A safety plan must be delivered to the police along with the notice of a public event. Generally it is also either mandatory or recommended to submit an emergency plan to the rescue services. (See below for further details.)
The plans can also be combined as long as the plan addresses all the items required by both authorities. A well-drafted safety and emergency plan also serves as a checklist for the event organiser that makes it easier to go through the safety-related issues.
If external third party operators are involved in organising activities at the event, their safety and emergency plans must be included in the plans that cover the whole event. The event organiser bears the responsibility for all activities and operations at the event, even if a service or an operation (such as fireworks) is organised by a third party.
For the safety of the event, a plan that includes a report on the nature of the event, risks involved and measures to mitigate them, maintenance of order at the venue, and the contact information of the people responsible for the safety at the event must be drafted. The safety plan must be submitted to the police as an attachment to the notice of a public event.
Even if the police do not require a notice of a public event, the event organiser must consider safety at the event, keeping in mind that accidents can happen even at the smallest events.
The emergency plan for the event must be submitted to the Tampere Region Rescue Department at least 14 days in advance of the event (firstname.lastname@example.org). The rescue plan must include a comprehensive description of the risks involved in the event and the related rescue activities, instructions and procedures, as well as contact information. A dedicated head of safety must be appointed for major events.
If the venue has its own emergency plan that does not cover the event in question, the event organiser must draft an emergency plan for the event. The existing plan can be included in the emergency plan for the event.
A separate first aid plan can be drafted and included in the emergency plan, particularly in the case of major events and events that involve risks. The event head of safety drafts the plan in collaboration with the emergency care personnel from the relevant hospital district. If there is a fireworks display or some other event that requires a separate emergency plan, it must be submitted separately or included in the emergency plan for the main event.
If the event takes place on a lakeside or near another body of water, make sure to organise surface water rescue for the event. The level of operation and necessary resources will be agreed upon in collaboration with the rescue service. Make sure that the rescue units have free access to any high-risk zones. You may also wish to have security stewards patrol the risk zones.
In addition to drafting an emergency plan, the event organiser must make sure that everyone involved in the organisation of the event, the personnel and volunteers follow it in practice. Go through the plan in a staff training or info meeting.
“Make sure that emergency vehicles have free access to and enough space to operate in the event area.” Tampere Region Rescue Department
An emergency plan must be drafted if the following conditions are met:
(Rescue Act 379/2011, section 16)
A safety and emergency plan should include the following information:
For further information on the following points in English, please contact the Visit Tampere Event Services team.
A safety document according to the Consumer Safety Act must be drafted if the event may pose particular risks to the participants or outsiders. A safety document must be drafted for events with a large number of participants, that are organised in the immediate vicinity of a beach or another body of water, or that involve activities that the guests can participate in. Any subcontractors must submit safety documents to the event organiser for the programme services they provide as part of the event. Separate safety documents are required for pony riding and other riding services, bouncy castles, tattooing, bungee jumping and climbing services, for example.
The safety document should be drafted well in advance of the event. The safety document can be included in the emergency plan, for example, as long as it addresses the consumer safety aspect and other issues required of a safety document, such as:
It is not necessary to submit safety document to TUKES in advance. However, any serious accidents and near misses at an event must be reported to TUKES.
For more information on the safety document, see the TUKES website.
Remember other safety-related permits and licences, such as: