Event organisers should remember to notify the police in good time

Hundreds of public events will be held in Finland again during the summer. The police would like to remind event organisers to deal with any permits required in good time. The earlier organisers contact the police, the easier it is to organise the event safely and in accordance with the regulations.

When do the police need to be notified of an event?

Under the Assembly Act (530/1999), the police must be notified of a public event five days in advance at the latest. Different and significantly longer time limits apply with regard to other authorities. Organisers must always anticipate and contact the police even months before the event. 

“The bigger the event, the earlier it pays to contact the police. This avoids last-minute changes in arrangements due to regulatory requirements, and also means that there are no annoying last-minute surprises,” says Chief Superintendent Tuomo Korhonen at the National Police Board of Finland. 

The local police will assess whether the event organiser's case can be processed as a notification. Some notifications are subject to a decision, which includes instructions and rules on the safety of the event that are binding on the organiser. These may involve, for example, obligations on the organiser to be prepared to arrange security stewards at the event, the time the event ends, the serving of alcohol, the required readiness for first aid, to minimise inconvenience to third parties, or to make separate traffic arrangements. 

What kinds of events need to be notified to the police?

As local conditions vary greatly across the country, it is hard to define exactly those events that need no notification at all. This being the case, it is always a good idea to contact the local police, for example by email or phone, in the area where the event is to take place in good time to find out the local position. 

“Usually, the bigger the event, the earlier it pays to contact the police. This avoids last-minute changes in arrangements due to regulatory requirements, and also means that there are no annoying last-minute surprises,” says Chief of Licence Administration Hanna Piipponen. 

As a rule, public events must be notified in writing to the local police of the area where the event is to take place. Instructions on how to make the notification and the contact information of the local police can be found on the police.fi website at public events.

Notification should be made at least for the following events: 

• major events (hundreds of participants)
• outdoor events in public places (especially traffic routes)
• events for special groups
• events ending late (after 10pm)
• events at which security stewards or traffic management personnel are required
• events at which alcohol is served
• events requiring emergency rescue planning (more than 200 participants)
• events that are expected to evoke a strong response (involving a risk of disturbance).

The police oversee to ensure events are safe and that the instructions have been followed

An event organiser has a great responsibility for their event and ensures that order and safety are maintained during the event.
The police oversee the event areas during an event. Where shortcomings are detected in the arrangements, steps are taken to rectify them immediately. The most robust option available by law could result in the police suspending an event. 

“To avoid such situations, it makes sense to approach the authorities well before the planned date of the event,” says Chief of Licence Administration Hanna Piipponen at the National Police Board.