure that all staff can guide customers to their destination.

Content of the event checklist:

• Person in charge, who may if needed make all decisions
• Persons in charge of other areas of responsibility
• All staff have the necessary contact details and telephone numbers they need during the event
• Contact details and telephone numbers of all performers
• Social media, who is in charge?
• Event documentation
• Reception and transportation of performers
• Backstage in order
• Distribution of festival passes/wristbands. If needed, passes in different colours for staff, artists, and technicians
• Inspect the structures
• Soundchecks during the day, schedules
• Check all equipment
• Reception of emergency services representatives
• Staff work shifts, meals
• Clothing for different weather conditions
• Equip the information point, check that there is staff
• Lost property, to be delivered to the police or lost property office
• First aid and fire-fighting equipment
• Brief the stewards
• Phones/ walkie talkies
• Who switches on the electricity? Does water/heating/air conditioning have to be turned on separately?
• Check all payment terminals

Documenting the event

Who will record the event? Will footage be shared on social media during the event? Does the event have its own social media channels?

Handling feedback and evaluations

How do you collect feedback on your event? How do you get people to respond to your call for feedback? How do you analyse your feedback? How will you use the feedback for your next event? Will you organise an evaluation meeting? What is the schedule for the evaluation meeting? How will you organise post-event marketing? Who will write the grant reports? How will you thank sponsors and partners?

Palautteen käsittely

Miten keräät palautetta tapahtumastasi? Miten saat ihmiset vastaamaan palautteeseen? Miten analysoit palautteen? Miten hyödynnät palautetta seuraavaa tapahtumaa ajatellen?  Järjestätkö palautekokouksen? Mikä on arviointitilaisuuden aikataulu? Miten hoidat jälkimarkkinoinnin? Kuka raportoi apurahat? Miten huomioit sponsorit ja yhteistyökumppanit?