Event organiser’s guide

Do event attendees need accommodation?

Kuopio has a total of over 2,500 hotel bed spaces. Additionally, there are many hotels and accommodation providers in other parts of Northern Savonia, such as in Tahko. However, organizers of large events should inquire well in advance about the availability of accommodation services for the event period from service providers. It is also important to consider other events taking place simultaneously when assessing accommodation availability.

Information about hotels and accommodation providers can be found at https://www.hellokuopio.fi/majoitus/

For school accommodation, inquiries can be made at the Service Area for Education and Learning.

Contact email: tilavaraukset@kuopio.fi

For camping, the relevant guidelines must be followed. An area intended for accommodating more than 100 people in tents, caravans, or recreational vehicles for up to 14 days is considered a temporary camping area. A notification about the temporary camping area must be submitted to the environmental health services.

Service Area for Urban Environment, environmental health care

Contact email: ymparistoterveys@kuopio.fi

Visit address: Valtuustotalo, Suokatu 42, 70110 Kuopio

SUMMARY

• Inquire about accommodation availability well in advance of the event date. This will allow you to provide information about accommodation services to event attendees.
• Submit a notification about the temporary camping area to environmental health services.

Is cleaning required at the event area or venue?

The event organizer is responsible for keeping the event area clean during the event and immediately after it ends. It’s a good idea to consider cleanliness already during the planning stage to avoid an excessive workload after the event. For example, it’s advisable to designate responsible persons in advance for cleaning during the event and for final cleanup, and for larger events, to hire sufficient staff. Cleanliness is an important part of the event experience, and poor cleanliness or insufficient final cleanup can harm the event’s reputation.

Waste management for the event can, if needed, be ordered from local service providers – see the section on Waste Management.

At sports halls, the event organizer will be charged for cleaning according to the current price list or agreement.

More information:

Email: tilavaraukset@kuopio.fi
Phone: 017 182 550

What documents must be submitted to the rescue authorities?

The event organizer must submit a rescue plan to the rescue services if the event:

• is expected to have at least 200 people present at the same time;

• involves the use of open fire, fireworks, or other pyrotechnic products, or fire- and explosion-hazardous chemicals as special effects;

• includes unusual evacuation arrangements at the event venue; or

• is of such a nature that it poses particular danger to people.

The rescue plan must be submitted to the rescue authorities no later than 14 days before the start of the event.
It is recommended to familiarize yourself with the rescue plan and the related guidelines even if the event does not meet the above criteria, as the plan contains a lot of useful information about organizing a safe event.

Read more about event safety here:

Supervision of public events | Rescue services

Guide to preparing a rescue plan (in Finnish)

The rescue plan template for public events is available in electronic format:
https://www.pelastuslaitokset.fi/julkaisu/pelastussuunnitelmapohja

Event venues must have a pre-prepared rescue plan, which the event organizer must review before the event begins.

SUMMARY

• Submit the rescue plan at least 14 days before the event starts.

• Also submit to the rescue services the safety plan required by the police

What documents must be submitted to the police?

As a general rule, the event organizer must notify the local police of the public event. The notification to the police usually requires attachments of other relevant permits, so the notice should be submitted after other permits have been granted, but no later than 5 days before the event. For larger events, it is recommended to notify the police well in advance.

Read more at: https://poliisi.fi/en/public-events

The police act as the general authority for public events, and they should also receive all other event-related permits, such as:

• the rescue plan,

• permission from the landowner,

• notification of exceptional traffic arrangements,

• Teosto music performance licenses, and

• alcohol serving license.

The safety notification submitted to the police must include:

• a plan for maintaining order and security at the event, and

• the names of the persons responsible for this task.

However, not all public events require notification. If the event is of such a nature that it causes no disturbance to bystanders or the environment, and no special traffic arrangements are needed, it may be exempt. Factors such as the location and small number of attendees may also mean no notification is required.
If you are uncertain, you should contact your local police before submitting the notification.
Please note that processing the safety notification incurs a fee.

Also be aware that gatherings initiated via social media fall under the responsibility of the original sender, and these may be considered permit-requiring public events.

SUMMARY

• Submit other official permits (rescue plan, traffic arrangements, etc.) together with the police notification.

• Notify the police of the event no later than 5 days before it begins.

• For larger events, a detailed safety plan is required, and it is advisable to notify the police at least one month in advance.

Do you need electricity at the event?

Electricity is often not available in event parks or other public areas. For small-scale electricity needs, the recommended option is to use fuel-powered generators or battery power sources, which can be rented from local equipment rental companies.

At some event venues, electricity may be available through electrical cabinets located in the area. Their use is subject to a connection fee and an energy fee based on consumption. This option is suitable if the event has high or long-term electricity demands.

You can inquire about electricity availability at the venue from the property owner or the entity responsible for managing the area.

