Event organizer's guide

Organizing a successful event often requires a lot of work even before the event itself. Thorough planning is the foundation of a good event and is worth spending time on. As a basis for developing ideas for an event, it is a good idea to find out: what, why, to whom, how, when ja whereThese questions will help you get a good start on your planning.
Next, let's go through an event planning framework that will help you clarify how to organize your own event.

What is being organized?
Define the basic idea of ​​the event: what kind of event it is, what will be done at the event, and what kind of content will be offered to participants.

An event can be, for example, a concert, a party, an exhibition, a market, a seminar, a workshop, a village event, a sports event, a children's event or some combination of these. It is essential to understand what you are organizing and what kind of entity you want to build from the event. How big is the event? The size of the audience has a decisive impact on, for example, event security and permits.

Why is the event being held?
Describe the purpose and goal of the event: why the event is being organized and what it aims to achieve. 

The purpose of an event can be, for example, to bring people together, provide an experience, share information, strengthen community, raise funds, celebrate, showcase local activities, or reach a new audience. The goal helps to make decisions about the event's content, target group, communication, and resources.

Who is the event intended for?
Define the target group of the event: who the event is aimed at and what needs the participants may have.

The target group can be, for example, children, young people, families, adults, seniors, enthusiasts, local residents, tourists, association members or people working on a specific topic. Knowing the target group helps you choose the right program, time, venue and marketing channels. It is worth taking the time to choose the target group and thinking about the course of the event from their perspective from the beginning.

How will the event be implemented? Alone or in collaboration?
What is the implementation method of the event: who does what, what does it do, and what resources will be used to organize the event?

Planning an event starts with agreeing who will be responsible for organizing the event. At the same time, it is decided whether the event will be carried out by the team, with volunteers, with partners, or whether external help will be needed.
It is a good idea to divide the work up right from the start. It is a good idea to appoint a responsible person for each important task so that everyone knows what is being done, who is doing it and by when. It is a good idea to appoint one main responsible person for the event who monitors the overall process, schedule and information flow. They do not have to do everything themselves, but their job is to make sure that things are progressing. For example, at least one contact person is needed for the event's permit processes.

Areas of responsibility may include, for example:

• program and content
• Marketing and communications
• budget
• venue
• technology and equipment
• permits, insurance and safety
• servings
• volunteers
• cleaning and dismantling
• event follow-up work (invoices, thank you notes, event feedback, etc.)

It is also a good idea to agree on how the organizers will communicate with each other. A common communication channel and clear notes will make planning easier and reduce misunderstandings.

When will the event take place?
Decide on the date and planning schedule for the event: what day and time the event will be held, and when the various preparations will be made.

When choosing a time, it is a good idea to consider the nature of the event, the target group, the availability of the venue, the weather conditions and the season. The day of the week, the time of day, public holidays, vacation times, school schedules and other events taking place at the same time can also affect when it is best to hold the event. When considering the time, it is worth considering when it is easiest for participants to arrive. For example, for families with children, daytime or early evening is often more suitable than late evening. For working-age people, evening or weekend may be more practical, while daytime may be easier for older people.
The timing of the event is also affected by practical arrangements. Performers, partners, volunteers, technology, catering and other necessary services must be brought on board at the right time.

In addition, sufficient time must be reserved for marketing, contracts, registrations, and possible permits and official notifications.
It is a good idea to start planning your event early so that you have time to take care of the program, marketing, contracts, and practical matters. A well-chosen time will make it easier to participate and support the success of the event.

Where is the event taking place?
Choose a venue: what kind of space or area is suitable for the size, content and target group of the event?

It is worth choosing a location and time that suits the idea of ​​the event, the participants and the available resources. A good location and a suitable time make participation easier and support the atmosphere of the event. The event can be indoors, outdoors, online or a combination of these. The location can be, for example, a school, library, sports facility, cultural facility, observation hall, company premises, market square, park, street area or other environment suitable for the event.

When choosing a venue, it is worth checking at least the size of the space, location, transportation, accessibility, toilets, electricity, water, internet connection, technology, parking and security. The space should be of an appropriate size for the estimated number of visitors. A space that is too small can feel cramped, but a space that is too large can take away from the atmosphere of the event.
For outdoor events, it's a good idea to think in advance about what to do if the weather turns bad.

The use of the venue is always agreed with the owner or occupier of the premises or area. It is also a good idea to check any permits in good time.

When planning an event, it is worth considering how to ensure that as many people as possible can participate. Accessibility means, for example, that the venue is accessible safely and that the routes, entrances, toilets and viewing areas also work for participants who use assistive devices.

Accessibility also means clear communication. Event information should make it easy to see where the event is taking place, how to get there, who the event is suitable for, and who to contact if you have any additional questions. Clear signage, understandable language, and a friendly atmosphere make the event more accessible to everyone.

Here's how you can consider accessibility and accessibility at your event:

• Please state in the event details whether the venue is accessible.
• Please mention whether there is an accessible toilet.
• tell us how to get to the venue by walking, cycling, public transport and car
• ensure that entrances, passageways and exits are clear and safe
• Make sure that the signs are visible and easy to understand.
• If necessary, reserve seats for those who cannot stand for long periods of time.
• Consider whether you can also watch the event from a wheelchair or with another assistive device.
• pay attention to lighting, sound and possible noise
• use clear language and sufficiently large text in marketing
• Please let us know in advance if there will be loud noises, flashing lights, smoke or anything else at the event that could affect participation.
• Name a contact person who can be asked for more information about accessibility.
• instructions for event organizers to treat participants kindly and help if necessary

Accessibility is not just for special arrangements. It makes the event smoother for everyone, including families with children, the elderly, those using assistive devices, the tired, first-time visitors, and those coming to a new environment. When attendees know in advance what to expect, it is easier for them to participate.

