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)
• If the event is organized in a forest or recreation area owned by the municipality, the matter will be handled by forest expert Karri Eerikäinen 044 780 1141, firstname.surname@hollola.fi
• The land use permit application is primarily submitted to Hollola municipality's registry office, kirjaamo@hollola.fi

Licensing license

• If you are serving alcohol at an event, you will need a liquor license, which is issued by the Regional State Administrative Agency (AVI) or the municipality, depending on the scale of the event. It is a good idea to apply in good time, at least a month before the event: Liquor license – Licensing and Supervision Agency

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

Nature conservation areas and natural areas

• If the event is located in or passes through a nature conservation or Natura area, the possible need for a deviation must be investigated by requesting a statement from the competent authority, the Licensing and Supervision Agency: Environmental permit – Finnish Licensing and Supervision Agency
• Advice also on the municipality's environmental supervision, environmental inspector Mari Pihlaja-Kuhna https://hollola.fi/asuminen-ja-ymparisto/ymparisto/ymparistonsuojelu-ja-valvonta/ymparistovalvonnan-yhteystiedot/

Waste management plan

• For public events with more than 500 people, a waste management plan must be drawn up and presented to the municipality's environmental protection authority no later than two weeks before the event (delivered primarily to the Hollola municipality registry office, kirjaamo@hollola.fi
• more information in the waste management regulations of the Lahti region: https://www.lahti.fi/tiedostot/lahden-seudun-jatehuoltomaaraykset-1-1-2025-alkaen/
  (Chapter 9 Prevention of Littering, Section 35 Waste Management at Public Events)

Copyright and music licenses

• If you use music, films or other copyrighted works, you must obtain the necessary permissions from the copyright holders.
• Music usage licenses can be found in the Music Licenses service. Music permits – Permissions to play background music
• Movie usage licenses can be found in the Movie License service. Movie License: Watching with permission is even better

Food and serving permits

• If you are serving food and drink at an event, you may need a food premises permit: Contact Food Control – Finnish Food Authority , and for the serving of alcoholic products: Liquor license – Licensing and Supervision Agency

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 major events, a safety and rescue plan may be required, which must be approved by the rescue authority. https://pelastustoimi.fi/paijat-hame/palvelut/neuvonta-ja-valvonta/tapahtumaturvallisuus-ja-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 flames, fireworks or other pyrotechnic products are used, or flammable and explosive chemicals are used as special effects.
3. The exit arrangements for the event venue are different from usual.
4. The nature of the event poses a particular danger to people.

If you are unsure whether you need a plan, please contact the fire chief on duty in Heinola, who will also provide instructions and guidance on making a plan. He can be reached by phone at +358 440 773 128 or by email. general public service@paijatha.fi

First aid and healthcare

• Make sure that the event has sufficient first aid personnel and necessary health care services. You may need to create your own first aid plan for the event. You can find the form and guide here. From the Päijät-Häme rescue department website.

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 reporting 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.

Licensing 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.

Consideration of 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.