Safety

Well-implemented security arrangements contribute to the smooth and uninterrupted operation of an event. The organiser is responsible for the safety of the event.

Event security is covered by many laws and recommendations. When assessing the risks, the target audience of the event, the number of participants, the time, the location and other event specific factors, such as the use of special effects, must be taken into account.

It is recommended to start planning the event security well in advance and it is a good idea to draw up the plans together with the authorities and experts. However, the organiser does not need to be a security professional to execute a safe event.

Safety and Rescue Plan

When planning an event, the organiser must draw up a security plan and attach it to the official public event notification (submitted to the police). A rescue plan is also needed for events with more than 200 participants or events that are otherwise considered risky. The level of risk is determined by, for example, the target audience and the special effects used.

It is particularly important to draw up safety and rescue plans carefully, as they will help to prevent risks and prepare for emergencies. Instructions for dealing with an accident are of paramount importance to both event employees and attendees.

Consumer Safety Act

According to the Consumer Safety Act, the event organiser must comply with the duty of precaution and notification and draw up a safety document if neccesary. 

Duty of Care

The duty of care obliges all event organisers to ensure that the event doesn't endanger anyone’s health or property. The organiser must identify possible dangers of the event and take appropriate measures to prevent them.

The event organiser must ensure that the staff is properly trained and educated on safety issues and  that the tools and equipment used at the event are safe. Subcontractors involved in the implementation of the event must also comply with the duty of care.

The duty of care also requires the event organiser to provide event participants with safety information before and during the event.

The event organiser must also keep record of accidents and so called close-calls during the event. Implementing and maintaining accident records is done in cooperation with the first aid provider.

Security Document

The security document is a written description of how the security of the service is organised by the event organiser. It is primarily the event organiser's own tool, but the security document must be provided to the authorities upon request.

The need for a security document is always considered on a case-by-case basis. A safety document must be prepared before the start of an event if the event involves a significant risk that could endanger someone's safety. The nature of the risk may be related to a large audience (more than 2,000 people) or other specific factors.

If necessary, the safety document can be attached to other safety documents (for example, the rescue plan).

Notification Obligation

The event organiser must immediately notify Tukes of certain accidents or close-calls that occur during an event.

A notification must be submitted at least in cases where there is an accident that 

  • is abnormal or novel
  • resulted in a serious degradation of health
  • is caused by inadequate safety measures or faulty equipment at the event

A report of accidents and the actions taken is submitted to Tukes using a form or by sending a free-form notification by e-mail to kirjaamo@tukes.fi.

Security Officers

The event organiser is responsible for maintaining order and safety during the event and at the same time responsible for hiring security officers if needed. 

The duty of the security officer is to maintain order and security and to prevent crime and accidents in the event or area, or any other area they are assigned to. As a general rule, security officers must have a valid security officer card, but the police may also accept persons who do not have a card as temporary security officers for an individual occasion.

The need for security officers is influenced by, among other things, the number of participants at the event, the time, the target audience and the nature of the event. At least one security officer is always needed to supervise an area where alcohol is sold. The Southwest Finland Police Department determines how many law enforcement officers are needed for each event.

First Aid

The event organiser is responsible for the first aid readiness of the event. The level of first aid readiness depends on the number of participants and the nature of the event. Small and low-risk events may not require a separate first aid team, but first aid supplies must be reserved for the event area.

For large events, there must be one or more first aid teams and, if necessary, a fixed first aid point. The event safety manager acts as a link between the rescue and first aid authorities and prepares alert instructions and a first aid plan with them.

A first aid team can be rented from the Turku branch of the Red Cross, for example. We recommend you to book the first aid well in advance and no later than 3 weeks before the start of the event.

For events involving more than 2,000 participants, a first aid plan must be drawn up and submitted to the Southwest Finland Rescue Department. The plan must be returned no later than two weeks before the event.

Fire Safety

The event space must be approved for conference use. If the event is held in temporary buildings, the use of the location must be agreed upon separarely with building control and the fire and police authorities.

Open Fire

It is forbidden to make an open fire indoors without the permission of the fire authority. If hosting an event outdoors, you should always take into account the weather forecast along with possible forest fire warnings, during which the making of an open fire is prohibited.

Initial Firefighting Equipment

During the event, open access to adequate initial firefighting equipment must be granted at event location. First aid responders and other safety authorities must be able to enter and exit the venue or event location at any given time during the event. The required amount of initial firefighting equipment is determined by the nature of the evenet and in cooperation with authorities.

Building Materials

The fire safety of the materials must be taken into consideration when choosing event structures. Flammable materials must not be used for decoration. Closed ceilings are not permitted indoors, and the the sprinkler systems must be working correctly. 

Emergency Vehicles

For both indoor and outdoor events, measures must be taken to ensure that there is sufficient space for fire trucks and ambulances and that they can reach the event location quickly and easily.

Fireworks

A written notification of a firework display must be made to the Southwest Finland Rescue Department at least two weeks in advance. Fireworks displays organised by professionals, on the other hand, are reported to the Southwest Finland Police Department no later than two weeks before the performance. In addition, a rescue plan must be drawn up for the display.

Insurance

The organiser is responsible for the safety of the audience participating in the event. The activities are supervised by different authorities, but supervision does not rule out the organiser's responsibility in the event of an accident. Some insurance policies are mandatory, some optional.

Liability Insurance

The purpose of a liability insurance is to provide protection against liability for damages. The insurance may, for example, cover damage or loss that are caused by inadequate safety measures, defective structures or equipment. The insurance does not cover damage to the event organiser, its staff or support staff. The police may request a statement of liability insurance when applying for a public event.

Staff Insurance

According to the Accident Insurance Act, the employer must have a valid insurance that covers all employees. It is also recommended that the event organiser gets an accident insurance that covers damage done to the organiser. 

The safety of volunteers and other employees working on a voluntary basis can be covered by a volunteer insurance. This insurance does not apply to employees working for some sort of comensation. Insuring your volunteers isn't mandatory, but it is recommended to agree with them in advance on whether they will work at their own risk or insured.

In addition to liability and personnel insurance, you should consider insuring property and obtaining interruption insurance.