Event funding can come from many different sources. Often, the most effective solution is to combine several funding methods so that the event does not rely on just one source of income.

The event can be financed, for example:

• with the organizer's own money
• with ticket sales or participation fees
• with point of sale fees
• in café, food or product sales
• With grants from the City of Riihimäki
• with sponsorship
• with business cooperation
• with the support of associations or other partners
• volunteer work
• with donations or support payments

When planning financing, it is worth considering what the main form of financing for the event will be and what other income can be obtained alongside it. At the same time, it is a good idea to decide whether the event aims to make a profit, break even, or whether it will be enough to cover expenses.

It is better to be cautious than overly optimistic when budgeting. You should not overestimate your income, and it is a good idea to leave some room for flexibility in your expenses. This way, the event will not immediately collapse if fewer participants than expected or if an expense increases.
Before implementing the event, it is also a good idea to think about a contingency plan: what will be done if the money comes in less than estimated. If necessary, the event can be streamlined, more partners can be sought, procurement can be reduced, or some part can be postponed to a later date.

Possible costs for the event include, for example:

• space rent or area usage fee
• performers, speakers or instructors
• technology, sound and lights
• furniture, tents, platforms, canopies and other structures
• permits, notifications and insurances
• marketing, advertisements, posters and brochures
• websites, ticketing services or payment terminals
• law enforcement and first aid
• traffic control and parking arrangements
• catering, cafeteria or catering
• decoration and signage
• toilets and hand hygiene
• waste management and cleaning
• transportation and storage
• Meals or thanking volunteers
• recording the event, such as taking photos or videos
• possible expenses for unexpected expenses

When organizing an event, agreements are often made with many different people and actors. It is always a good idea to make agreements in writing when it comes to, for example, performers, facilities, technology, vendors, partners, service providers, rental equipment or sponsorship.
A written agreement helps ensure that both parties understand the matter in the same way.

It is a good idea to include at least the following in the contract:

• what is agreed
• when and where the event takes place
• Who is responsible for what?
• what is paid
• what happens if the plan changes

A sponsorship and marketing cooperation agreement is made when a company, association or other partner supports an event with money, products, services or in some other way. In return, the sponsor may receive, for example, visibility in the event's marketing, program, event area or social media. It is worth clearly agreeing on sponsorship and marketing cooperation in advance. This way, the cooperation is fair, clear and pleasant for all parties.

It is a good idea to specify in the sponsor agreement:

• what the sponsor gives
• what does he get in return
• where and how the sponsor's name or logo appears
• when will the materials be delivered
• Who is responsible for the practical implementation?

It is worth starting the marketing of the event well in advance and planning it according to the target group. Targeted marketing helps to reach the exact people for whom the event is intended. For families with children, messages shared through daycare centers, schools, hobby groups and social media channels aimed at families often work. Young people can be reached on Instagram, TikTok and educational institution channels, for example. Suitable channels for older people can be the local newspaper, bulletin boards, associations, the library and personal invitations.

 The event can be marketed, for example:

• in the event calendar
• in social media
• through influencer collaboration
• on the organizer's website
• in a newsletter or by email
• with posters and brochures
• in the local newspaper
• on the radio
• through schools, libraries, associations and hobby groups
• in partner channels
• in the region's Facebook groups
• on the venue's own channels
• through personal invitations and your own networks

It's worth adding an event in Riihimäki Expense info service. Adding an event to Menoinfo is free of charge, but it requires logging in. The information published in the calendar is also visible in the event calendars on the City of Riihimäki website and in the Cultural Highlights of the Week compilation published weekly by Culture and Event Services.

Social media is often a cheap and effective way to spread the word about an event. For example, you can create a Facebook event, Instagram posts, TikTok videos or posts to the organizer's own channels. For events organized in Riihimäki, you can use hashtags such as #Riihimäki, #RakasRiksu and #riihimäenkultturypalvelut.

It's worth investing in marketing materials, as they often provide the first impression of an event. A clear name, attractive image, accurate information, and a polished look make the event approachable and interesting.

 A good ad quickly conveys the essentials:

• what is happening and where
• When is the event taking place?
• Who is it suitable for?
• how to join
• is it paid or free?
• Where can I get tickets if needed?
• Who is the organizer and where can I get more information about the event?

When information is easy to find, the threshold for participation is lowered and the event is more memorable.

Marketing should be done before, during and after the event. Before the event, interest is generated and reminders are made to participate. During the event, moods, images and practical information can be shared.

After the event, it is a good idea to thank participants, organizers, and partners. Good follow-up communication leaves a warm memory of the event and also supports future events.

An event may require various permits, notifications and plans. The need depends on, for example, the size of the event, location, program, catering, music, security arrangements and whether the event will use alcohol, open flames, structures or public areas.

