Updated 1.12.2020.
In the light of the evolving pandemic situation, KY have decided to close all KY premises 2.12.2020-11.1.2021. 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.
In the light of the evolving pandemic situation, all KY premises are closed until end of March (31.3.2021). 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.
As many associations are choosing new member’s for the year 2020, instructions on how to reserve van, return and retrieve keys at this time has been send to event organizers. If you have not gotten the instructions, please contact palvelu@ky.fi.
After it is safe to organize event again, you see below our instructions how to organize events safely during the Covid-19 pandemic.
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:
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.
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.
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:
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
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/).
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:
Food and beverages are served in a hygienic manner. In practice this means:
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/).
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.
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:
Following the recommendations is not compulsory, but it is highly urged.
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.
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.
This is to make the contact tracing and contacting potentially exposed people as efficient and quick as possible.
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.
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: