1. Notification of a public event

A written notification must be made for organizing a public event to the Häme Police department. Exceptions are made for public events that do not require actions to maintain order and safety due to a low number of participants, the nature of the event, or the location, or that do not necessitate special traffic arrangements to prevent harm to bystanders and the environment.

The organizer must notify at least five days before the event starts. For events that require traffic arrangements, the notification must be made earlier. For big events, notifications may be made up to a year in advance.

Notification to the police should be made for at least the following events:

• big events (hundreds of participants)
• outdoor events on public areas (especially on public roads)
• events aimed at special groups
• events that last until late at night (after 10 PM)
• if security guards or traffic control are needed at the event
• if the event serves alcohol
• the event requires a rescue/emergency plan (if the attendance is over 200 people)
• events that arouse strong emotions (there is a risk that the event will be disrupted in some way)

2. Safety and rescue plan

The responsibility for the safety of the event lies with the organizer. The safety and rescue plans can be combined into one plan.

A safety plan must be submitted along with the public event notification to the police. The safety plan must also include a rescue plan (the rescue plan must also be sent to the rescue department of Kanta-Häme) if any of the following conditions are met:

• The event is expected to have at least 200 people present at the same time (or over 100 people if the audience consists of a special group such as small children, the elderly, or people with reduced mobility)
• The event involves the use of open fire, fireworks or other pyrotechnic products, or special effects that include fire- or explosion-hazardous chemicals
• The event is held indoors in a space not originally designed for public events, and the audience exceeds 100 people
• Temporary accommodation (e.g. school accommodation)
• The evacuation arrangements for the event deviate from standard procedures
• The nature of the event poses a particular risk to people

The safety and rescue plan must indicate:

1. Event description: nature of the event, organizers, target group, schedule, number of participants
2. Persons responsible for safety and their deputies, with contact information
3. Risk assessment
4. Preventive safety measures, taking into account, for example, the following:
   • Escape routes (accessibility, adequacy, visibility)
   • Initial fire extinguishing equipment (suitability, quantity, placement, visibility)
   • Rescue department access (sufficient rescue routes, clear signage)
   • Structures, furnishings, and decorations (placement, durability, non-flammability or fire-retardant treatment)
   • Hazardous materials (LPG, fuels, open flames, pyrotechnics)
5. Instructions for emergencies and hazardous situations
6. Insurance
7. Security plan, covering aspects such as:
   • Person in charge of security
   • Number, placement, and duties of security guards
   • Communication system
8. Traffic plan, covering aspects such as:
   • Traffic arrangements
   • Need to close streets and required permission from the road owner
   • Traffic control and the duties of traffic controllers
   • Parking arrangements

The rescue department of Kanta-Häme (in Finnish) provides a guide for drafting a rescue plan for public events and a template for the rescue plan.

Details related to organizing the event can be discussed further with local police and rescue services (essential for bigger events).

3. Traffic arrangements for the event

The event may require temporary traffic arrangements, such as road closures, temporary parking areas, or other actions in the traffic area. Adequate notification and guidance must be provided regarding road closures required for public events.

• If the road is maintained by the municipality of Janakkala, permission for these measures must be obtained from the Earthworks manager
• For public highways, permits for special arrangements required by the event must be applied for from the Centre for Economic Development, Transport and the Environment (excluding road closures)
• For events that require closing public roads, the permit authority is the police

4. Outdoor sales and temporary food operations

Outdoor sales must ensure the safety and good hygienic quality of food products. This responsibility lies with the food business operator, i.e., the seller or provider of the product. Outdoor sales are also considered when selling or serving food in common areas of shopping centers and similar events.

Accurate and sufficient information must be provided about the food, for example, in the packaging labels of pre-packaged products.

• Finnish Food Authority’s instructions can be found here
• The city of Riihimäki is responsible for health supervision and food safety

Temporary low-risk sale and serving of food do not require notification (private individuals, charity sales, association activities). Notification is not required if it is a low-risk activity and

• The operator is a private individual (for example, someone who occasionally bakes and sells pastries at a market, or runs a pop-up restaurant), or
• The activity is not considered a business (for example, food sold at bake sales organized by a church, school, or sports club), or
• The food activity takes place in the same premises as the operator’s other business (for example, offering coffee and cookies in a hair salon)

Food operations must always be organized in a way that avoids health hazards. The seller or person otherwise providing food (for example, serving for free) is responsible for the safety and good hygienic quality of the food in all situations.

5. Event permit for music use

Teosto’s music license is intended for event organizers – such as companies, communities, organizations, or private individuals – organizing a concert, festival, performance, exhibition, fair, or other event where music is played. An event permit is required if live music is performed by a band, orchestra, or artist, or if music is played from a CD or DVD, digital file, or other recording (mechanical music), or if karaoke is held at the event. An event permit is required for both ticketed and free events and for events organized by companies for their employees or customers.

6. Serving alcohol at events

The new alcohol law does not have a provision for a temporary alcohol serving licence. For events such as festivals, a temporary serving licence can be applied for (using the same form as for a permanent serving licence). Alcohol can also be served at events with a notification, but this requires that the area has been pre-approved as a serving area by the landowner or holder. More information about serving and licences.

7. Noise or vibration notification

Noise notification should be made if there is expected to be particularly disturbing temporary noise or vibration from a public event or other occurrence. The notification must be made at least 30 days before the event. For further information, you can ask the environmental auditor.