Instructions for KY’s event organizers during the Covid-19 pandemic

Organizing events during the Covid-19 pandemic

In the light of the evolving pandemic situation, all KY premises are closed until end of March (2.5.2021). The KY Office will move all possible functions to a remote format and recommends all associations to do the same.

Since, KY Office will be closed, service hours cancelled until further notice. In urgent matters, please contact the member services via email at palvelu@ky.fi. You can also find the contact information here.

After it is safe to organize event again, you see below our instructions how to organize events safely during the Covid-19 pandemic.

Reserving Saha to arrange remote events

Associations have an opportunity to reserve Saha as a point of support for organizing remote events. This opportunity applies to public events for the KY community organized by associations.

Please fill out the form as early as possible and include as much information about the event and your needs as possible so we’re able to organize the possibility of picking up the keys etc. The deadline for the application form is 1 week prior to the event, so we have enough time to go over each application separately. After reviewing the application, we will be in contact with the person in charge via email or phone.

Due to the coronavirus situation, you will need to be able to name everyone who has been in the space during the event, to make contact-tracing as easy as possible. This application form is used as long as KY’s spaces are closed.

The instructions for reserving Saha:

  1. Reserve Saha from resource calendar (RK)
  2. Fill out the form “Application form to book Saha in order to organize online events”. Your application will be accepted or rejected.
  3. Be in touch if you need someone to open the doors for you. Saha as well as the room where the tech is located (between the kitchen and stage) are locked.

Streaming setup at Saha

KY provides streaming setup at Saha for event organisers. The setup includes:

  • camera that can be connected to a laptop
  • microphones
  • a portable screen that allows the people on stage to see what they are doing

The instructions for using the setup are on progress.

[updated 19.3.2021]

Application form to book Saha

The instructions are divided to minimum requirements and recommendations

In order to organize an event as an association operating under KY, the minimum requirements must be met. Following the recommendations is not compulsory but it is highly urged.

If you have any questions regarding our instructions or need help in organizing events during the pandemic, please do not hesitate to contact the KY Office. Our contact details can be found here.

Minimum requirements

In order to organize an event as an association operating under KY, the minimum requirements must be met. The minimum requirements apply both indoors and outdoors.

1. All the associations that wish to organize events at KY Premises must complete “Organizing events at KY Premises during the Covid-19 pandemic” -training. 

2. Enabling hand hygiene throughout the event 

  • Washing hands is possible throughout the event and/or
  • Hand sanitizer is provided throughout the event.
  • Put extra emphasis on hygiene in the event space (for example, door handles, extra effort on service counters etc.)

Organizers have to primarily acquire hand sanitizers by themselves. If you have financial difficulties to provide hygiene equipment, please contact KY Office (https://ky.fi/contact-us/).

3. Enabling safe distances throughout the event

Event organizers must make sure that it is possible for a participant to maintain safe distances (1-2 meters) throughout the event, especially when seated. Event organizers must also make sure that tight crowds or crowded queuing situations do not take place throughout the event.

To enable safe distances throughout the event, KY has decided on restrictions to KY Premises:

  • All KY’s premises are closed until 2.5.2021. The KY Office will move all possible functions to a remote format and recommends all associations to do the same.
    Since, KY Office will be closed, service hours cancelled until further notice. In urgent matters, please contact the member services via email at palvelu@ky.fi. You can also find the contact information here.
  • Extended reservations for premises will not be approved. This means that KY’s spaces can only be reserved between 8 am and 10 pm.

4. Activities that increase the risk of droplet infection should be reduced to a minimum, such as:

  • group exercises or drinking games that include close contact or shared equipment without the possibility of sanitizing in between.

5. Food and beverages are served in a hygienic manner

Food and beverages are served in a hygienic manner. In practice this means:

  • Food or beverages are not on display (no serving in the form of a buffet).
  • Food and beverages are served directly to the participant (participants should not take any food or beverages by themselves). This applies also to closed containers, such as cans etc. 
  • Waiters are to wear safety gloves and masks at all times when dealing with food and beverages.

Organizers have to primarily acquire safety gloves and masks by themselves. If you have financial difficulties to provide hygiene equipment, please contact KY Office (https://ky.fi/contact-us/).

6. The contact information of the association or person in charge is available for the participants

In order to trace the possible chains of infection, the contact information of the association or person in charge is to be available for the participants. This could be done, for example, by mentioning the chairman’s contact information in the event text. This enables the participants to inform the organizer quickly, if they should develop Covid-19 symptoms after the event.

7. There is a plan to contact the participants effectively in case of an infection

To avoid crowded spaces and queuing situations, pre-sign up must be compulsory. The easiest way to contact participants if needed is to collect their contact information, through registration form as they sign up for the event.

While collecting participants’ contact information, remember GDPR guidelines:

  • Tell why you are collecting their contact information.
  • You can use the information only for this purpose.
  • Delete information after a suitable amount of time (normally about one month after the event).

Recommendations

Following the recommendations is not compulsory, but it is highly urged.

1. We recommend the use of face masks in KY’s premises and in all public spaces.

After following the recommendations published by HUS and what’s currently being discussed by the City of Helsinki, KY recommends the use of face masks in its premises for all events and public spaces.

2. We do not recommend excessive use of alcohol

We encourage you to also organize completely alcohol free events since consuming alcohol increases the risk of droplet infection and otherwise incautious behavior. If alcohol is served at the event, we strongly recommend moderate use of alcohol to minimize the risk of droplet infection.

3. Activities that increase the risk of droplet infection should be reduced to a minimum, such as:

  • shouting or singing together in groups indoors,.

4. Encourage your event’s participants to download the Koronavilkku App

This is to make the contact tracing and contacting potentially exposed people as efficient and quick as possible.

5. Put extra effort on enabling participating remotely and organizing remote events altogether

We have collected some tips for you on how to organise events remotely.

See them here (https://ky.fi/tips-for-organizing-events-remotely/)

If you have any questions regarding our instructions or need help in organizing events during the pandemic, please do not hesitate to contact the KY Office. Our contact details can be found here.

Sanctions for violating minimum requirements

At KY, we have great trust and belief in our associations that they will comply with these requirements and recommendations. Our goal with these documents is to help event organizers to understand the current pandemic situation better and take safety into consideration in event organizing. KY does not wish to intervene with its associations activities.

However, if it comes to our attention that the minimum requirements have been disregarded during an event, sanctions can be placed on the organizing party. The point of the sanctions is to remind all event organizers that the minimum requirements are important and we want to make the sanctions clear in case of violations.

We urge event organizers to contact KY Office in case there are any infractions of the minimum requirements. We encourage open dialogue rather than giving out sanctions.

The sanctions are the following:

  • Warning and/or feedback discussion
    • In case of a small violation that is due to negligence.
  • Temporary ban on reservation of premises
    • Continuous violation of minimum requirements or gross negligence. The length of the ban is decided by the Executive Director.
  • Ban to have keys to KY’s premises
    • Organizing party continues to violate the minimum requirements after a temporary ban and/or the complete disregard of the minimum requirements.