Permits and Notifications

Permits and notifications should be taken care of as soon as the basic details of the event, such as the date and location, are confirmed. The deadlines listed below are latest possible dates, not recommended starting points. For large-scale events, it is especially important to submit permits and notifications well in advance.
 

The most important matters to handle early on:

• Choosing the event venue and making a reservation
• Arranging a safety meeting with the police and fire department (concerns large and risky events)

• Notification of noise to the environmental protection authority (at the latest)
• Alcohol serving license
• Retail sale of tobacco products
• Notification on distribution of drinking water in a large event to the health protection authority (Environmental Health Care)

• Permit to use a public area (at the latest)
• Temporary advertising and road signage permit
• Notification of work obstructing traffic

• Notification of a large public event to the health protection authority (Environment Office)
• Notification of consumer services to the consumer safety authority (Tukes)
• Waste management regulations (Environment Office)
• Delivering a safety and rescue plan to the rescue services (Pohde)

• Notification of organizing a public event to the police (at the latest)

If you wish to organize an event in a public area of the city, such as a park or a street, you will need a permit. The permit must be applied for at least 21 days before the event. Please also ensure that the event location remains undamaged.

For small, free events with fewer than 500 attendees, the public area usage permit is free of charge. Below, you will find instructions on how to apply for the permit, as well as contact details for further information.

If your event takes place partly on a street or affects traffic, you will also need a permit for traffic arrangements. In this case, you must prepare a separate traffic management plan.

• Apply for using public areas (ePermit service)
• Guide: How to use the ePermit service
• Check permit fees (PDF, Finnish)
• Public area usage permits (Finnish)

For More Information:

• lupienhallinta@ouka.fi
• Phone: 044 703 2116 / 044 703 2169

If you need more details about the management and booking terms of common event locations (e.g., Kuusisaari, Marketplace, and Rotuaari), you can find them in the event area cards. [See event locations and contact details.]

You must submit a written notification to the police if your event has more than 200 participants or requires special order and safety monitoring. The notification must be made at least five days before the event, but for large events, we recommend submitting it well in advance.

How to Proceed:

1. Determine if you need a permit.
   See the information and forms on the Police website.
2. File the notification online.
   You need to log in to the Police's online service with your online bank information or other online auhtorization.

Alternatively, if you cannot submit the notification electronically, send it by mail or e-mail to the local police station:

Oulu City Center Police Station
Kirkkokatu 13
PL 45
90101 Oulu
lupahallinto.oulu@poliisi.fi

Fees

A fee is charged for processing event notifications and permits. You can find the current prices in the Police price list.

For more information about event permits, contact the local police station: lupahallinto.oulu@poliisi.fi

If at least 500 visitors are expected at the event at the same time, a notification must be submitted to the environmental health authorities at least 14 days before the event.

The notification must include:

• Restaurants and food vendors participating in the event. This information can be updated no later than 4 business days before the event.
• Waste management and sanitation arrangements for the event.

How to Submit the Notification?

1. Fill out the notification form → Available on the Outdoor Sales and Public Events page.
2. Send the form by e-mail: ymparisto@ouka.fi or by mail: Oulun seudun ympäristötoimi, PL 34, 90015 Oulun kaupunki

Notification for Food Business Operators

If food business operators from outside the Environment Office of the Oulu Region’s supervision area participate in the event, they must submit a separate notification to the environmental authorities at least 4 business days before starting sales or food service.

• This notification can be informal and should be sent by email to: ymparisto@ouka.fi.

More Information

Read more on the Environment Office of the Oulu Region’s webpage.
Environmental Health Advisory Phone: 044 703 6700 (Weekdays 9.00–15.00)

Before the event, a Safety Plan and a Rescue Plan must be prepared.

The Safety Plan is submitted to the police, and the Rescue Plan to the Rescue Services. The plans may be combined into a single document, provided that the requirements of both authorities are met.

In addition, for events with over 2,000 participants, a separate First Aid Plan must be prepared.