At the Kuopio Market Square and Harbor Square, there are electricity and water supply points. For more information, contact the market supervisor at +358 44 493 4734.

At Kuopio’s sports facilities and arenas, electricity usage is billed based on individual electricity meters. For more information, contact: tilavaraukset@kuopio.fi

For larger electricity needs, a separate agreement must be made with Kuopion Energia.

• Kuopion Energia
  Email: sahkoliittyma@kuopionenergia.fi
  Phone: +358 20 520 03

SUMMARY

• In event parks or other public areas, the event organizer is usually responsible for providing the necessary electricity.

• Large-scale electricity needs must be arranged separately with Kuopion Energia.

Event Areas and Landowner Permissions in Kuopio

Kuopio offers a variety of areas suitable for different types of events, including parks, local squares, and nature areas. All outdoor events, sales activities, etc., require permission from the landowner or the authority responsible for managing the area.

The landowner can be the city, the state, a private individual, or an organization, and they may have appointed another person or entity to manage the area on their behalf. Therefore, identifying the correct contact for permission is not always straightforward. Below is a list of commonly used areas administered by the City of Kuopio:

Market Square (Kauppatori), Harbor Square (Satamatori), and the New Breakwater Area

More info: https://www.ilovekuopio.fi/fi/in-english

• Event Coordinator:
  Email: jari.piipponen@kuopionkeskus.fi
  Phone: +358 44 373 4887

• Market Sales Spots:
  Email: torivalvoja@kuopionkeskus.fi
  Phone: +358 44 493 4734

Other Outdoor Areas, Parks, and Streets in Kuopio

Permission from the landowner must be requested at least one month before the event. Since many event-related elements such as sales, food service, alcohol licensing, or music performances also require landowner permission, the process is often referred to as applying for an event permit.

Submit inquiries and applications regarding area reservations and landowner permissions as follows:

• Central public areas and parks:
  Email: kunnossapito@kuopio.fi

• Unzoned areas, lakes, long-term land use agreements:
  Email: maaomaisuudenhallintapalvelut@kuopio.fi

• Sports and recreational areas:
  Email: kirjaamo.hyvinvointi@kuopio.fi

You can use Kuopio’s map service to outline and print the proposed event area for the landowner permission process:
http://karttapalvelu.kuopio.fi/
Use orthophotos and include property boundaries and identifiers, if possible.

Event Parks in Kuopio

The city also provides event parks that can be rented for various events.

For small non-commercial events, where the area remains accessible to the public and no special arrangements are required, it is possible to obtain permission from the City of Kuopio free of charge.
However, if the area is enclosed or if the event involves commercial activities, both a processing fee and rental fee will apply.
More info:
https://www.kuopio.fi/en/environment-and-housing/marketplaces-and-sales-points/event-and-advertising-permits/

The landowner – whether public or private – has the right to set conditions or deny the event entirely if the event is not suitable for the location or if other obstacles exist.

Tahko

The Tahko Event Park and various outdoor spaces are available, along with dozens of indoor venues, nearly 9,000 accommodation places, and a high-quality range of services that support events — all within a compact area.

More info on organizing events in Tahko:
https://www.tahko.com/en/meetings-and-groups/group-sales/

As elsewhere, the landowner in Tahko – be it the city, a community, or a private party – may set conditions or prohibit the event if it is not suitable for the location.

SUMMARY

• All outdoor events require permission from the landowner or the area’s managing authority.

• Many aspects of the event content (sales, food, music, etc.) may also require landowner approval, so it’s important to provide complete event details when applying for permission.

How to finance an event?

Organizing an event almost always involves expenses, even for small events run by volunteers. Costs may arise from, for example, refreshments, hiring performers, renting equipment, paying security staff, and permit fees.

An event can be financed through product sales, sponsorships, or partnership agreements. It is also worth checking available grants from foundations, funds, and other potential sources of funding. Don’t forget crowdfunding!

The City of Kuopio can also support event organizers with production grants. These grants can be awarded to alcohol-free, free-of-charge events that are open to everyone. The production grant is partial funding, which means the event must also have other sources of financing. Read more about event grants from the City of Kuopio

The event liability insurance covers personal injury or property damage caused to the public or third parties related to the event, but it does not cover damages to the event organizer, staff, or volunteers. A valid liability insurance policy is often a requirement for obtaining an event permit from the police.

Organizing an event typically involves many people, and accidents may occur during the event. The law requires the event organizer to provide accident insurance for all paid staff members. Insurance for voluntary workers is not mandatory but is strongly recommended.

Various event calendars are published in Kuopio, where event organizers can list their events. Here’s a list of the event calendars in Kuopio.