The event organizer is always responsible for the safety of the event and for ensuring that the necessary permits, notifications, and plans are taken care of correctly and on time. It is a good idea to clarify permit issues early in the planning process so that the event schedule, budget, and practical arrangements remain better under control.
This guide presents general permit issues, notifications and official practices related to organizing an event. However, the instructions are not suitable for all events as they are different. The necessary permits and notifications should always be checked with the relevant authority for each event.

Note! This event organizer's guide is not an official guideline and does not replace up-to-date guidelines issued by the police, rescue services, the city, environmental health care, the Licensing and Supervision Authority or other authorities. Official guidelines, deadlines and practices may also change. Therefore, it is always a good idea to check the information directly with the right authority before organizing an event. A good starting point is that if you have any questions about a permit, it is better to ask early rather than too late. The authorities will advise you on what exactly the event in question requires.

Public event notification to the police

A public event is an event that is open to the public, either free of charge or with a ticket. For example, markets, fairs, parties, concerts, shows and sporting events are usually public events. A written report of a public event is usually made to the police at the location of the event. A report is not always required for very small events, if the event does not cause harm to bystanders or the environment and does not require separate traffic or security arrangements. In an unclear situation, it is worth asking the police for advice already at the initial planning stage.

It is advisable to report at least when the event involves any of the following:

• there are several hundred participants
• the event is held in a public place outdoors, for example on a street, market square or traffic route
• the event lasts late into the evening or into the night, i.e. after 22 p.m.
• the event requires security or traffic control
• There will be alcohol served at the event.
• the event requires a rescue plan
• The event is aimed at special groups.
• the event may arouse strong emotions or disturbances

Announcement of the public event will be made at least 5 days before the start of the eventIn this case, the police must have access to all information regarding the incident. If the event requires traffic controllers or temporary security guards, notification must be made at least 2 weeks before the event.For large or multi-day events, it is advisable to contact the police much earlier.

You can make a report online using the police's online service. You can also make a report using a printable form, by email or by post to your local police department. In online services, a processing fee is paid when you make the report.

The notification or its attachments usually require at least:

• contact information of the organizer and responsible persons
• purpose of the event, program and performers
• Venue and consent of the venue owner or occupier
• estimated number of spectators per day and throughout the event
• event start time and estimated end time
• information about structures and special equipment, such as a stage, tent, grandstand,
• from open flames, pyrotechnics or sound amplifiers
• safety and rescue plan if necessary
• law enforcement information
• information about possible liability insurance
• information about serving alcohol, open fires and playing music
• traffic management plan if necessary

A rescue plan is also required for a public event notification if it is estimated that at least 200 people will be present at the event at the same time. A rescue plan is also required if the event uses open fire, fireworks, pyrotechnics or other special effects, there is temporary accommodation at the event, the evacuation arrangements are different from the usual ones or the nature of the event poses a special danger to people. The police require that an approved rescue plan be attached to the public event notification.
A report to the police does not replace any other permits or reports.

The event may also require, for example, a noise notification, a street use permit, a consumer safety notification, permits related to the serving of alcohol or food sales, a waste management plan, or a notification of sanitary facilities.

Up-to-date instructions and more detailed information, as well as the public event notification form, can be found on the police website: Police – Public events

Rescue and safety plan

The event organizer is responsible for the safety of the event. It is always a good idea to plan for safety, even if the event is small. For larger or riskier events, a rescue plan is mandatory.

An emergency plan is needed, for example, when an event is estimated to involve at least 200 people at the same time, open fire, fireworks or other pyrotechnic products are used, temporary accommodation is arranged, evacuation arrangements are different from normal or the nature of the event poses a particular danger to people. The emergency plan is submitted to the local emergency authority no later than 14 days before the event. The police require approved Attaching an emergency plan to the public event notice when an emergency plan is required.

You can send the rescue and safety plan by email to events.rescue@omahame.fi You can also send an email if you need advice or guidance on ensuring the safety of your own event.

You can find up-to-date instructions, guides and forms for conducting investigations here. From the rescue services websiteIt is worth familiarizing yourself with them when planning the event and, if necessary, seeking advice from authorities and risk management experts.

Check out also:

A guide to creating a rescue plan for a small public event

A safe event is born from good foresight. It is the responsibility of the event organizer to ensure that participants, actors, performers and the environment are taken into account in the planning and implementation of the event.

The following sections will go over practical issues related to organizing a safe event, such as: order control, temporary traffic arrangements ja traffic control, first aid as well as other arrangements affecting safety such as liability insurance ja temporary structures. You will also receive important information regarding the safety of those involved in the incident.

You don't need to know everything yourself right away. The most important thing is to find out things in time, ask the authorities for advice if necessary, and clearly agree who is responsible for what. A well-planned event is safer, smoother, and more enjoyable for everyone.

Order control

The need for security guards is assessed on an event-by-event basis. This is influenced by factors such as the size of the event, the number of spectators, the location, the time of day, whether alcohol will be served, the nature of the program, potential risks, and whether traffic control or crowd control is needed in the area.

In Finland, there is no single official rule based on the number of spectators that would apply to all events. The police assess the need for security based on the public event notification and the event security plan. In an unclear situation, it is advisable to confirm the need for security with the police at the venue already in the early planning stage.
The public event notification includes information about the event's security guards. The information usually includes the security guard's name, personal identification number, and security guard card number, if the person has a valid card. If temporary security guards are needed for the event, the police will approve them separately. It is a good idea to check with the police for up-to-date instructions before making a notification.

