TAPAHTUMAKOULUTUS Event safety First off Im the event

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TAPAHTUMAKOULUTUS Event safety

TAPAHTUMAKOULUTUS Event safety

First off • I’m the event coordinator in my organisation. • I’m not the

First off • I’m the event coordinator in my organisation. • I’m not the event coordinator, but my duties include event organisation. • I’m a novice event organiser. • I’m an experienced event organiser.

Objectives of the workshop • Give the participants information, ideas and tools to develop

Objectives of the workshop • Give the participants information, ideas and tools to develop the safety of their events • Discuss the risks of student events and how to prepare for them

Topics of the workshop Student events and safety Event safety and communication Event safety

Topics of the workshop Student events and safety Event safety and communication Event safety in practice: physical and social safety

It gets better! • The topics of the workshop may seem difficult or complicated,

It gets better! • The topics of the workshop may seem difficult or complicated, but it gets better! • Event safety can be perfected all in one go – but it can also be improved step by step. The most important thing is to acknowledge safety in your events. • It’s better to be prepared and ask for advice from the authorities as soon as something comes up. • Many things are probably already in excellent order, so talk about your achievements and share best practices!

Student events and safety

Student events and safety

Exercise • When and why do you think about event safety?

Exercise • When and why do you think about event safety?

Student events and safety • This workshop concentrates on student events • Student event

Student events and safety • This workshop concentrates on student events • Student event = an event organised by students mainly for other students • Events don’t necessarily meet the criteria for a public event • Focus: how to make events safe for the participants • A brief overview of the relevant laws and regulations

What are your thoughts on these statements? • A person participating in an event

What are your thoughts on these statements? • A person participating in an event organised by students is responsible for their own safety • Things happen when people are drunk, there is nothing you can do about it • You should never in any circumstances call the police or an ambulance in a student party

How can you promote safety at student events? • Make sure that the event

How can you promote safety at student events? • Make sure that the event has rules. • Assign clear responsibilities to each organiser. • Make sure all event organisers know what they are doing and are proactive and bold.

Are you familiar with these laws? • Assembly Act • Rescue Act • Government

Are you familiar with these laws? • Assembly Act • Rescue Act • Government Decree on Rescue Services • Land Use and Building Decree • Consumer Safety Act • Environmental Protection Act • Waste Act • Alcohol Act

Nature of the event 1/2 • Private or public event? • 20– 200 people

Nature of the event 1/2 • Private or public event? • 20– 200 people -> limits of a public event • Public meeting (Assembly Act 2§) – a demonstration or other assembly, open for participation or observation also to persons who have not been expressly invited to it • Public event (Assembly Act 2§) – amusements, contests, performances and other comparable events that are open to the public • In general, an event is public when participating doesn’t require an express invitation or belonging to a certain community. • Regulations concerning public events are sometimes applied to private events – e. g. if the city or the venue requires it even if the event doesn’t fulfill the criteria of being public.

Nature of the event • You don’t need to notify the local police of

Nature of the event • You don’t need to notify the local police of your event if • the number of participants (less than 200) • the nature of the event • the venue • …do not require any measures to be taken • to maintain order and safety • to prevent inconvenience to bystanders or damage to the environment • to accomplish special traffic arrangements • I. e. more than 200 participants, an entrance fee, affects the environment -> public event

Local specialities • Check if there any special instructions by your local police or

Local specialities • Check if there any special instructions by your local police or your city • When organising a bigger event, check if there any special instructions by your local police or your city concerning that • Most cities have guidelines for event organisers and advice on permits on their website

Event safety and communication

Event safety and communication

Event safety provokes discussion • “If student events are private events, why should we

Event safety provokes discussion • “If student events are private events, why should we talk about them? ” • Nowadays more attention is paid to event safety • Participants expect proper organisation and a safe event • People besides students notice student events • Student events are not separate from the surrounding society and culture

Importance of communication • Event communication affects safety a great deal • Communicating to

Importance of communication • Event communication affects safety a great deal • Communicating to the participants and organisers – who to contact, what to do in a dangerous situation etc. • Informing the participants about the rules and principles • Enables receiving feedback • Crisis communication – is there a communication plan, is there an action plan for crisis communication? • Not communicating is never the answer

Be prepared to stop the event if needed!