Open Event Calendars

Hello Kuopio Event Calendar
A free channel for all local event organizers to announce their events. Read detailed instructions here:
https://www.hellokuopio.fi/tapahtumat/tapahtuman-lisaaminen/

Kuopion Seinä Event Calendar
A free event listing channel for community-driven, well-being promoting events. The event must be alcohol-free and non-commercial in nature.
https://www.kuopionseina.fi/

Menoinfo
A public event calendar maintained by Savon Sanomat, covering events across the entire North Savo region. Some events listed on Menoinfo are also published in local newspapers in the area.
https://savonsanomat.menoinfo.fi/#!

Events can also create their own social media pages, which can be shared in local social media groups once permission is granted. Active promotion increases the event’s attractiveness.

Plan and implement your event’s marketing on platforms where your target audience is also present.
Offer enough information in your announcements and encourage people outside your primary target audience to attend as well.

Kuopio City has various media platforms where associations and other non-profit organizations can announce their public events.
Criteria for media display include the event’s relevance, content that supports the city’s branding, or topics that affect most of the city’s residents. Display space is limited to ensure better visibility for each organization and their content. Scheduling and reservations are made on a yearly basis, in order of booking. For more information and instructions, contact Kuopio City’s Marketing and Communications Unit: soile.nevalainen@kuopio.fi

Other outdoor event communication and marketing: See the section on outdoor advertising

Do You Plan to Serve or Sell Food at the Event? How Should Hygiene Be Arranged?

Registered food business operators participating in events must notify the Environmental Health Services of the City of Kuopio no later than four (4) working days before beginning operations in Kuopio.

However, private individuals, hobby groups, or associations do not need to notify the authorities if their food sale or service is occasional and low-risk. Still, proper cold storage and safe food handling must be ensured regardless of the operator.

More information: Foodstuffs – Kuopio

Hygiene at Public Events

Public events can pose health risks due to factors such as event duration, large crowds, infectious diseases, waste, heat, and other disruptions. While no formal notification to Environmental Health Services is currently required for hosting a public event, the organizer must ensure proper hygienic arrangements during the event and may request guidance if necessary.

Useful instructions and contact information can be found on the Environmental Health website. In summer, it is strongly recommended that drinking water points connected to the public water supply network be arranged on-site whenever possible.

Additional Information and Contacts:

Environmental Health Services – Kuopio
Website: https://www.kuopio.fi/en/environment-and-housing/environmental-health/public-events/
Email: ymparistoterveys@kuopio.fi
Phone: +358 17 182 111 (city switchboard)
Office: Valtuustotalo, Suokatu 42, 70110 Kuopio
Mailing Address: P.O. Box 1097, 70111 Kuopio

Planning to Film Movies or Commercials?

If your filming activity draws public attention or affects people’s movement, it is considered a public event and must be treated accordingly. For example, staged performances in public spaces that are being filmed are considered public events. In contrast, filming landscapes or cityscapes typically does not require special permits.

Permission Requirements

• If filming takes place on private land or property, you must obtain permission from the landowner or property manager.

• If filming occurs in a public area and restricts public access or movement (e.g., requires traffic arrangements), you must:

  1. Notify the Construction and maintenance services
     Email: kunnossapito@kuopio.fi
      Phone: +358 17 185 044
      Address: Valtuustotalo, Suokatu 42, 70110 Kuopio

  2. Then notify the local police (for public order and safety considerations)

• If filming takes place in sports or recreational areas, permission must be obtained from the Service Area for Wellbeing Promotion:
  📧 Email: kirjaamo.hyvinvointi@kuopio.fi

General Guidelines

Filming in public spaces is generally permitted in Finland, but filmmakers should be aware of and respect privacy rights and domestic peace laws. Always avoid filming in a way that violates these rights, especially in residential or sensitive areas.

SUMMARY

• Get permission from the landowner or property manager before filming on private property.

• If filming in public areas causes movement restrictions or traffic arrangements, you must notify the City Maintenance Services and the police.

• Respect privacy and domestic peace laws, even when filming in public.

Is First Aid Required at the Event Site?

The event organizer is responsible for ensuring adequate first aid readiness at the event site. The requirements are not strictly defined but depend on the nature and location of the event. However, the Rescue Department has set minimum standards for first aid arrangements based on the number of participants:

Events with 200–2,000 participants:

• A designated first aid coordinator is required.

• This person must have a valid basic first aid course certification.

• Other first aid staff must possess sufficient first aid skills.

• A separate first aid plan is not required; instead, first aid readiness is to be described in the event’s rescue plan.

Events with 2,000–10,000 participants:

• A first aid manager must be appointed.

• The manager must have valid certifications in both basic and advanced first aid courses.

• The manager must have experience in first aid operations at events.

• Other first aid staff must also have adequate skills and event experience.

• A written first aid plan is required and must be attached to the event’s rescue plan.