A general rule of thumb is one security guard for every 100 participants. However, this is not an official number that applies in all situations, and the final need depends on the risks of the event and the police's assessment.

You can always discuss the details of your event with your local police and rescue authorities. This is essential when you are organizing a large event.

Read more: Police – Public events  

Temporary traffic arrangements and traffic control

An event may require traffic arrangements if it affects street areas, parking, routes, road closures or general traffic. This may be the case, for example, for market events, outdoor events, parades, competitions, markets or events where a large number of visitors are expected.
If the event requires traffic arrangements, it is advisable to report it well in advance. If traffic controllers are needed for the event, a public event report must be made to the police. at least 2 weeks before the event. According to police instructions, the notification must include the names and personal identification numbers of the persons who will be presented as traffic controllers. It is advisable to make a clear plan for the traffic arrangements.

It is good to describe at least:

• event area and routes
• possible street or area closures
• parking arrangements
• maintenance and emergency routes
• necessary signage
• traffic controllers and their duties
• permission from the owner of the road or area if streets or areas are being closed

Traffic arrangements should be communicated sufficiently in advance. For example, inform participants, local residents, businesses and other users of the area if the event will affect travel, parking or use of the area. Clear communication reduces confusion and facilitates the smooth running of the event day.

It is advisable to ask the police or rescue authorities for advice and instructions on traffic arrangements already at the initial planning stage. Up-to-date instructions can be found on the police website: Police – Public events.

In Riihimäki, a permit is required for the use of public areas, such as the temporary demarcation of streets, parks and squares. According to the City of Riihimäki, a permit for public areas can be applied for by sending a free-form email to technology@riihimaki.fiThe application must be submitted well in advance, but at least 3 weeks before the need arises.

Read more: City of Riihimäki – traffic and streets, permits

First aid at the event

First aid is an important part of a safe event. Even at a small event, an accident, illness, or other situation where quick help is needed can occur. Therefore, it is a good idea to reserve at least first aid supplies and a person who knows how to administer first aid for the event.

The event organizer's task is to assess what kind of first aid preparedness the event requires.

The need is influenced by, for example:

• audience size
• duration of the event
• nature of the program
• venue
• weather
• area size
• possible special risks

There is no single rule for the number of first aid personnel that applies to all events, but the need is assessed on an event-by-event basis. According to the instructions of the Finnish Rescue Services, first aid readiness should be related to the number of people at the event, the risks and the size of the area. If you are unsure about the need for EA personnel at your event, it is worth seeking advice from, for example, the local Red Cross or Culture and Event Services professionals. Event safety is always the responsibility of the organizer.

The first aid response team is responsible for assisting injured and ill people at the scene of an incident. It is also responsible for ensuring that an emergency report is made to the emergency services if necessary and that the authorities are able to guide them to the right place. It is a good idea to mark the location of the first aid point on a map of the incident area and inform the perpetrators of the incident.

A good basic guide for a small event:

• reserve a first aid kit or other necessary first aid supplies
• designate a person responsible for first aid supplies and calling for help
• make sure the perpetrators know where to find first aid supplies
• agree in advance who will call the emergency number if the situation requires it
• Find out the address and route of the incident so that help can be directed there.
• clearly mark the location of the first aid station or first aid supplies

If the event has 200–2,000 people, a first aid officer with at least an EA 1 course or equivalent skills is appointed for the event. First aid readiness is described in the event's rescue plan. For events with 2,000–10,000 people, a first aid director is appointed and a separate first aid plan is drawn up. For events with more than 10,000 people, the organization of first aid is negotiated with the rescue authority and, if necessary, with the emergency services.
First aid services can be requested from, for example, the local Finnish Red Cross branch or other operators offering first aid at events.

Read more:

Finnish Red Cross – emergency response for events

A guide to creating a rescue plan for a small public event

Public event first aid plan form

Temporary structures

Temporary structures such as tents, stages, stands, fences, stalls and canopies may be used at events. It is the responsibility of the event organizer to ensure that the structures are safe, properly erected and suitable for the conditions of the event.

Especially for outdoor events, it is worth considering the weather, wind, weighting of structures and anchoring. Structures must not block passageways, escape routes or rescue routes. They must also not pose a danger to participants, performers or event organizers.
If the structures are large, open to the public or otherwise important for safety, it is a good idea to discuss their use with the rescue authority, building inspector or other expert in advance. It is a good idea to describe in the event safety and rescue plan which structures will be used at the event, where they will be placed and who is responsible for their safety.

Vendors, performers, or partners may bring their own tents, booths, canopies, or other structures to the event. However, the event organizer should ensure that they are suitable for the event area and are safe to use.

Tips for safety in temporary structures:

• ask for information about all tents, stalls, platforms and other structures in advance
• mark the locations of the structures on the map of the event area
• make sure that structures do not block passageways, escape routes or escape routes
• agree who is responsible for setting up and taking down each tent, booth, or structure
• instructions to operators to ensure sufficient weighting or anchoring of tents and canopies
• Pay attention to the weather: wind in particular can make light tents dangerous
• check that electrical cords, weights, strings and other parts do not pose a tripping hazard
• ensure that stalls and food outlets are placed safely, especially if they use electricity, gas or hot appliances
• Walk through the event area before the audience arrives and check that the structures are in place and safe.
• agree in advance what to do if the weather changes or a structure is unsafe

A good rule of thumb is that each participant is responsible for their own equipment, but the event organizer is responsible for the overall safety. Therefore, it is a good idea to clearly agree on the structures before the event day.

