Safety

1. Submit the safety and rescue plan to:
   • the local emergency authorities no later than 14 days before the start of the event
   • the police no later than 5 days before the start of the event
2. Consider incorporating consumer safety services into the plan or create a separate safety document.
3. Check if the property's own rescue plan is suitable for a public event. Typically this is not the case, unless the event is part of the property's normal operations and is primarily organized by the property staff.
4. If the event significantly affects traffic, also include a traffic plan.
5. When planning large events, it is a advisable to contact emergency authorities already during the planning phase.
6. Follow event-specific instructions from the police and emergency authorities, such as ensuring accessibility for emergency vehicles and proper placement of obstacles.
7. Consider categorizing your event as either an active or passive event according to form of participation.
8. Understand that the Tukes' consumer services specifically focus on the safety supervision of active public events.
9. Take into consideration the more passive audience in large and crowded events, especially when the audience is large or the facilities restrict movement.

The event organizer is responsible for the security of both free-of-charge events and events with an admission fee. The organizer is also responsible for drawing up a rescue and safety plan. A safety document in accordance with the Consumer Safety Act should be drawn up if more than 2,000 people are expected to attend the event at the same time or there is another minor significant risk of participation or transportation in the service under normal conditions.

Most events, especially those held outdoors, require various permits or they must be reported to the authorities. Permit policies related to events can be found in the Permits and notifications page.

Drawing up a map makes it easier to both plan the event as well as to draw up safety documents. It is recommended mark at least the following things on the map:

• borders of the event area
• stage(s)
• sales points
• restaurant tents
• water points
• toilets
• sufficiently wide (4 m) escape routes
• maintenance routes
• locations of signs
• locations of safety devices and rescue personnel, the first aid tent and the arrival point for emergency vehicles

Sales points should be placed in such a way that there is plenty of room for people to move around in the area. Sales points must be easily accessible through the maintenance and rescue routes. For example, a cooking area where open fire is handled must have a fire blanket and a 6 kg portable fire extinguisher. Other fire extinguishers are usually also required in the event area. The usual amount is, for example, one portable fire extinguisher per 300 square meters. It is good to discuss the number of fire extinguishers with the rescue authorities.
 

All structures brought to the event area – such as tents, canopies, portals, and stage constructions – must be securely fastened to withstand weather conditions (wind, rain, snow).

Tent Structures

• All tents must be properly anchored or weighted.
• Lightweight pop-up tents are especially prone to tipping over or being blown away without proper securing.
• In windy conditions, the requirements for anchoring increase significantly.

Stage Structures

• Metal structures, such as stages and PA towers equipped with electrical devices, must be grounded if necessary to prevent the risk of electric shock in the event of a fault and to ensure public safety.
• It is the responsibility of the event organizer to ensure that grounding has been agreed upon with the technical supplier and that it has been properly implemented.

Planning and Cooperation with Authorities

• In large-scale events or demanding conditions, it is recommended to consult with rescue authorities or a licensed electrical contractor regarding the safety of the structures.

Further information about event structures and mounting safety:

Read more about tent structures by Tukes (in Finnish). 

The Finnish rescue services have published safety guidelines for temporary and exceptional structures, such as stages and spectator stands. Guidelines on Temporary Structures

It is extremely important that every staff member is aware of their own tasks and areas of responsibility. In addition, it is advisable to give safety instructions and a list of telephone numbers of the responsible persons to everyone working at the event.

Insurance is obtained for voluntary workers in case of accidents. Liability insurance covers personal and property damage to non-voluntary workers. You can get more information about different insurance options from insurance companies.

The event organizer decides the number of security staff in the event based on their own risk evaluation. 

The number of security staff is decided based on a case-by-case evaluation. The final requirement is assessed in cooperation with the authorities based on the nature of the event, the number of participants, and potential risk factors.

Risks are influenced if the event:

• includes alcohol service
• takes place in the evening
• is open to a broad public audience
• covers a large or hard-to-access area

A case-specific overall assessment will determine the number of security guards needed for the event.

Ask the police for guidance during the permit process – they will provide event-specific instructions.