Events with more than 10,000 participants:

• The first aid organization must include a designated first aid director with:

  • Valid certifications in basic and advanced first aid, or

  • Valid certifications plus relevant healthcare or rescue service training.

• The director must have experience managing first aid in large-scale events.

• A comprehensive written first aid plan must be prepared and included in the rescue plan.

• The first aid plan must be developed in close cooperation with the regional rescue authority and the emergency medical service’s chief physician, to ensure seamless coordination between the event’s first aid team, the rescue department, and emergency services.

Source: https://pelastustoimi.fi/en/online-services/supervision-of-public-events/first-aid-at-public-events

Note: These are minimum requirements. High-risk events—such as those involving extreme sports, remote locations, or water environments—may require more extensive first aid arrangements.

Emergency medical services are provided by the Wellbeing Services County North Savo. Contact information is available here:
https://pelastustoimi.fi/pohjois-savo/palvelut/ensihoito

SUMMARY

• A first aid plan must be submitted at least 14 days before the event, as part of the rescue plan.

• For large public events, the risk assessment and first aid planning should be conducted in close cooperation with:

  • The Wellbeing Services County North Savo, and

  • The Rescue Department.

Are You Planning to Organize a Fire Show or Use Pyrotechnic Effects?

If you plan to organize a fire show or use pyrotechnic effects, you must obtain permission from the owner of the venue or landowner, depending on the location of the event.

In addition, a separate notification must be submitted to the Rescue Department through the electronic service of the Rescue Services:

https://pelastustoimi.fi/en/online-services

Fire shows and the use of special effects at public events are considered professional activities.

You must designate a responsible person for the execution, who has the required qualifications to safely conduct the show or operate the effects.

Learn More:

• About fire show safety and the conditions set by the Rescue Services for conducting shows:
  https://pelastustoimi.fi/en/online-services/supervision-of-public-events/fire-shows

• About the use of special effects at public events and the required qualifications for operators:
  https://pelastustoimi.fi/en/online-services/supervision-of-public-events/special-effects

Are you planning to organize a fireworks display?

Fireworks at events, i.e., public gatherings, are considered fireworks displays and may only be conducted by a professional licensed by the Finnish Safety and Chemicals Agency (TUKES). A separate notification about the fireworks display must always be submitted to the local police department no later than 14 days before the display. In addition, the landowner’s permission is required for the fireworks display, and it is recommended to obtain this when applying for an event permit. Permissions for fireworks displays are generally not granted for market squares or street areas.

Notify the police about a fireworks display

https://poliisi.fi/en/report-firework

Read more about the use of fireworks on TUKES’s website

https://tukes.fi/en/using-fireworks

A notification must be made to the local rescue department for the private use of fireworks outside of New Year’s Eve, no later than five days before using the fireworks. The rescue department’s website provides an electronic form and instructions for submitting the notification. You can find more detailed instructions for private fireworks use here: https://pelastustoimi.fi/en/home-everyday-life/handling-fire/fireworks

SUMMARY

• Obtain the landowner’s permission for the event’s fireworks display. The police must also be notified of the display no later than 14 days before the event.

• Notify the local rescue department of private fireworks use no later than 5 days before using the fireworks.

• The City of Kuopio is not responsible for organizing fireworks displays and does not provide event support grants for fireworks arrangements

Are you planning to use or store flammable liquids, liquefied petroleum gas (LPG), or explosives?

Public events often involve the use of LPG and may also require generators with fuel. The rescue authority provides the following guidance regarding these hazardous chemicals:

The amount of hazardous chemicals classified as dangerous and stored at the event site must be kept as low as possible — only the quantity necessary for the operation may be brought to the site. The event organizer must assess the quantity of hazardous chemicals well in advance and include this information, along with their purpose of use, in the safety plan. The safety plan must also describe the risks associated with the use of these chemicals and the safety measures in place.

The use of hazardous chemicals at public events is considered temporary industrial handling and/or storage of hazardous substances. Handling or storage lasting no more than six months at fairs, exhibitions, or competitions may be considered temporary. If the quantity of hazardous chemicals meets the criteria specified in Section 5 of the Finnish Government Decree on the Supervision of the Handling and Storage of Dangerous Chemicals (685/2015), the activity is subject to notification (at least one month before starting). The combined quantity of all hazardous chemicals is considered when evaluating thresholds. For example, notification is required if:

• 200 kg or more of LPG is used

• 150 kg of LPG and 3000 liters of diesel or light fuel oil are used

• 160 kg of LPG and 2000 liters of diesel or light fuel oil are used

At smaller events where a safety plan is not required, individual gas grills or generators may be used without separate notification to the rescue authority or the need to apply for a permit. However, caution must always be exercised when using LPG and fuel:

• Follow safety data sheets

• Place at least one 6 kg fire extinguisher (efficacy class 34 A 183 BC) and a fire blanket near the place of use or storage