More information about temporary structures and event safety:

A guide to creating a rescue plan for a small public event

Tukes event safety guidelines

Event organizers' safety and insurance

Event safety also applies to employees, performers, volunteers, vendors, and partners. It is important for everyone involved to know their role, who is responsible, when to take breaks, where the first aid station is located, and who to report problems to.
Only assign tasks to workers that they are competent to perform. This is especially important if the task involves, for example, electricity, heavy goods, food, traffic, structures, open fire, or other risks.
Good safety comes from clear responsibilities, foresight, and knowing what to do. When people feel safe, the event runs better for everyone.

Good ways to increase author safety:

• Give the creators a brief briefing before the event.
• tell me who is the main person responsible for the event
• share important phone numbers with all authors
• show where the first aid station, toilets, rest area and exit routes are
• agree on how the creators will stay in touch during the event
• Make sure that the workers have enough breaks, water and, if necessary, food.
• make sure no one has to do excessively heavy or dangerous tasks alone
• instructions separately for matters related to electricity, structures, traffic, food, open fire and other risky tasks
• make sure volunteers know what is expected of them
• agree in advance what to do if someone gets injured, falls ill or encounters disruptive behavior
• check that the event and the perpetrators have the necessary insurance

A little advance planning goes a long way. When everyone knows where to go and who to get help from, the event feels safer and more comfortable.

Liability insurance

It is a good idea to check the insurance for the event with your own insurance company well in advance. Good insurance coverage gives the organizer peace of mind and helps to prepare for situations where something unexpected happens. Liability insurance protects the event organizer in situations where the event causes damage to an outside person or property. The damage can be, for example, a fall, a broken object or other damage related to the organization of the event.
For example, the event may require: liability insurance, event insurance and volunteers or accident insurance for volunteers. The police may request a statement about liability insurance when reporting a public event, so it is worth checking this at the beginning of planning.

If there are paid staff at the event, the employer must arrange for statutory accident and occupational disease insurance. Insuring volunteers and volunteers is not always mandatory, but it is often sensible. Accidents can happen even when volunteering, and separate volunteer insurance or accident insurance for volunteers can be a good protection for those involved in the event.
It is a good idea to check your insurance needs with your own insurance company early in the planning process. At the same time, it is a good idea to make sure what the insurance covers and who it applies to.

An event may also require other permits and notifications in addition to security issues. These may include, for example: area use permit, noise notification, music performance permit, food sales or service-related announcements ja permits related to serving alcohol. In addition, you also need permission open fire  and others special effects for use at the event. You can also find information here POP up cafe from establishment to event.

The permits required depend on where the event is held and what will be done at the event. For example, selling food, playing music, playing loud music, serving alcohol, or using a public area may all require separate clearance.
It is a good idea to check permit issues early in the planning process. This way, you can submit the necessary applications in time and any potential costs can be factored into your budget. Every event is different, so it is always a good idea to check with the right authority or service provider for up-to-date instructions.

Area and venue usage permit in Riihimäki

If the event is organized in a public area of ​​the city of Riihimäki, it is worth checking the permit well in advance. Public areas include streets, squares and parks. A permit is required when the area is demarcated or temporarily taken out of normal use, for example for an event, temporary sales, procession or other activity aimed at the public. Generally, organizing an event always requires permission from the land owner. 

In Riihimäki, a permit for public areas can be applied for with a free-form application by email to: technology@riihimaki.fi. The application must be submitted well in advance, but at least 3 weeks before the event. In July, permits for public areas are not processed due to the holiday season, so it is advisable to plan and apply for summer events in good time.

The application should clearly state at least the name of the event, organizer, contact person, time of the event, desired event area, estimated number of participants, and possible structures, points of sale, signage, and traffic arrangements. It is a good idea to include a map or other clear image of the event area.

Fees

A processing fee in accordance with the current rate and possible area rent may be charged for processing the permit. From 2026, the processing fee for a standard permit is €50 + VAT 25,5%, and the processing fee for a permit requiring extensive preparation is €150 + VAT 25,5%. The processing fee for a street permit is €190 + VAT 25,5%. There is no processing fee for rent-free events or occasions.
The rent for the event areas of the city of Riihimäki is charged according to the current price list. The rent is 100 euros per day or 500 euros per week at Asema-aukio, 200 euros per day or 1,000 euros per week at Kauppatori, 500 euros per day or 1,500 euros per week at Messupuisto and 80 euros per day or 400 euros per week at Tellustori. VAT of 25,5% is added to the prices. The rental price includes the use of electricity in those event areas where the city has electricity available. Electricity is available, for example, at Asema-aukio, Kauppatori, Tellustori and to a limited extent at Messupuisto.

In some situations, the event area can also be made available for use rent-free. Rent-free may be considered, for example, when the proceeds of the event are used for charity or a public benefit, the event enlivens the cityscape, the event is free of charge and its aim is not to collect revenue, or the event is short-lived. Other city parks and public areas can also be used free of charge for organizing events, but a permit must be applied for from the city's technical department.
If an event requires temporary signage, markings or advertising devices on a street or other public area, a permit is required. The signs must not endanger traffic safety, hinder maintenance or obstruct visibility.

