Safety

1. Submit the rescue and safety plan well in advance, no later than:
   • to the Rescue Authority 14 days before the event
   • to the Police 5 days before 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. Assess whether the public event is active or passive in nature based on the level of audience participation, as this affects the scale of safety arrangements.
8. Note that consumer safety supervision by Tukes focuses primarily on active public events.
9. However, also consider passive audiences in large and confined events, especially when crowd numbers are high or movement is restricted, as this may increase safety risks.

• The event organizer is responsible for the safety of the event. This applies to both events with an entrance fee as well as free-of-charge events.
• The organizer is also responsible for preparing the rescue and safety plan.
• In addition, a separate safety document in accordance with the Consumer Safety Act must be prepared if:
  • more than 2,000 people are expected to attend the event at the same time, or
  • participation in the event or movement within the event area involves more than a minor risk under normal operating 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 on 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 to 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, or
• covers a large or hard-to-access area.

According to the general guidelines of the Police, high-risk events may require up to one security steward per 100 participants.

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