• Storage areas must be marked with signs prohibiting smoking and open flames according to the CLP Regulation

• Prevent unauthorized access to hazardous chemical storage areas

• Store environmentally hazardous liquids in bunded areas, and place sufficient absorbent material nearby

When using LPG, also consider:

• 5–6 kg bottles are recommended (composite cylinders are preferred)

• All bottles at the event site must be connected to devices

• LPG devices must be CE-marked

• Check the condition, fittings, and compliance of LPG hoses before use

• Only devices designed and suitable for indoor use may be used indoors

For more information, contact the local rescue department:

Email: pelastuslaitos@pshyvinvointialue.fi
Phone: +358 17 188 100

SUMMARY

• Exercise special caution when using hazardous chemicals such as LPG and fuels at public events.

• The quantities, purposes, associated risks, and safety measures related to hazardous chemicals must be detailed in the event’s safety plan.

• If the quantities exceed certain limits, a separate notification must be submitted to the local rescue authority at least one month before the event.

An event or gathering is considered a public event when it is open to anyone, either free of charge or by purchasing a ticket. Typical public events include fairs and markets, sports competitions, shows, and celebrations intended for the general public.

Private events are organized exclusively for invited guests or for individuals belonging to a specific group or community, or they are held in a privately owned space—such as one owned by a private person or company—where there may be permanent staff present.

A public meeting, such as a demonstration, is not considered a public event and therefore does not require the same permits, such as landowner permission. However, public meetings must still be notified to the police.

How are goods transported to the event site?

Transporting goods to the event site is often a separate logistical task. Please ensure that any vehicle used for transportation is parked safely during loading and unloading. Driving or even stopping on grassy areas is not permitted, even temporarily, during loading or unloading. Remove the transport vehicle from the event area for the duration of the event unless designated parking spaces are available within the area.

A permit is required for transports longer than 12 meters within the city center area. These permits are issued by the maintenance services of the city’s urban environment service area.

Service Area for Urban Environment maintenance services
Email: kunnossapito@kuopio.fi
Phone: +358 44 718 5425

Special transport permits must be obtained from the ELY Centre. You can find more information and apply via ELY’s online services (in Finnish).

SUMMARY

• Ensure safe parking of the transport vehicle during loading/unloading.

• A permit is required for transports over 12 meters in the city center area.

• Special transport permits are applied for through the ELY Centre.

Are you planning to organize a lottery at your event?

Lotteries and similar prize competitions are classified into several categories based on their nature. Some of these require a permit from the National Police Board. Read more here:

https://poliisi.fi/en/apply-for-lottery-and-money-collection-permit

Small-scale and miniature raffles do not require a permit.

According to the Lotteries Act, a non-profit organization or foundation may organize a goods raffle without a permit if the total sales value of the tickets does not exceed €3,000 and both the ticket sales and prize distribution take place during the same event. The same audience must be present during both the sale and the drawing/distribution of prizes. At longer events, this requirement can be met by pre-drawing the winning tickets and distributing the prizes immediately to winners as they participate.

In some cases, a report (tilitys) must be submitted after the event. A report is required immediately after the lottery ends, unless tickets were sold exclusively to members of the organizing group or organization.

The report must include a lottery record/report form with attachments. The organizer must make the report available for two weeks after it is completed. It must also be stored in accordance with the Accounting Act (1336/1997). If the lottery is organized by a school class or similar study group, a legally responsible adult must ensure the report is available. The report must be stored for one year.

In miniature raffles, the total value of tickets is at most €500 and no reporting is required.

For both small-scale and miniature raffles:

• The total value of prizes must be at least 35% of the total ticket sales value.

• The smallest prize must be at least equal to the price of a single ticket.

• All proceeds must be used for non-profit purposes.

SUMMARY

• Read the Police instructions and apply for a permit if necessary via https://asiointi.poliisi.fi/ or through the Eastern Finland Police Department.

• Submit a lottery report after the event as required by the Accounting Act.

• No report is needed if tickets were sold only among members of the organizing group or in the case of a miniature raffle.

Will the event generate temporary noise?

Temporary noise may occur not only during the event itself, but also during its setup and dismantling phases.

A noise notification is not required if all of the following conditions are met:

• The event is temporary in nature, and the short-term average noise level (e.g., from sound equipment) does not exceed 65 dBA in front of residential buildings or other noise-sensitive locations.

• Sound equipment is directed away from nearby residential buildings or noise-sensitive areas.

• Any noise from the event program or construction occurs only during the following hours:

  • Mon–Fri: 7:00–22:00

  • Sat: 9:00–22:00

  • Sun and public holidays: 12:00–22:00

• The event area is not near sensitive sites such as hospitals, nursing homes, daycare centers, schools, churches, or other similar venues – or the event takes place outside their operating hours.

