Responsible Event

Permits

The event organizer is responsible for ensuring that the necessary permits for the event are in order. Our Event Permits and Notifications section provides more information on permit matters. If you need further information on permits, you may also contact our event specialist.

Event Venue

Choose an event venue that suits the nature of the event. Try to select a venue that is easily accessible by public transportation. If this is not possible, you can offer event participants the option of shared transportation. Arrange sufficient bicycle parking at the venue.

The event’s arrangements, structures, or number of attendees must not compromise the venue’s safety arrangements. The event must comply with the venue’s rescue plan and general safety instructions.

If changes need to be made to the venue’s general safety arrangements for the event to succeed, this requires seamless communication between the venue and the organizing entity, and, if necessary, the preparation of a temporary rescue plan.

The event organizer must have a safety organization within the producing organization that is sufficient for the size and scope of the event.

Hygiene must be taken into account when planning the event. Make sure the venue has enough handwashing stations, disinfection stations, and restroom facilities.

When organizing an event, care must be taken regarding nearby residents and the environment, both in terms of noise and littering.

Responsibility

The event organizer must have sufficient and appropriate insurance in place. The organizer must be aware of the scope of their insurance liability as well as that of event staff and subcontractors.

The event organizer must comply with Finnish law and the latest guidelines on public gathering rules in the relevant area.

Sustainability

The event organizer can promote the sustainability of the event by supporting sustainable transport and logistics solutions when planning accessibility, and by choosing a venue suited to the nature of the event.

Major burden factors, such as food waste and emissions from logistics, can be reduced by sourcing food locally and using a local partner.

Recycle, reuse, borrow, and rent whenever possible. For example, use as many biodegradable or reusable dishes as possible in catering services.

Subcontractors specializing in event technology can, at the organizer’s request, help plan energy-efficient solutions. This can also be taken into account already at the tendering stage.

Calculate the carbon footprint of event participants and offer them the opportunity to offset it. Various certifications also indicate an event’s sustainability, such as the Ekokompassi event certificate and the Sustainable Travel Finland certificate for tourism.

Waste Management

Successful waste management is a major part of a successful event. The event organizer can greatly influence how much and what kind of waste the event generates. It is worthwhile to prepare a waste management plan for the event. Make sure that wastewater or litter does not end up in the environment. Waste management also has a significant impact on customer satisfaction with the event.

Communication

Active communication plays a major role in a successful event. Before and during the event, participants need up-to-date information about any changes. Active communication can also help prevent situations that may pose challenges for the event organizer, such as event safety issues.

During the event, sufficient information must also be provided in situations that deviate from general practical instructions. The event organizer must train their staff to act in exceptional situations and take an active role when such situations arise.

It is worthwhile to communicate about the event’s responsibility before and during the event. Clear communication should also guide participants on-site to act responsibly.

Accessibility

Social accessibility – Refers to an open, inclusive, and safe atmosphere for everyone, in which bullying and discrimination are taken seriously.

Physical accessibility – Guarantees everyone, regardless of functional ability, the opportunity to interact with others in different environments.

Communication accessibility – Refers to the use of language that is as clear and understandable as possible. Communication tools and channels must be usable with various assistive devices.

The event must be accessible to as wide an audience as possible, whenever feasible. Also take participants of different ages into account. Read more about accessible events (PDF).

Responsible Event Checklist

• Easily accessible by public transportation
• Bicycle parking available
• Waste sorting available
• Separate smoking areas with enough ashtrays and clear signage
• Responsibility is communicated through the event’s digital channels
• Clear on-site instructions about responsibility
• Energy-efficient electrical equipment and generators
• Water used as sparingly as possible
• No wastewater or litter ends up in the environment
• Enough restrooms and handwashing stations
• Use of local services and products at the event
• Environmentally friendly products
• Minimizing food waste
• A certification demonstrating responsibility
• Recyclable or reusable dishes
• Electronic communication tools instead of printed materials
• Recycled, borrowed, and rented elements
• Consideration for nearby residents and the environment
• Permits and notifications are in order
• Accessibility taken into account
• The event is accessible and equal for all
• Sufficient and appropriate insurance is in place
• Waste management and responsibility plan
• Safety plan and rescue plan
• Staff are familiar with the safety and rescue plans
• Employment of people who are hard to employ
• Event attendees have the opportunity to offset their carbon footprint