JYY`s event instructions for fall 2021

The Student Union of the University of Jyväskylä compiled these guidelines for organizations and partners to implement and participate in the events in fall 2021. 

Follow the recommendations and instructions of the authorities 

These guidelines take into account the current (Sept 15) guidelines and recommendations of the University of Jyväskylä (JYU), the Regional State Administrative Agency (AVI), the National Institute for Health and Welfare (THL), the Central Finland Hospital District (KSSHP), the Ministry of Education and Culture (OKM) and the city of Jyväskylä. The instructions will be updated as the situation changes. Currently authorities will issue instructions and recommendations for the implementation of the events. 

A safe working and study environment is formed by the responsible and safe activities of each of us. Take care of your safety. These guidelines and recommendations are intended to protect the health of all. Therefore, we recommend that everyone follow them. 

These guidelines have been compiled by Laura Partamies, an event producer at the University of Jyväskylä Student Union, and Akseli Ekola, the government’s cultural manager, who can be asked for more information. 

Current recommendations 

The regional government agencies issue regulations on the organization of public events and general meetings in accordance with the Communicable Diseases Act.

The Regional State Administrative Agency of Western and Inner Finland will not continue the restrictions on assembly (the current restrictions are valid until 9 September). However customer and business premises as well as event organizers have to make sure that general hygiene requirements are obeyed. This includes instructing customers on corona-safe practices, arrange for customers to stay as spacious as possible and enhance surface cleaning. In other words, at public events, the organizer still has a duty to ensure that the above requirements are met.

Each individual’s own responsible action is still key. Municipalities, the Regional State Administrative Agency and the police monitor compliance with the above-mentioned obligations and restrictions provided for in the Communicable Diseases Act. Municipalities may issue restriction in accordance with the Infectious Diseases Act in their own territory that can effect events and gatherings. The City of Jyväskylä still strongly recommends the use of masks in public spaces, emphasizes the importance of hand hygiene and safety intervals, and recommends carefully considering which events / gatherings to attend.

The restrictions on restaurants and bars are regulated separately in section 58 a of the Infectious Diseases Act, where the restrictions described are specified and relaxed by regulations. These applicable restaurant restrictions must also be followed at public events held at the restaurant. Always check with the venue manager or authority for the special features of the event. 

Now that the assembly restrictions have been lifted, approval of the health safety plan by an infectious disease doctor is no longer mandatory, but the university still recommends making the plan if the event is held on campus. The University of Jyväskylä has prepared a good basis for an event health safety plan, which should be used in planning your own events.

At events and in public places, the guidelines of THL and the Ministry of Education and Culture on safety distances and hygiene practices has to be followed. The purpose is to ensure the safety of the participants and to prevent the spread of coronavirus infections, e.g. by the following measures: 

  • physical distance must be ensured during the event and it must be maintained throughout the event. Congestion and tight queues must not be allowed to arise at any point in the event. 
  • The organizer must instruct participants on safety intervals and good hand hygiene, and provide an opportunity to clean their hands. 
  • THL recommends the use of face masks if it is not possible to maintain the required safety distances 
  • Only attend events in good health. If you are symptomatic or sick, stay home.
  • Cough and sneeze into a disposable handkerchief or sleeve 

Event organizer responsibility is to follow the guidelines of THL and OKM and to plan the event so that it follows guidelines. The organizer of a public event or general meeting is responsible for ensuring that the event is organized in a safe manner for the participants.

Guidelines of the University of Jyväskylä 

The main task of the University of Jyväskylä is to organize teaching and ensure the health of employees and students.

JYU recommends that the university community follow the principles that promote safety also in their free time. All occasions where crowds congregate and where safe distances cannot be maintained involve a risk of the virus spreading. Please come to campus only when you are healthy!

The university buildings are open to the university community in accordance with normal opening hours and the self-study facilities will be opened on 16 August. When working on the university’s premises, JYU’s safety instructions must be followed, ie good hygiene, safety intervals of more than 2 meters and a strong mask recommendation must be taken into account.

Hobbies and events on campus

The activities of subject organizations and hobby groups are possible on the university premises.

The number of people at various events can be a maximum of about 50. For all events organized by the University of Jyväskylä for more than 30 people, a health safety plan must be submitted well in advance to corona.information@jyu.fi. The organizer of the event is granted permission to organize the event on the premises of the university on the basis of the health safety plan, which can be found from this website. The schedule of the event must also be attached to the e-mail.

If the epidemic situation changes, the instructions may need to be changed and events already planned may be canceled.

The summer season of university sports began on 3. May and there are weekly partner classes and ball games on the campus field and also an athletics shift at Harju Athletics Field. Program and more information on the University Sports website. The gyms are once again available for staff and students.

The restaurants are open and contribute to safety-enhancing practices. As the corona situation changes, safety measures can be changed.

Communicating about safety 

  • Communicate clearly and prominently about event security and the means by which it is maintained 
  • Respond to recommendations made by authorities, even if they change during the planning or execution of an event 
  • Make your own security section on the event website 
  • Pay attention to internal communication between your team. Avoid a situation where the illness of one organizer would prevent the whole event from taking place. 
  • Please contact the authorities before the event if the need arises.  
  • Be sure to also provide instructions on how the participant should act if he or she notices coronary symptoms after the event. 

Communication and publicity 

To increase participant`s sense of security, to reduce potential risk of infection and gaining negative publicity events safety measures must be communicated well in advance. 

If an event is organized carelessly or if precautions are poorly communicated, there is a greater risk that the disease will spread in the event. 

Proliferation cannot always be prevented by the best design, so it is worth considering procedures at the design stage in a situation where potential exposures have to be communicated. 

If there are a lot of corona exposures and / or infections in the event, the media is also likely to be interested. It is a good idea to plan in advance how to act in such a situation, ie who formulates the response to the media and who is responsible for informing. Organizations can also ask JYY for help in these situations. 

Help with coping 

The uncertain corona situation is causing frustration and increasing concern. Don’t be left alone with your worries and also encourage your close actors to openly share the feelings raised by the corona. Peer support is paramount at this time. Also e.g. Nyyti ry and the school priest help. 

JYY’s recommendations for organizing events 

  • Only participate in events in good health! If you are sick or symptomatic, stay home to rest. 
  • Take care of physical distances in everyday situations as well as in events. The event organizer must ensure that safety distances are easy to maintain.  
  • Taking care of hand hygiene is extremely important. Always wash your hands with soap and water or use hand sanitazer when entering the room. 
  • Cough or sneeze to disposable handkerchief or sleeve. Also make sure that the handkerchief is thrown in the trash after use. 
  • Follow the  mask recommendation in public places where a safety distance cannot be maintained. Also make sure that the mask is disposed of correctly. 
  • Develop a health safety plan in which you consider how to implement OKM and THL guidelines. JYY’s event producer Laura will help you!
  • Consider the nature of your event, the boundary conditions, the number and location of participants, and the restrictions associated with them. Seek advice from JYY’s experts and authorities if you feel unclear. 
  • Note that, for example, staying outdoors and being drug-free will help to take care of safety gaps and other safety factors. 
  • If the conditions set by the authorities or the venue cannot be met or can only be met in part when organizing the event, it is worth considering the meaningfulness of organizing the event. JYY recommends that events and occasions where exposure to unnecessary close contacts be exposed should not be organized at all. 
  • Pay attention to others when organizing events. Also consider the event from the perspective of at-risk people and other normal accessibility issues. 


More info:

Laura Partamies

Event Producer