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

Updated 23.11.2020

Event organizing instructions were updated. Gatherings with more than 10 people are not allowed in KY’s premises.

KY  recommends wearing face masks in KY’s premises, and in situations where there is not possible to maintain safe distances.

KY Office will be closed and service hours cancelled until further notice. If you need any service please contact us via email at palvelu@ky.fi. You can also find our contact information from ky.fi/contact. 

Organizing events during the Covid-19 pandemic

KY strongly recommends event organizers to hold all gatherings remotely. KY’s premises should only be reserved in essential cases, for example where the continuity of the association is at stake. 

The maximum capacity for KY’s premises is 10 people and the reservable premises are open daily from 8 am to 22 pm. All events must comply with the safety regulations given by the Finnish authorities.

From below you can find instructions how to organize events safely during the Covid-19 pandemic.

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. 

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. 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:

  • To enable safe distances indoors, KY has defined a maximum capacity of 10 persons for all KY Premises that are to be followed
  • 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.

Updated 19.10.2020

Event organizing instructions were updated. KY does not recommend organizing events for more than 50 people.

The regulations regarding KY’s premises will stay the same; the maximum capacity for each space is 50 people and the reservations can only be made until 22:00. In events for more than 20 people, it is recommended that all participants wear masks. 

 At the moment Helsinki and Uusimaa are considered to be at an acceleration phase. If the situation changes and Uusimaa will transfer to a spreading phase, KY’s premises will be closed.

KY will also limit its service hours to one day per week. From Monday the 19th of October onwards, the new service hours are on Tuesdays from 15 to 17.