If any of these conditions are not met, or you are uncertain, you should contact Environmental Protection Services and submit a noise notification. The notification must be made at least 30 days before the event.

Regional environmental protection services
Email: ymparistonsuojelu@kuopio.fi
Address: Valtuustotalo, Suokatu 42, 70110 Kuopio

Example: A performance by an acoustic band or one using low-powered sound equipment usually does not require a noise notification, as long as the performance happens within the permitted hours and there are no sensitive sites nearby. Normal crowd noise at a public event also does not require a notification.

SUMMARY

• Normal crowd noise and short-term sound are generally not subject to notification.

• If the sound is loud, prolonged, or the event is near sensitive locations (e.g., nursing homes or churches), a noise notification is typically required.

• The noise notification must be submitted 30 days before the event if conditions require it.

Do you need outdoor advertising for your event?

Temporary advertising in street areas

The Service Area for Urban Environment  of the City of Kuopio provides temporary advertising space for local events. Requests and applications must be submitted at least 2 weeks before the start of advertising to:
kunnossapito@kuopio.fi

More information: Event and Advertising Permits | Kuopio

Advertising via street-level advertising operators

Advertising on street areas is also possible through dedicated advertising media managed by companies that have long-term contracts with the city. Available locations include:

• JCDecaux Finland Oy – Advertising pillars and bus stop shelters

• Clear Channel Suomi Oy – Bus stop shelter advertising

• Kakkosmedia Oy – Light pole advertising

• Atlas Media Oy – Light pole and bus advertising

• Nilsiän Pallo-Haukat ry – Light pole advertising in Nilsiä

• Mediateko Oy – Digital screens by roadsides

SUMMARY

• Advertising requires the landowner’s permission.

• The City of Kuopio rents advertising spaces to local event organizers.

• Advertising space can also be rented from private advertising operators in the area.

Are you planning to use outdoor candles, light a campfire, or make an open fire?

An open fire includes any use of fire where there is a risk of it spreading to the surroundings through the ground or by sparks. To make an open fire, you must obtain the landowner’s permission. In addition, if the fire is to be used in a public event area, you must consult the local rescue department.

When using an open fire, you must comply with fire safety regulations as set out in the Rescue Act. A sufficient amount of appropriate initial fire extinguishing equipment must be readily available near the fire site.
See fire safety instructions from the rescue services:
https://pelastustoimi.fi/en/home-everyday-life/handling-fire/open-fire

Making open fires is prohibited during grass fire or forest fire warnings. In the city of Kuopio, open fires are also not allowed in central public areas, except in designated fire-making spots.

Small candle lanterns and outdoor candles may be used in public events to create atmosphere, provided they are placed on a non-combustible surface and at a safe distance from walkways. However, even these should be used with caution. We recommend using safer alternatives such as LED candles.

SUMMARY

• Obtain permission from the landowner for any open fire.

• Consult the rescue department if fire is used at a public event.

• Follow grass and forest fire warnings, during which open fires are prohibited

Are you planning to organize a rally, rally sprint, or other speed competition?

This is considered a public event and is subject to all regulations concerning public events. Closing streets within a central town area requires permission from The maintenance services of the Service Area for Urban Environment. Otherwise, the competent authority is the police. A statement/decision from the road authority is required. Speed competitions can be organized by closing public roads to motor vehicles only for passenger cars or motorcycles.

Detailed instructions for applying for an event permit for central areas of Kuopio City can be found here: https://www.kuopio.fi/en/environment-and-housing/marketplaces-and-sales-points/event-and-advertising-permits/.

Other vehicle groups must compete on tracks specifically built for them.

SUMMARY

• Apply for permission to close streets from the City Maintenance Services or the police, depending on the event location.
• The event must have the road authority’s approval.

Is security or surveillance needed at the event?

As a general rule, public events must have designated stewards, some of whom must have valid steward training. Stewards ensure that the event runs smoothly and safely. However, for small-scale, alcohol-free events with no expected security risks, it may not be necessary to appoint stewards.

The number of stewards depends on the expected number of attendees, the nature of the event, and the size or manageability of the event area. The event organizer must include in their notification to the police an estimate of the number of stewards based on the event’s safety plan. The police will assess whether the proposed number and qualifications of stewards are sufficient for the event. A general rule is that high-risk events require one steward per 100 attendees. For low-risk events, one steward per 500 attendees may be sufficient. However, there must always be enough stewards to ensure they can fulfill their duties—for example, opening emergency exits, guiding and assisting people to assembly points. Stewards must be able to promptly intervene in and prevent disruptions.

Surveillance of the event area outside of the official opening hours is considered guarding and must be performed by licensed security companies. Stewards are not allowed to conduct overnight surveillance. If no security guard is present, the organizer cannot effectively intervene in unauthorized activity at the event area outside operating hours.