It is always a good idea to check the latest information, prices and more detailed conditions on the City of Riihimäki website before submitting an application.

Event area rentals from January 1, 2026  

Permits from the City of Riihimäki 

Dosing

If alcohol is sold or served at an event, the serving of alcohol always requires a permit or notification. A temporary serving permit is often suitable for temporary serving. If the venue has already been approved as a serving venue and the serving party has a valid serving permit, the serving of alcohol can be reported to the Licensing and Supervision Authority in certain situations.
According to the Licensing and Supervision Authority, notification of serving alcohol at an approved drinking establishment must be submitted no later than 72 hours before the event. If the drinking establishment needs to be approved in advance, it is a good idea to submit the application well in advance, no later than one month before the start of operations.

Check the latest instructions: Licensing and Supervision Agency

Open fire, fire shows, pyrotechnic effects, fireworks display

Fire and effects always increase safety risks, so they affect the planning, permits and security arrangements of the event. If you are planning an open fire, fire display or pyrotechnic effects for the event, it is a good idea to contact the rescue authorities right from the initial stages of planning the event.

An open fire refers to, for example, a campfire, fire pit, torches or other open fire. If an open fire is used at an event, a rescue plan must be drawn up for the event. An open fire may also not be used without the permission of the landowner or facility manager, or if weather conditions pose a risk of fire. Sufficient fire extinguishing equipment must be available in the vicinity of the open fire and responsibilities must be agreed in advance.
Fire displays and the use of pyrotechnic or other effects must be reported to the rescue authorities. at least 14 days before the event. The notice will explain how the performance or effects will be carried out safely. The rescue authority may impose conditions or restrictions on use or prohibit use if it could cause danger.

In Kanta-Häme, notifications and plans are submitted to the rescue authority by email to the address events.rescue@omahame.fi

Up-to-date forms and instructions can be found here. From the Kanta-Häme Rescue Department website 

Food sales and serving

If food or drinks are sold or served at an event, the organizer should find out in advance whether a notification of the activity is required for food control. This applies to, for example, cafeterias, food sales, baked goods, kiosks, food trucks and stalls.
Notification is usually required when the activity is professional, continuous or involves food safety risks. The registration notification is submitted to the food control authority no later than 4 weeks before the start of the activity or any significant change. Notification of a mobile food premises, such as a food truck or sales stand, is usually processed by the operator's home municipality. However, notification of professional activities must always be submitted if the turnover of the food business exceeds 15,000 euros per year.

Notification is generally not required if the activity is low-risk and involves, for example, an occasional sale of baked goods by a private individual, a school or sports club stall, or a small serving of coffee and cookies in connection with other activities.

The event organizer does not need to know everything themselves, but they should ensure that the operators selling or serving food have taken care of their own notifications. If in doubt, it is worth asking for advice from the food control authorities in your area before the event. In Riihimäki, food control is handled by the South Häme Environmental Health Department.

It is worth checking the latest instructions before the event:

Registered food business
Finnish Food Authority – mobile food premises
Riihimäki – food control 

Pop up restaurant at the event

A pop-up restaurant is a short-term food preparation and serving service. It can be a good fit for a small event, a vendor event, or a theme day.

Agree on at least the following things with the Pop-up operator in advance:

• Who is responsible for food and its safety?
• where food is prepared and served
• how cleanliness, hand hygiene and waste management are managed
• How to inform the customer about food allergens
• Who is the person responsible for the operation?

A pop-up restaurant does not usually need to be registered with food control if it operates for a maximum of 12 days a year and the instructions of the Finnish Food Authority are followed. For larger or recurring food operations, it is advisable to contact your local food control authority already during the planning phase.

For more information: Finnish Food Authority – Pop-up restaurant operations 

Noise report in Riihimäki

A noise report is required if the event may cause particularly disturbing noise or vibration. This may include, for example, an outdoor event, a concert, an event using sound, or any other event whose sound may disturb residents of the surrounding area or the environment.

In Riihimäki, noise reports are submitted to the city's environmental protection authority. The report must be submitted in good time, however at least 30 days before the event, unless the environmental protection regulations of Riihimäki provide for another deadline. The city may issue regulations on noise control based on the notification.

Noise notifications can be made electronically in the City of Riihimäki's electronic permit service. Electronic notification requires strong identification, such as bank codes or a mobile certificate. The City of Riihimäki recommends using the electronic permit service primarily.

Further information and electronic services can be found on the City of Riihimäki website:

Permits and supervision – Noise notification

Music performance permit at an event

If music is played at an event, the event organizer must usually obtain a music performance permit. The permit is required for both paid and free events. This applies to concerts, festivals, fairs, exhibitions, shows and other events where music is performed.

 An event permit for Teosto may apply to, for example:

• live music
• DJ music
• karaoke
• background music
• intermission music
• music played from a recording

Teosto's event permit includes the performance rights for music usage represented by both Teosto and Gramex. If music videos are shown at the event, a separate permit may be required from the Musiikkiluvat.fi service.
An event permit is applied for from Teosto. The permit is applied for only once, and after that, information about each event that includes music is reported in Teosto's online service. The information to be reported includes, for example, the name and time of the event, the organizer's information, the use of the music, ticket sales or the number of spectators at a free event. The invoice is generated based on the reported information after the event.
The event organizer should arrange for a music permit well in advance of the event. If there is a performer at the event, it is a good idea to agree in advance who will report the songs performed to Teosto.