Be prepared to stop the event if needed!

Worst case scenario • The worst or the most probable thing to go wrong

Worst case scenario • The worst or the most probable thing to go wrong in the event goes wrong • Come up with 1– 2 things that go wrong in the example scenarios • Then, come up with at least three reasons for things going wrong • Finally, come up with at least five measures that would have prevented the disaster

1) Academic dinner party gone awry • An academic dinner party at a venue

1) Academic dinner party gone awry • An academic dinner party at a venue other than a restaurant • Number of participants: 70 + staff of 10 • Food ordered from catering, waiters serve the participants • In addition to the normal pours with the meal, you can have additional pours or buy drinks – not bring your own bottle

2) Shrove Tuesday went straight to… • Shrove Tuesday event, programme includes sledging and

2) Shrove Tuesday went straight to… • Shrove Tuesday event, programme includes sledging and a price for the best sledge • At a public city park with a hill and some trees • Tents, stands, gas grills • Approximate number of participants: 400

3) Initiate the freshers • Fresher event in the autumn • Control points around

3) Initiate the freshers • Fresher event in the autumn • Control points around the city, afterparty in a restaurant • Approximate number of participants: 800 in teams of 4 – 10 • No drinking at the control points, but the teams may hydrate themselves freely between them

4) Into the woods • Trying out sports: orienteering the woods • Location: the

4) Into the woods • Trying out sports: orienteering the woods • Location: the local woods, tried and tested and deemed suitable for adventures • Approximate number of participants: 30, of which 15 international students, 4 organisers/leaders • In October during the day/afternoon

5) A series of unfortunate remote events • Remote event of a student association

5) A series of unfortunate remote events • Remote event of a student association intended for its members and those interested in the association's activities • Using Zoom as a platform • Early evening/evening • Only some planned programme, mostly hanging out

Aina sattuu ja tapahtuu… • There’s always something… • …but don’t fret: proper planning

Aina sattuu ja tapahtuu… • There’s always something… • …but don’t fret: proper planning can prevent problems • “Prepare and prevent, don’t repair and repent” • If everything is well-organised, nobody has to stress out at the event and things go smoothly • “The best thing is when nothing happens. ” • -Every steward ever

Event safety in practice: physical and social safety

Event safety in practice: physical and social safety

Safety in practice • Physical safety: things, items, physical risk factors • Make a

Safety in practice • Physical safety: things, items, physical risk factors • Make a safety plan even if it’s not required, so you will have practices and responsibilities in writing • Safe venue – avoid accidents • Acquaint yourself with the venue – take the so-called safety walk • Consider signs and information for the participants • Access control

Physical safety: special features of big events • Permits, plans and notifications • There

Physical safety: special features of big events • Permits, plans and notifications • There are good checklists by cities and local rescue departments • Rescue plan • First aid plan – DIY or bought service • Stewarding • If needed, are they certified, not certified or a bought service? • How to arrange fast communication is a problem situation? • Hygiene and cleaning • Insurances • People, objects

Risks you should prepare for • Access control fails: participants stray to the backstage,

Risks you should prepare for • Access control fails: participants stray to the backstage, too many participants, unauthorised participants, wrong door locked etc. • There is a fight, and nobody knows how to handle it • Something breaks or there is some other accident • A participant goes missing (passes out under the stage, locks themselves into the bathroom, strays into the woods etc. ) • Someone has a medical emergency • Environmental threat: weather conditions, the event’s effect on the environment • Someone loses their possessions • All the by-products of substance use

Should we have insurance? • Liability insurance for personal injury or material damage at

Should we have insurance? • Liability insurance for personal injury or material damage at the event • Accident insurance for participants • Insurance for voluntary workers • Liability insurance for event organisers • Finnish Student Sports Federation (OLL) offers insurance for sports events for free

How do you, the organiser, act in these situations? • At the venue, you

How do you, the organiser, act in these situations? • At the venue, you notice that there are piles of chairs and tables in front of the only emergency exit from the space blocking the way to the exit. • During the event, you notice that one of the participants is so intoxicated that they can’t take care of themselves. • At the event, one of the participants is hurt and has massive bleeding from a deep open wound in their hand. There is a first aid kit in the premises, but nobody in the organising team knows first aid.