SUMMARY

• Submit a proposal to the police regarding the number of stewards based on your safety plan.
• Stewards are not allowed to perform overnight surveillance.

Do you intend to serve or sell alcohol at the event?

For the sale and serving of alcoholic beverages with more than 2.8% alcohol at an event, you must first obtain permission from the landowner or the owner of the event venue. In addition to the landowner’s permission, a permit must be obtained from the Regional State Administrative Agency (Aluehallintovirasto) for the sale and serving of alcohol. The event area must be approved as a temporary licensed serving area, and then a notification must be submitted for the actual serving. These permits are subject to a fee, and the estimated processing time is one month. Read more on the website of the Regional State Administrative Agency.

It is advisable to apply for the landowner’s permission for serving alcohol on public areas in Kuopio at the same time as applying for the event permit. This way, the permit application is directed to the correct authority managing the area.

Some event venues in the Kuopio area already have serving rights, which is why indoor events involving alcohol are preferably organized in these venues. Inquire about serving rights at the latest when booking the venue.

SUMMARY

• Apply for the landowner’s permission for serving and selling alcohol in public areas.

• Apply for a permit to serve and sell alcohol from the Regional State Administrative Agency. When using the electronic service, the application will be directed to the appropriate agency, which for the Kuopio area is the Regional State Administrative Agency for Eastern Finland.

Are temporary traffic arrangements needed?

An event may require temporary traffic arrangements, such as street closures, setting traffic lights to flashing mode, temporary parking areas, or other actions affecting traffic zones. Exceptional traffic arrangements always require a permit. In addition, the event organizer must inform and guide affected parties sufficiently about these arrangements. For example, if the traffic changes impact the movement of local residents or public transportation, those parties must also be informed.

If the exceptional traffic arrangements take place on the streets or public areas of the City of Kuopio, the permit must be obtained from The maintenance services of the Service Area for Urban Environment.

The maintenance services of the Service Area for Urban Environment

Service email: kunnossapito@kuopio.fi
Phone: +358 17 185 044

A permit for special measures on public roads (e.g., temporary signs, speed limits, or short one-time road closures under 10 minutes) must be applied for from the ELY Centre. The permit is subject to a fee and should primarily be applied for through the ELY Centre’s online service.

For events that require road closures exceeding 10 minutes on public roads, the permit authority is the police. The road maintenance authority (ELY Centre) may give a statement to the police about the use of public roads.

As a general rule, temporary traffic arrangements should be agreed well in advance between the event organizer and the road authority, i.e., the city’s Maintenance Services of the Urban Environment Services or the ELY Centre. The police can also provide expert advice already during the planning phase. During the event, the police may still make necessary changes, such as closing streets. Based on a police decision, the traffic controllers appointed by the event organizer can be authorized to direct traffic on public roads.

Temporary event guidance signs can be lightweight, white-background boards with the name of the event or symbol, and, if needed, the direction and distance. Official traffic signs can also be rented from local equipment rental companies. Place signs informing about exceptional traffic arrangements so that those moving in the area can anticipate changes caused by the event in time and avoid unnecessary travel through the area. Also ensure that the temporary arrangements do not impair accessibility in the area, such as for visually impaired individuals.

The event organizer must ensure that the emergency access routes to surrounding areas and buildings remain accessible throughout the public event.

SUMMARY

• Apply for a permit for special measures or road closures from The maintenance services of the Service Area for Urban Environment, the ELY Centre, or the police, depending on the location and extent of the arrangements.

Do you need tents, stage structures or other temporary constructions for your event?

Events often require small weather shelters or a performance stage. A temporary structure that remains in place for no more than two weeks does not require a permit from the building control authority. Small tent canopies or platforms also do not require a permit or inspection, but their placement must be reported when applying for the event permit. Even small structures must not be anchored to the ground, trees, or existing structures. It is recommended to use so-called surface weights to secure the structures.

The event organizer is always responsible for the safety of temporary event structures, stages, and larger tents. Even if a building permit is not required, the structure must comply with legal requirements applicable to such constructions. The event organizer must provide a certificate signed by a responsible person (construction professional or manufacturer of the structure) stating that the short-term structure meets the requirements of the Finnish Building Code in terms of structural durability (e.g., audience loads, wind loads) and safety (e.g., escape routes, railings, fire extinguishing equipment). This certificate must be presented to the inspecting authority upon request.

For temporary structures that remain in place for more than two weeks, a permit from the building control authority is always required. This permit is applied for through the Building Supervision Services of the Urban Environment Services.

Building Control Services of Urban Environment

Service email: rakennusvalvonta@kuopio.fi
Phone: +358 17 185 174

The permit decision must be submitted to the permit authorities as an appendix to the safety and rescue plan.