The completed plan must be sent by email to pelastuslaitos.palotarkastaja@pohde.fi no later than 14 days before the event begins. 

A Rescue Plan is required if the event:

• has 200 or more attendees at once. If there are fewer than 200 participants, a plan is not required.
• involves open flames, fireworks, pyrotechnic products, or flammable and explosive chemicals.
• has exit arrangements that differ from the usual setup.
• poses specific risks to people due to the nature of the event.

Download and Submit the Plans:

1. Download the templates (in Finnish) and fill them out.
2. Send the completed plan via e-mail to: pelastuslaitos.palotarkastaja@pohde.fi.

For more information — Northern Ostrobothnia Rescue Services

• Phone: 08 669 2010. The on-duty fire inspector is available on weekdays from 9:00–11:00 and 12:00–15:00.
• E-mail: pelastuslaitos.palotarkastaja@pohde.fi

You must apply for a music usage license if music protected by copyright is played at your event. This extends to both live and recorded music. A license is needed for both events with an entrance fee as well as free-of-charge events, and you must apply for it well in advance so that you get the license before your event.

Teosto and Gramex offer a joint license, called Event License, for event organizers. 
 
More information about music licenses on Teosto's website.

If you want to advertise along a road or street or place directional signs for your event by the roadside, you will need a permit. The permit must be applied for at least 21 days before the event.

Apply for a Temporary Advertising and Signage Permit.

Read more on the Community and Environmental Services website.

It is the responsibility of the event organizer to ensure that the event does not cause unreasonable harm or disturbance to nearby residents. If the event generates noise, a Noise Notification may be required in certain cases so that authorities can monitor the situation, inform the public, and impose restrictions if necessary.

Situations Where a Noise Notification Is Required:

• Only public events using amplified sound systems between 22.00–7.00
• Motor sports events

Situations Where a Noise Notification Is Not Required:

• Amplified sound equipment is used temporarily for advertising purposes between 7.00–22.00
• Outdoor concerts or other public events using amplified sound between 7.00–22.00
• Street performances or similar activities
• Fireworks (more information available in the Fireworks section)
• Private events held at an individual’s home
• Defense Forces' activities
• Events that have an environmental permit
• Other similar activities as assessed by the environmental authority

Note: The environmental protection authority may still require a noise notification for the above activities if, for example, a significant number of events take place at the same location.

Important Notes Before Submitting the Notification:

• Waste management and noise notification are submitted using the same form in the electronic service.
• Before submitting a noise notification, ensure that waste management has been arranged. See Waste Management section for details.

Submitting a Noise Notification:

• The notification must be submitted at least 30 days before the event.
• For large-scale events, it is advisable to submit it well in advance.
• A fee is charged for processing the notification.

Information Required in a Noise Notification:

• Date and location of the event
• Source of noise
• Closest areas affected by the noise
• Methods for reducing, monitoring, and measuring noise levels
• How the public will be informed about potential noise disturbances

How to Submit a Noise Notification Online:

• Submit the notification via the electronic ePermit online service.
• Create an account or log in to the service.
  • Navigate to "Environment" → "Create New" → "Environmental Monitoring".
  • Select the correct notification type from the list.

If a Noise Notification Is Not Required, the Event Organizer Must Still:

• Inform affected residents and institutions (e.g., daycare centers, hospitals) at least one week before the event.
• Include the following in the notice: the nature and time of the event, and contact information of the responsible person.

Find the Oulu Region Environmental Protection Regulations here (in Finnish).

More Information and Contacts:

• More details on noise notifications (Visit the Environmental Protection Permits and Notifications website)
• Fees for environmental services in the Oulu region (in Finnish)
• Guidelines for environmental noise measurement (Download PDF, in Finnish]
• Contact an Environmental Inspector at Oulu Region Environmental Services
  Phone: 044 703 6790

Arrange waste management for your event. Contact a waste company, which will provide waste containers and emptying. If food is served at your event, you also need organic waste containers and toilets and hand-washing stations.

