Organising safe events - guidelines for AYY’s associations

Published 4th September 2020, updated on May 31st 2021

These guidelines include AYY’s instructions and recommendations for associations on how to organise events during COVID-19 epidemic. The guidelines complement the guidelines and recommendations of the authorities  and Aalto University, which the associations and students must follow. The guidelines will be updated as necessary and can be found on AYY’s website. 

Security arrangements for events are always the responsibility of the organiser. If it is too challenging for the association to take care of security arrangements or if the arrangements significantly change the nature of the event, the association can always decide not to organise the event.

All events must comply with the safety regulations provided by the authorities.Due to the changing epidemic situation, AYY strongly recommends that associations follow the authorities' recommendations related to the organization of events.

On Tuesday, 1 June, some of AYY’s rental facilities will be opened with varying restrictions on the number of users. Larger venues remain closed for the time being and organisers must follow special event safety guidelines.

At the same time, the recommendations for public and private events change. It is possible to organise events for up to 10 people indoors and events for up to 50 people outdoors, provided that safety at events can be ensured following the instructions of the authorities.

Event organising on campus must comply with Aalto University’s guidelines for event organising. According to the guidelines, a written implementation plan must be drawn up for events with more than 20 people. The plan must include the nature of the event, the estimated number of participants, the location and time of the event, and how compliance with the safety instructions is implemented and monitored in practice. The plan must be submitted for approval no later than 2 weeks before the event, so please check the guidelines in advance. The campus area includes the university buildings and the surrounding areas. 

We recommend drawing up an implementation plan for all events according to Aalto University’s guidelines. Even if the event is not located in Aalto University facilities or outside the University, AYY recommends preparing an implementation plan for all events. In this case, the plan does not need to be submitted anywhere. 

Outdoor events should be favoured. Due to the large number of outdoor events, associations must report the location of their outdoor events and the estimated number of participants in accordance with Aalto University’s guidelines in order to avoid double bookings on the campus area.  

In outdoor events, different events must remain separate. Participants can be guided with clear signs and instructions. Unofficial checkpoints should not be held at checkpoint events. Safety issues must be the priority when planning the location and the placing of checkpoints. If necessary, it must be possible to change the location of checkpoints. 

A list of participants must be collected in the events. The list of participants must be stored for three weeks after the event, after which the data must be deleted. The participants must be notified of the collection and use of the list of participants. At the end of the page you will find more detailed instructions on how to compile a list of participants that supports tracing of the chain of infection. 

Events must have a designated person in charge of hygiene who must be present throughout the event.  The person in charge ensures that there is a possibility of washing and/or disinfecting hands during the event. In addition, the person in charge ensures that safe distances are followed. 

Safe distance at events must be at least 1.5 metres. In case of seated venues, a safe distance must be ensured by leaving empty seats in the auditorium, for example. Hygiene instructions and a safe distance must be communicated throughout the event. The starting point for event planning is the possibility to maintain a safe distance.

AYY recommends the use of face masks at public events and in all situations where it is not possible to avoid close contact. If masks are used in the event, participants should be instructed in advance on the correct use of the mask, as the constant transfer of the mask to and from the face may increase the risk of the COVID-19 infection. Mask recommendation and instructions for using the mask can be found here.

It is the event organiser’s responsibility to ensure that all participants, including checkpoint hosts, will follow these guidelines. 

At events, you should avoid offering food or drinks to participants. If participants are offered something, it should be done hygienically using individual packages or using a participant’s personal container, for example. Alcohol use increases careless behaviour and is likely to increase droplet infection, therefore participants are encouraged to moderate alcohol use.   

In accordance with safe distance and hygiene practices instructed by THL and OKM, all events must pay special attention to cramped spaces and queues, as well as activities that increase the risk of droplet infection, such as singing together, shouting or group exercise.    

If the number of participants needs to be limited, we recommend prioritising the participation of new students and tutors in the events that concern them. 

When planning events, please note that the official guidelines may change even at a fast pace. Organisers must be prepared to change plans or cancel an event if necessary. 

In addition to physical events, associations should continue to organise remote events. In this way, associations can also include students at risk and students who do not feel safe in physical events. In addition, physical events should not be marketed as mandatory, and participation in physical events or occasions should not be a condition for receiving overalls or student caps, for example. 

What to do when your association receives information about an infection? 

It is important to act quickly and accurately when it becomes apparent that a member of an association or a person who has attended an association event has contracted COVID-19. These measures support the work of associations, student union, university and the municipal infectious disease unit to break the chain of infection and trace the chain, following the Government’s ”test, trace, isolate and treat” strategy. 

Throughout this process, it is important to consider that the infected person’s privacy is protected. In other words, only the information the person himself/herself has told or shared publicly can be shared. For example, if an infected person contacts a board member of the guild, his/her personal information must be treated anonymously when reporting the matter. 

When you receive information about an infection, please follow these steps: 

1. Immediately notify AYY’s contact person Matias Saikku either by TG @ayysaikku or by texting +358 40 703 7511. 

2. Ask the infected person for the following information as soon as possible: a) Municipality of residence b) All association events which the person has visited, where the person has spent time on the campus, and which teaching sessions the person has attended during the past week. 

3. Also report the municipality of residence to Saikku as soon as possible. (Municipal information is needed to find out which municipality’s infectious disease unit is responsible for the investigation; this greatly speeds up bureaucratic work.) 

4. Collect the list of participants from all the events. If you have any other information about the people the infected person has been dealing with, include that as well. 

When you have collected this information, either AYY, Aalto University or the person in charge of the infectious disease unit will give you more detailed instructions. 

How to compile a list of participants that supports tracing of the chain of infection? 

The participants must be notified of the collection and use of the list of participants. It must be allowed to distribute the list to health care authorities, university and the student union, and participants must be notified of this matter when information is collected. The list of participants must be kept for three weeks, after the event after which the data must be deleted.  

It is important to know who has attended the event at what time. If you only have the list of the persons who have signed up, the tracing of the exposed is more challenging and uncertain. On arrival at the event area, please collect information on persons entering and leaving and the exact times. This is particularly important when organising indoor events. If possible, you can also collect the contact information of the participants to make the tracing process easier. 

Please remember that the list has to include the event organisers, checkpoint hosts and all who have visited the event. This also means people who have only visited quickly to bring goods to the location. Persons who are not on the list of participants must not be admitted to the venue.  

Please include the contact information of the event organiser (email and phone number), so that you can ask for more information about the event if necessary.

On this page you can find other AYY's instructions during the epidemic situation.