Up-to-date instructions, prices and how to apply for a permit can be found on Teosto's website:
Teosto – Event permit

Many small but important practical things also affect the success of an event. From the participant's perspective, a good event is one where it is easy to get to, the area has clear signage, basic needs are taken into account, and the environment remains clean.

This section will review other practical responsibilities of the event organizer, such as: Toilet facilities, lost and found items, electricity and water, waste management and cleanliness of the event areaIt is worth setting aside time for these things already during the planning phase, as they directly affect the smooth running, safety, and enjoyment of the event.

Well-maintained basics are immediately visible at an event. When attendees can easily find what they need and the event area functions clearly, the entire event leaves a thoughtful and welcoming impression.

Waste management and cleanliness

The event organizer is responsible for ensuring that the venue is kept clean and that waste is collected appropriately. It is a good idea to plan waste management before the event: where the waste containers will be placed, what waste will be sorted, who will empty the containers, and who will be responsible for the final cleanup.
Large events may require separate waste bins, sorting points and a plan for emptying them during the event. It is also a good idea to guide participants with clear signage.

WC facilities

The event must have enough toilet facilities for participants. The number of toilet facilities depends on the number of spectators, the duration of the event, the service, the food and whether there are other available toilet facilities nearby. The toilet facilities must be easy to find and guided. It is a good idea to reserve sufficient opportunities for hand washing or hand hygiene. Accessibility should be taken into account already in the planning phase. For a short and small event, ready-made indoor or nearby toilets may be sufficient if their use has been agreed upon.
The Ministry of Social Affairs and Health's decree on hygienic arrangements and waste management for large public events provides instructions on the number of toilet facilities and waste management. A frequently used guideline is, for example, 2 toilets for women, 2 toilets for men and 1 accessible toilet for an event of 51–250 people, but it is worth checking the official instructions for the latest sizing before the event.

Check for up-to-date instructions 

Public toilets in Riihimäki

Lost and found items

The event should agree in advance where lost and found items will be collected and who will be responsible for them. Participants can be informed during the event where they can ask for lost items.
According to police guidelines, lost and found items should be reported to the owner or handed over to the police as soon as possible. Items whose possession is prohibited or requires a permit, such as weapons, drugs or illegal alcohol, should be handed over to the police immediately.

Electricity and water

When planning an event, it is a good idea to find out at the beginning whether the event will require electricity or water. Electricity can be used for things like sound, lights, coffee makers, refrigeration, payment terminals, and food sales. The best information about electricity, power outlets, and water points is available from the owner or operator of the event venue.

Also check whether there is enough electricity for the event. Coffee and water heaters, refrigeration equipment, and sound and lighting technology can put a surprisingly large load on electricity. For larger events or demanding electrical matters, it is advisable to use an electrical professional.

When it comes to electrical safety, consider the following:

• electrical cords and cables are placed so that they are not tripped over or damaged
• Only electrical devices and cables suitable for outdoor use are used outdoors.
• electrical equipment must be protected from rain and moisture

If water is used for drinking, hand washing or food preparation at an event, the water must be safe and suitable for the intended use. When planning to sell or serve food, it is also a good idea to check the water use in the food control guidelines. For more information, contact the venue owner, an electrical professional and From Riihimäki Environmental Health Care.

There is a lot to remember on the day of the event. A good checklist helps you stay organized and reduces the sense of rush. You don't have to memorize everything when you have written down the most important things in advance.

Before the event starts, check at least:

• the venue is in good condition and in agreed use
• the signs are in place
• the program and schedule are known to the authors
• Responsible persons know their duties
• important phone numbers are easily accessible
• technology, electricity and possibly water are working
• First aid supplies and a first aid station are ready
• Toilets are available and guided.
• waste containers and cleanliness are arranged
• performers, vendors and partners know where to come
• documents related to safety, permits and insurance are available
• Demolition, cleaning and return of goods have been agreed upon

Before the audience arrives, it is also a good idea to meet with any first aid personnel, security guards, and traffic controllers. Together, go over the event area, important contact information, schedule, first aid station, exit routes, rescue routes, assembly points, and procedures in case of a disturbance or emergency. This way, everyone has the same information before the event begins.

During the event, it is recommended to monitor the schedule to ensure that participants are finding what they need and that the organizers have the opportunity to ask for help. Stay in touch with those responsible and react calmly if plans change.

After the event

Organizing an event doesn't end when the audience leaves. After the event, there are still things to take care of: dismantling, cleaning, returning borrowed items, invoices, thanking people, and collecting feedback. It's also a good idea to record the successes and areas for improvement of the event as soon as possible, while things are still fresh in your memory.

After the event, it is a good idea to thank the organizers, volunteers, performers, partners and participants. A short follow-up message, for example on the website or social media, leaves a good impression of the event and helps to build a foundation for future events.

A responsible event is made up of small, thoughtful choices. The goal is not perfection, but rather that the event is planned as smartly as possible for the environment, people, and the local community. Even small actions can reduce waste, conserve natural resources, support local actors, and make the event more enjoyable for everyone.

It is worth considering sustainability at the beginning of event planning. This will make it easier to incorporate responsible choices into your budget, procurement, communications, venue selection, and practical arrangements.