• Waste management regulations in the Oulu area (in Finnish)
• Public event waste management: Hailuoto, Kempele, Lumijoki and Oulu
• National Supervisory Authority for Welfare and Health's (Valvira) instructions: Hygienic arrangements and waste management of major public events (in Finnish) (pdf)

Further Information:

• You can get more information about toilet arrangements from the Environmental Health Care on-call service tel. 044 703 6700.
• Waste management regulations from the Environmental Protection help line tel. 044 7036790.

For more information on electricity, heating, district heating, and energy transmission, visit the Oulun Energia's website.

• Phone: 08 5584 3300
• E-mail: info@oulunenergia.fi

If you need information regarding water supply and sewage services for your event, please contact Oulu Waterworks:

• Phone: 08 5584 3800
• E-mail: oulunvesi@ouka.fi

The event organizer must follow the Consumer Safety Act to make sure the event is safe. The organizer is responsible for all people affected by the event, including participants, spectators, and passersby. The event must not cause danger to anyone.

Main Responsibilities of the Event Organizer:

• Ensuring safety — The organizer must make sure the event is safe.
• Creating a safety document — Needed for events with more than 2,000 people or special risks.
• Recording accidents — All accidents at the event must be written down.
• Reporting serious accidents — Serious accidents and dangerous situations must be reported to Tukes.
• Informing participants — People attending the event must get information about safety.

If there is a safety risk, Tukes can give extra instructions and supervision to protect people.

Safety Document for Extra Services:

A safety document must be made for all extra services, even if they are provided by another company. This applies to activities such as: bouncy castles, swimming areas, horse riding services, motorsport activities.

Service providers usually have their own safety documents. The event organizer should check these documents to see what special safety rules apply, such as safety distances or barriers.

Note: The safety document does not need to be sent to authorities unless they ask for it. However, it must be ready before the event starts.

Low-risk and small-scale food operations do not require separate notifications if they fulfill the following conditions:

• Low-risk (e.g., grilling sausages, cooking crepes, selling buns and coffee)
• Small-scale (turnover less than 15,000 € per year)

For questions related to the sale and serving of foodstuff:

• Environment Office of the Oulu Region on-call service tel. 044 703 6700 on weekdays from 9.00–15.00.
• e-mail ymparisto@ouka.fi.

Selling alcohol in events requires an alcohol serving license. The license applicant must be on the trade register, and the applications should be filed at least 30 days before the event. 

Fees:

Alcohol serving licenses are subject to a fee, and the processing costs depend, among other factors, on the number of customer seats in the serving area. These fees may change annually, so for up-to-date information, please visit the Regional State Administrative Agency’s website AVI – Processing and Supervision Fees.

You can find more information about the serving license and the required forms on the Regional State Administrative Agency website

More information from Regional State Administrative Agency for Northern Finland, tel. 0295 017 500.

If tobacco products are sold at your event, you must apply for a retail sale permit from the local authorities of the area where the event is organized. Send the application with attachments no later than four weeks before the event.

Further information and instructions:

• The sale of tobacco and nicotine products.
• You can find the price of the retail sale permit of tobacco products (in Finnish) from the Environment Office's website.

More information from the Environment Office of the Oulu Region help line tel. 044 7036700 (on weekdays from 9.00-15.00)

For events lasting more than 3 months, a building permit is required for any temporary structures such as audience tents, stands, stages, or similar constructions.
Events lasting less than 3 months no longer require a permit.

The event organizer is responsible for the safety of temporary structures, including stages and tents. A responsible person must be appointed to ensure that the safety of these structures complies with the requirements of the Finnish Building Code, particularly regarding structural integrity and user safety. This person must have sufficient knowledge and competence for the task. Tents must have a sufficient number of clearly marked emergency exits according to the audience size, be equipped with appropriate fire extinguishing equipment, and be securely anchored to the ground.