The building control authority inspects the temporary structures before they are taken into use. The event organizer must appoint a responsible person (construction professional) who requests an inspection from the building control authority before the structures are put into use.

After the event, all buildings and structures must be removed immediately and the event area cleaned. Any damaged or soiled streets or other event areas must be repaired and cleaned without delay.

SUMMARY

• A permit from the building control authority is required for temporary structures that remain in place for more than two weeks.
  The event organizer is responsible for the safety of structures brought to the event area.
• A certificate of compliance and safety for larger event structures must be presented to the inspecting authority.

The Our Kuopio Festival is an annual celebration for all residents of Kuopio, consisting of numerous smaller events. The main event takes place in August, but pop-up events that are part of the festival can be organized throughout the year. The Meidän Kuopio Festival offers a great opportunity even for less experienced event organizers to create and test their own event concepts. The festival makes it easier to network with other organizers, reach a wider audience, and benefit from coordination support provided by City of Kuopio staff.

Read more on the Our Kuopio Festival website.

Do you intend to sell tobacco products at the event?

The serving and sales of tobacco products in public areas are subject to a permit from the landowner. The permission only applies to the possession of the land, not to its detailed use, for which other official permits or notices may be required.

Retail sale of tobacco products is subject to a licence. Tobacco products may only be sold by a trader with a retail licence issued by the municipality where the tobacco products are sold. A retail licence is also a precondition for purchasing tobacco products from wholesale for retail use.

Retail licence applications can be submitted electronically or in writing. It is recommended that the application be submitted electronically. You can find the application form and related instructions on the website of the National Supervisory Authority for Welfare and Health (Valvira). The electronic application is automatically directed to the retail licence register and the municipality where the tobacco sales point is to be located. We recommend you use the electronic application, as it will provide the wholesaler up-to-date information on the granted retail licence.

Retail licence applications must be submitted well in advance before the start of selling. The processing period for a tobacco retail licence application under the Tobacco Act (549/2016) is 40 days.

The municipality will charge a fee for granting the permit and for the future supervision of sales in accordance with the approved rates.

Smoking is prohibited under the canopies and in the stands of outdoor public events and in other facilities intended for watching the event where participants are staying.

For more information:

Service Area for Urban Environment, environmental health care
E-mail: ymparistoterveys@kuopio.fi
Visiting address: City Council building, Suokatu 42, 70110 Kuopio

With regard to the points of sale, the organiser may be responsible for the use of liquid gas equipment in accordance with regulations. Alternatively, the organiser will provide detailed instructions on what the user of liquid gas equipment should take into account. The instructions can be prepared together with the rescue department.

SUMMARY

• • Apply for a landowner’s permit for selling tobacco products in a public place.

How is audience transportation to and from the event site arranged?

Notify Kuopio Region Public Transport of major events (at least 1,000 participants):
Service email: kaupunkiymparisto@kuopio.fi
Phone: +358 17 185 044
Visiting address: Valtuustotalo, Suokatu 42, 70110 Kuopio

Notify VR (Finnish Railways) of major events (at least 8,000 participants):
Phone: +358 307 10 0307 10 (VR switchboard)

Also notify Kuopio Taxis of major events.

SUMMARY

• Notify Kuopio Region Public Transport, VR, and Kuopio Taxis of major events.

Will Waste Be Generated at the Event?

The event organizer is responsible for keeping the event area clean during and immediately after the event. Even in smaller events that include, for example, food service, waste may be generated — and the organizer is responsible for cleaning it up and removing it.

Waste must not be placed in public trash bins located in or near the event area.

For Larger Events:

In larger events that are partially funded by the City of Kuopio, maintenance services can be ordered from, for example:

Mestar Kuopio Oy
Email: info@mestar.fi
Phone: 017 185 750
Address: Varikkokatu 2, 70620 Kuopio

Waste management services (such as waste bins and their removal) can be arranged through private companies or the municipal waste company:

Jätekukko Oy
Email: asiakaspalvelu@jatekukko.fi
Phone: 017 368 0152
Jätekukko Oy Website

For events lasting more than two days, the organizer must prepare a written waste management plan, which must be presented to the authorities upon request.

SUMMARY:

• The event organizer is responsible for all waste management.

• For larger events, it is advisable to contract a professional waste management provider.

• Events lasting more than two days require a written waste management plan.

Do you need water at your event?

In outdoor events, tap water is generally not available, with the exception of the Market Square and Harbour Market, where electricity and water points are provided.

More information:

Market Supervisor
Email: torivalvoja@kuopionkeskus.fi
Phone: +358 44 493 4734

At outdoor events, the event organizer is responsible for bringing the necessary amount of water to the event site.

In event venues provided by the City of Kuopio, normal water usage is included in the venue rental.