Hollola as the venue

Organizing an event in Finland often requires various permits and notifications, depending on the scope and nature of the event. Here is a list of the most common permits and notifications that may be needed before organizing an event, as well as the contact information for which entity to contact if you need that permit.

 

Event notification to the municipality and notification of the public event to the authority

• Often, the event must be reported to the municipality where the event is organized. The municipality can give instructions on making a notification and possible permits. The public event must always be reported to the authority https://poliisi.fi/yleisotilaisuudet.

Land use permit for the event

• If you organize a physical event, you always need a land use permit from the landowner.
• Please contact the municipal engineering manager first, if the event's land use takes place in an area owned by the municipality. Head of municipal engineering Sauli Tiensuu 044 780 1721
  (initiatives, plans, wiring placement permits)

Licensing license:

• If you serve alcohol at an event, you need a liquor license, which is issued by the Regional Administration of Finland (AVI) or the municipality, depending on the scope of the event. It is good to make the application in time, at least one month before the event https://avi.fi/asioi/yritys-tai-yhteiso/luvat-ilmoitukset-ja-hakemukset/alkoholin-myynti-ja-anniskelu.

Noise notification:

• If the event is expected to cause noise, it may be necessary to file a noise report with the municipality https://hollola.fi/asuminen-ja-ymparisto/ymparisto/ymparistonsuojelu-ja-valvonta/luvat-ja-ilmoitusasiat/meluilmoitus/.

Building permit and tent permit:

• If you are erecting temporary structures such as tents or a stage, you may need a building permit or tent permit from your local building control authority. These should also be taken into account in the safety and rescue plan.  https://hollola.fi/asuminen-ja-ymparisto/rakentaminen/ohjeita-rakentamisen-lupiin-2/

Traffic arrangements:

• If the event affects traffic arrangements, you need permission or instructions from the authority. https://poliisi.fi/yleisotilaisuudet

Environmental permits:

• If the event can affect the environment, for example in nature reserves, you may need different environmental permits. https://hollola.fi/asuminen-ja-ymparisto/ymparisto/ymparistonsuojelu-ja-valvonta/luvat-ja-ilmoitusasiat/

Copyright and music licenses:

• If you use music, movies or other works protected by copyright, you must obtain the necessary permissions from the copyright holders. Permits can be found in the Music Permits service https://www.musiikkiluvat.fi/kauppa/.

Food and serving permits:

• If you offer food and drink at the event, you may need a permit for the use of the food premises, as well as for the serving of alcoholic products. https://avi.fi/asioi/yritys-tai-yhteiso/luvat-ilmoitukset-ja-hakemukset

Lottery and fundraising permit:

• If the event includes a lottery or fundraising, you need a permit from the authority. https://poliisi.fi/hae-arpajais-ja-rahankerayslupaa

Safety and rescue plan:

• For large events, a safety and rescue plan may be required, which is approved by the rescue authority. https://www.phpela.fi/asukkaille/yleisotilaisuudet/

A rescue plan must be drawn up for an event or public event, if the following criteria are met:

1. It is estimated that at least 200 people will be present at the same time;
2. Open flame, fireworks or other pyrotechnic products are used, or as special effects, flammable and explosive chemicals;
3. The arrangements for exiting the venue differ from the usual; or
4. The nature of the event poses a particular danger to people.

If you feel that it is unclear Do you need a plan, contact the fire marshal on duty in Heinola, who will also give instructions and guidance on making a plan. He can be reached by phone +358440-773 128 or by email general public service@paijatha.fi

First aid and healthcare:

• Make sure that there are enough first aid personnel and the necessary health care services at the event. At the event, it may be necessary to make your own first aid plan. You can find the form and the guide on the public events page of the Päijät-Häme rescue service https://www.phpela.fi/asukkaille/yleisotilaisuudet/

Insurances:

• Check that the necessary insurances have been acquired for the event, including liability insurance.

Purpose and goals of the event:

• Define clearly why you are organizing the event and what you want to achieve.

Licensing and notification obligations:

• Find out Do you need permission from the municipality or other authorities to organize the event. Make the necessary announcements in time.

Venue selection:

• Choose a suitable venue that matches the nature of the event and the expected number of participants.

Safety and first aid:

• Take care of safety and make sure that the event has enough first aid equipment and professional first aid personnel.

Insurances:

• Check whether special insurance is required for the event and obtain the necessary insurance.

Program and schedule:

• Create a program and schedule for the event. Make sure that all planned activities fit into the schedule. If you want, you can also use various software services for implementation.

Technology, equipment and transport

• Map what kind of technology is needed to organize your event: sound reproduction, lights, stage structures, tents, benches, chairs and other performance technology that you may need. Larger transport equipment may be needed to transport these. If you rent technology and equipment, you can find a transport service from the renting party.

Budget:

• Prepare a realistic budget that covers all the expenses of the event. Consider ticket sales, sponsor and support money.

Advertising and marketing:

• Plan a marketing strategy, including advertising on social media, local newspapers and other channels. It's good to put some effort into marketing yourself, for example by taking advertisements to local shops and public spaces or handing out brochures on the street.

Number of participants and needs:

• Estimate the number of participants and ensure adequate resources such as toilets and parking spaces.

Food and drink:

• If you offer food and drink, ensure proper food preparation, serving and dietary options. Please note the licensing issues regarding these.

Waste disposal:

• Organize waste management appropriately and ensure that the event area remains clean.

Traffic arrangements:

• Find out about the traffic arrangements, especially for big events, and consider parking.

Weather reservation:

• Take into account the weather conditions and, if necessary, plan shelters if possible. Be prepared that you will have to cancel the event if the weather conditions are very difficult, also in the middle of the event.

Event feedback collection:

• Plan the collection of event feedback so that you can evaluate the success of the event and learn for future events.

Cooperation with the municipality and authorities:

• Get in touch with the municipal authorities and, if necessary, cooperating parties, such as the police or the rescue service.

Preventive measures:

• Prepare a plan in case of possible disruptions, such as First Aid situations or extreme weather conditions.

Communication plan:

• Develop a communication plan during the event, including emergency communication procedures.

 Staff and volunteers:

• Recruit the necessary staff and volunteers, and ensure their roles and responsibilities are clear.

Licenses and Music:

• If you use music or other works protected by copyright, obtain the necessary licenses.

After-cleaning and dismantling:

• Plan the post-event cleaning and dismantling so that the event area is returned to its original condition.

Considering the environment:

• Try to organize the event in an environmentally friendly way and recycle as much waste as possible.

Feedback and evaluation:

• Collect feedback from participants and stakeholders about the event and based on that, evaluate what you can improve for the next time.