For more information on whether a permit is required, please contact the building supervision authority’s inspection architects and engineers.

Building Control contact information (in Finnish)

You can find more information about building permits, application instructions, required attachments, and fees on the City of Oulu's Building Supervision website.

More about building permits (in Finnish)

Details about required attachments for the application are available in the online permit service:

City of Oulu – Online Services (in Finnish)

If you organize a lottery where the customer gets a prize in exchange for a payment, you need a non-money lottery license.

More information about non-money lottery license on the police's website  

When do you not need a license (police's website)

If your event involves animals (e.g., pony riding), you must ensure that the animals have enough space, food, drink and rest. In case of bad weather, they must also have the option of a shelter. Animals must not be a danger to visitors, and they must not pose a risk to foodstuff.

Production animals such as cows, pigs or camels require registration. No registration is required for an individual bird or horse.

More information about registration on the Finnish Food Authority's website 

Animal Shows:

If you organize an animal show, you must notify the Regional State Administrative Agency of the location of the show. Submit a notification by e-mail to the address kirjaamo.pohjois(at)avi.fi with the subject line "Notification of an animal show to the provincial veterinarian". In the notification, state the name of the event, the organizer and the organizer's contact information, as well as the event time and the address of the event location. Also state the event's contact person and their contact information, as well as the species and number of animals coming to the event. After receiving the notification, the provincial veterinarian will contact you and let you know you about the possible requirements.

More Information: 
Telephone exchange of the Regional State Administrative Agency provincial veterinarian
tel. 02 950 17500 
Environmental Health Control of the Environment Office of the Oulu region
tel. 044 703 6700 

If your event area includes temporary accommodation in a cabin, tent, camper, or caravan, it is considered a temporary camping area. A temporary camping area is a site where more than 100 people are accommodated in tents, camper trailers, or vehicles for a maximum of two weeks.

More information about temporary camping areas (in Finnish)

You can organize a motor vehicle race (e.g., rally) only on a closed road. To close off a road, you need a permit from the road authority.

More about road closure permits (in Finnish)

Safety in drag racing and high-speed racing events (Tukes)

Safety in motor sport events (Tukes; in Finnish)

Motorsport Event (e.g., an individual race in an area intended for public use or a rally on public roads):

You must submit a notification of noise for individual motorsport events. When the event takes place in the area of a single municipality, submit the notification to the Environment Office of the Oulu region. If the event extends to the areas of several municipalities, submit a notification of noise to ELY Centre of North Ostrobothnia.

Read more about the notification of noise

A Motorsport Event in Off-Road Terrain or in a Water Area:

If you organize competitions and practice sessions with motor vehicles in off-road terrain or in a water area, you always need the permission of the land owner or the owner of the water area.

If you organize a recurring motorsport event in off-road terrain, you must apply for a permit from the Environment Office in accordance with the Off-Road Traffic Act. Similarly, for motorsports events organized recurringly in a water area, you must apply for a permit from the Environment Office in accordance with the Water Traffic Act.

A permit is not required if the area is reserved for this purpose in the local detailed plan or the activity has an environmental permit.

Read more about off-road and waterway transport permits

Notify the police of a fireworks display at least two weeks prior to the event. Private fireworks is not considered a display, and therefore the police does not need to be notified of it. However, it requires a permission from the rescue authorities.

Plan templates for fireworks, special effects and fire shows can be found on the Rescue Services' website (in Finnish).

More information about fireworks displays on the police's website.

You need a permit for oversized transport. You can apply for the permit either from the city of Oulu or ELY Centre of Pirkanmaa. The permit is subject to a fee.

If your transport does not exceed the measurement limits of normal traffic, but the weight limit of the bridge is exceeded, apply for a permit from the city of Oulu.

Apply for a permit from the city of Oulu (in Finnish) 

In other cases, the permission is granted by ELY Centre of Pirkanmaa.
tel. 020 690 300 or email: erikoiskuljetukset@ely-keskus.fi.