Here's how you can take responsibility into account at an event:

• choose a venue that is easy to get to on foot, by bike, by public transport or by carpooling
• tell participants in advance how to get there without their own car
• avoid unnecessary disposable products and prefer items that can be borrowed, rented or reused
• Plan your servings so that there is as little food waste as possible
• favor vegetarian options, local food, and local products whenever possible
• use local services, creators, performers, producers and businesses whenever it fits the goal of the event
• collaborate with local associations, schools, hobby groups, companies or other actors
• arrange enough trash cans and clear sorting instructions
• use only as much electricity, water, materials and prints as is actually needed
• utilize digital programs, announcements, and signage if they are appropriate for the event
• make sure that the venue is left clean after the event
• make the event as accessible and barrier-free as possible
• use clear language in communication so that the information reaches different participants
• create a safe and friendly atmosphere at the event
• consider the endurance, breaks and basic needs of volunteers, performers and employees
• Tell participants about the event's responsible choices in a positive and encouraging way

Innovative thinking can be brought to an event in the following ways:

• Think about what good the event can leave behind.
• support local expertise and give visibility to local creators
• creates encounters where people get to know each other and their local environment
• choose a theme or content for the event that increases well-being, inclusion or community spirit
• encourage participants to notice their surroundings in a new way
• collect feedback and use it to develop the next event
• Consider whether the event could generate new collaborations even after the event.

Responsibility can be seen in an event in many ways. For example, a clean venue, good guidance, a safe atmosphere, the involvement of local actors, or making it easy for participants to join in. At its best, an event not only does not consume the environment and shared resources, but also strengthens the place, people, and community.

In Riihimäki, responsibility work is related to the city's own environmental policy and Resource-wise Riihimäki towards the 2030 goal. Riihimäki strives towards zero emissions, zero waste and sustainable consumption of natural resources. The themes of the city's environmental policy include sustainable mobility, circular economy, biodiversity and responsible Riihimäki residents.

On this page you will find event spaces and venues from the City of Riihimäki and private operators.

Events can be held in a variety of locations, such as indoors, outdoors, in public areas or in private spaces. Public venues can include streets, squares, parks, schools, sports and cultural facilities. Events can also be held in private spaces, such as business premises, restaurants, clubhouses or other suitable locations.

The use of the venue must always be agreed in advance with the owner or occupier of the area or space. This applies to both city-owned areas and private venues. So check early in the planning process who you are applying for permission from and what conditions apply to the use of the space or area.

In Riihimäki, the Technical Department rents and grants permits and contracts for public areas, such as streets, squares and parks.

Applying for a permit
Permits for public areas are applied for by free-form email to technology@riihimaki.fiThe application must be submitted well in advance of the need, but at least 3 weeks in advance.

Please note that public area permits will not be processed in July due to the holiday season.

Commission fee
A processing fee according to the current rate and a rental fee for the area based on the area and rental period are charged for processing the permit.

Fees and charges for public areas from 1 January 2026

Permits Riihimäki

Parks

• Bad Segeberg park
• Jukka Jalonen Park
• Kolmiopuisto park
• Library park
• Messupuisto park
• Railway park

More information about parks and outdoor areas in general

Public outdoor areas

• Station square
• Tellustor
• Riihimäki Market Square
• Granit square
  • Reservations for Granit Square are handled by the city's contract coordinator, Café Mokkakuu Riihimäki. The contact person is Mia Kurikka, mokkakuu@gmail.com, tel. 050 3377 168.
  • Please note that permits for Välikatu and the parking area are issued by the City of Riihimäki / Technical Industry.
• Maauimala's yard area
• Winter field
• Central sports park
• Peltosaari sports park
• The grass fields of the race track
• Riuta Family Sports Centre
• All street areas

Performance and event facilities managed by the city

• Allinna's monttu, summer theater area: kulttuuri@riihimaki.fi
• Kino Sampo, cinema and theatre space: kulttuuri@riihimaki.fi
• Antonin talo: culture@riihimaki.fi
• Youth center Monari, multipurpose hall
• Joy museums
• Samuli Paronen Hall in the library, exhibition and concert space
• Finnish glass museum, exhibition and concert space
• Finnish Glass Museum, conference room, exhibition space
• Swimming Hall
• Sports hall, exercise and event space
• Uramo school, multipurpose hall

Sports facilities and school halls

• School sports and ballrooms, evenings and weekends – sports services
• School gymnasiums and ballrooms at other times – school principals
• Other facilities of schools - school principals
• Southern School's Matinsal, sports and banquet hall, music room – school principal
• School grounds - school principals
• Kalevantalo, gym and auditorium – Principal of Peltosaari School
• Sports hall - sports services
• Swimming pool – exercise services
• Ice rinks - sports services

Riihimäki elementary schools

Other spaces

• Cocks Arena
• Hamk, auditorium and sports facilities
• Herajoki workers' house
• Hirvijärvi camp center
• Hotel Seurahuone
• Hyria, auditorium and sports facilities
• Party space Red House
• Kirkkopuisto parish home, ballroom
• Favorite hazard Holiday -travel center
• Racetrack, Riihimäki trotting club
• Riihimäki's Theater
• Riihimäki Clubhouse
• Dance stage Reef
• Finnish Wildlife and Hunting Museum
• Officers' Club: info@riihimaenupseerikerho.fi
• Old Glass Factory: customer service@kallioinenyhtiot.com
• Ö house