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

In case of a positive Covid-19 infection by a member of your association or an event participant, contact KY Office as soon as possible. The first persons to contact are Nina Pitkänen, Executive Director or Heikki Helaniemi, the Chairman of the Board.

You can find the contact information here: https://ky.fi/contact-us/

The instructions are divided to minimum requirements and recommendations

KY advises all event organizers to follow safe distance and hygiene recommendations given by THL and OKM. These instructions aim to further ensure safety in the student events. 

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. 

As we have decided to further specify our instructions for the event participants and for the event organizers during this time, we will organize more training sessions for event organizers in the upcoming weeks.

 

The training is mandatory for all associations of KY that wish to organize events in the near future (if you are not planning on organizing an event during autumn, you don’t have to participate).

 

At least one person from each association has to participate. The person who completes the training is responsible for sharing the information to the rest of the association.

 

You can pick one of the five possible times to attend:

  • 16.9. 10-11
  • 16.9. 17-18
  • 17.9. 10-11
  • 17.9. 17-18
  • 18.9. 10-11

 

If no one from your organization can attend the training, please contact Executive Director Nina Pitkänen (nina.pitkanen@ky.fi) to discuss alternative ways to get the information.

 

Notice! If you have attended the previous training on 1.9., you can choose to only watch a video where the changes in instructions are explained instead attending the new training.  The video will be sent to you via email. In this case, while filling up the form check the box “supplement video”.

 

The information collected through the form will be used only for the purposes of organizing the training.

 

Sign-up for the training here: https://forms.gle/uYUqLbAXWvw4Vubm8

2. Event organizers must write a plan for organizing events safely and return it no later than five days before the event. Organizers must also fill a form after the event in order to reflect how well the safety arrangements were taken into practice.

To assure the safety of KY’s events, we ask event organizers to write a plan for organizing the event safety, complying with KY’s Instructions for event organizers. A written plan must be drawn up for live events with more than 50 people.

Please fill out the form no later than 5 days before the event. You can write the plan either in Finnish or in English.

Link to the form: https://forms.gle/GhthocZ4tHyqtbvg7

Also, fill out a form in order to reflect how well the safety arrangements were taken into practice.

Link to the form: https://forms.gle/p1WxsKSMfnnznFYc8

3. 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/).

4. Enabling safe distances throughout the event

Event organizers must make sure that it is possible for a participant to maintain safe distances (1-2 metres) 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 also indoors, KY has defined a maximum capacity for all KY premises that are to be followed. The capacities are roughly half of the normal capacity of the premises. 

The maximum number of people allowed in KY’s premises:

Yläkertsi: 50 people

Alakertsi: 100 people

Saha: 120 people

5. 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.

6. 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/).

7. 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.

8. 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 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.

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

  • shouting or singing together in groups indoors,.

3. 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.

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

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.