Social safety 1/2 • Social safety = immaterial safety – behaviour, rules, structures •

Social safety 1/2 • Social safety = immaterial safety – behaviour, rules, structures • Avoid generating situations where someone feels unsafe or unwanted -> inclusion • The organising party and its representatives are especially responsible: how do the organisers act at the event? How is the organisation’s board represented? • Basics: do not tolerate discrimination, bullying or other inappropriate behaviour. Say so explicitly in the event communication • Avoid event themes that may be discriminating

Social safety 2/2 • The principles of safe space Rules in which you clearly

Social safety 2/2 • The principles of safe space Rules in which you clearly state that you want the space to be safe and how people should behave in the space • Contact people Who to contact if something happens or you want to talk to someone? It’s good to have harassment contact people of different genders • Structures and processes Do you ask for feedback, can participants tell someone about their observations or problems during or after the event? What to do if something happens, where can you get help or advice?

Social safety: special features of big events • Everything is bigger at big events

Social safety: special features of big events • Everything is bigger at big events • Number of harassment contact people, their availability, and the place to discuss what happened • Maintaining rules and principles, cooperation with the stewards • Intervening when a violation is noticed • Diverse participants, whose needs should be met in a short notice

Risks you should prepare for • Nobody read the dinner party song booklet and

Risks you should prepare for • Nobody read the dinner party song booklet and now everyone is singing something offensive and inappropriate • Someone is photographed without their consent • A participant is being bullied at the event • Verbal harassment, e. g. commenting on the participants’ appearance at the event or in social media • Sexual harassment, feeling up, pawing • All the by-products of substance use

Safe remote events • The risk of physical threats is very low because participants

Safe remote events • The risk of physical threats is very low because participants are not physically present • Measures to support social safety also work for remote events (rules, support persons) • Technological competence becomes important: can the organiser use the platform of their choice? How are problems dealt with? What about data security?

How do you, the organiser, act in these situations? 1. You witness or are

How do you, the organiser, act in these situations? 1. You witness or are told that some participants are telling offensive jokes about another participant. 2. Someone asks whethere is a harassment contact person at the event in the comments of the event’s social media advertisement. You have never had a harassment contact person anywhere. 3. A person from the student organisation organising the event breaks the rules (e. g. smokes wherever they like, litters, invites their friends to a members-only event) and says that the rules don’t apply to them because they are a member of the student organisation’s board.

Summary • Decide who in the organiser team is responsible for safety • Acquaint

Summary • Decide who in the organiser team is responsible for safety • Acquaint yourself with the venue beforehand make sure that everything is as it should • Assess the most probable safety risks and take preemptive measures • Be vigilant, be present • Be prepared to stop the event if the safety of the participants is at risk!

Read more • Your city’s guidelines for organising events • Finlex – up-to-date legislative

Read more • Your city’s guidelines for organising events • Finlex – up-to-date legislative information • Examples for rescue plans, first aid plans and other safety plans can be found on cities’ and rescue departments’ websites • Theseus. fi – search with the terms ”event” and ”safety” • Hirvonen, Tiina 2011: Riskien arviointityökalu yleisötilaisuuksiin (Risk assessment tool for public events, a thesis in Finnish)

Read more • An example of the principles of safe space: University of Helsinki

Read more • An example of the principles of safe space: University of Helsinki Guidance Corner principles for a safer space • Harassment contact person training can be inquired from e. g. the Finnish National Youth Council Allianssi – inexpensive training, also as quality streaming • An example of ground rules for event organising laid down by the student community: University of Vaasa Student Union (PDF in Finnish)

KUPLA – Students reforming substance use culture • This training is produced by EHYT

KUPLA – Students reforming substance use culture • This training is produced by EHYT ry’s and Nyyti ry’s joint project KUPLA – Students reforming substance use culture. The project ran in 2018 -2020 • Project’s partner organisations were SYL, SAMOK, OLL and FSHS. • This work is licenced with Creative Commons Attribution 4. 0 International – licence. To view a copy of this license, visit Creative Commons • This training may be used, shared and edited freely, as long as KUPLA is mentioned as the original author. • Other material by KUPLA project can be found at EHYT ry’s web pages, www. ehyt. fi