Event permits and areas

The first step in planning a large public event is to find a suitable venue and ensure its facilities and availability for rent before applying for permits and marketing the event. The organizer of the public event must obtain the consent of the venue's owner or holder to use the location for the event and be prepared for the costs incurred from using the space. The owner of the area can be, for example, the state, a city, a private individual, a community, or a private organization.

Land areas owned by the City of Espoo can be checked on the Espoo map service at kartat.espoo.fi(external link, opens in a new window). In the top-left navigation, select "Select information shown on the map" > "Maps" > "City's land ownership".

In Espoo, large outdoor events can be held in locations suitable for them, where transport connections, the necessary infrastructure, and other conditions required by the event have been taken into account. Outdoor areas suitable for major events include the Vermo Areena(external link, opens in a new window) grounds, some of the city's sports parks, and areas in Otaniemi and Tapiola. The nature and arrangements of the event affect the choice of venue, in addition to sustainability and safety considerations.

For large events held indoors, spaces can be found at the Espoo Metro Areena(external link, opens in a new window), sports halls, the Kameleonten hall(external link, opens in a new window), and Hybridareena Hype(external link, opens in a new window), among others. Locations suitable for large meetings and congresses, along with the contact information for the Espoo meeting and congress team, can be found on the Visit Espoo website.
 

Traffic planning
Contact Information for City Planning | City of Espoo
+358 9 81625000

Short-term land lease and land use permits
Jesse Järvinen, Land use planner
+358 40 6366301

Sports facilities
Sports and exercise unit | City of Espoo

Please contact the city events advisory service: 

Event Advisor 
Antti Schroderus 
tel. +358 40 6369180
tapahtumaespoo@espoo.fi
- Major event support, permit advisory services, event conditions.

Temporary traffic arrangements refer to a situation where work on a street or other public area affects parking arrangements or pedestrian, bicycle or motor vehicle traffic. A permit is always required for temporary traffic arrangements in the City of Espoo’s streets and public areas. The permit is fixed-term and subject to a fee. A plan of the traffic arrangements must be attached to the permit application. 

Contact information:
Urban Environment Customer Service
+358 9 81625000

More information: Temporary traffic arrangements in Espoo

Police / Permit to close off a public road

According to the new Road Traffic Act coming into force on 1 June 2020, the decision to temporarily close a road is made by whoever has the authority to install traffic control equipment. In emergencies, a road may be temporarily closed by traffic control or rescue services personnel.

Motor vehicle races may only be organised on closed roads. The police must be notified of the decision to temporarily close a road without delay.

Read more: https://poliisi.fi/en/road-closure-permit(external link, opens in a new window)

Many temporary activities and events that cause particularly disturbing noise or vibration require submitting a noise notification in accordance with Section 118 of the Environmental Protection Act. For example, crushing, excavation, pile driving and motor sport events often require submitting a noise notification. Other construction or demolition work, outdoor concerts, major public events, air shows or fireworks displays may also require a noise notification. Section 25 of the City of Espoo’s environmental protection regulations specifies which activities should at least be notified. 

The noise notification must be submitted to the municipal environmental protection authority (ymparisto@espoo.fi) at least than 30 days before starting the activities. The activities must not be started before the authority has taken a positive decision or 30 days have elapsed since the notification. The decision taken on the notification lays down the necessary provisions to prevent any harm arising from the activities.  

Temporary activity causing especially disturbing noise or vibration must always be announced in advance to residents, care and educational institutions and other parties that may be affected within the scope of the noise or vibration.  

Environmental protection services
 

Submit a notification

A waste management plan is required in Espoo for outdoor events in which more than 500 people are expected to participate at the same time. The event organizer must submit a waste management plan to the Environmental Protection services of Espoo no later than 30 days prior to the event. We offer event organizers advice on waste management planning.

The event organizer is responsible for the appropriateness of waste management even in events with a smaller number of visitors, for which a waste management plan is not required. An event must be planned in a way that minimizes the amount of waste generated.

Contact information:

Environmental Protection
+358 9 81624832
ymparisto@espoo.fi

A rescue plan must be prepared for a public event when:

• at least 200 people are estimated to be present at once;
• open fire, fireworks or other pyrotechnical products are used or flammable or explosive chemicals are used as special effects;
• the exit arrangements of the event site are different from usual; or

• the nature of the event causes particular danger to people.

  The rescue plan must be delivered for the information of the area’s rescue authorities at least 14 days before the start of the event.

Deliver the rescue plan to the on-duty fire inspector of the Länsi-Uusimaa Rescue Department:

palotarkastaja.lu@pelastustoimi.fi

or

Länsi-Uusimaa Rescue Department
On-duty fire inspector, tel. +358 29 1512512, weekdays 9:00–11:30.
Palotarkastaja.lu@pelastustoimi.fi

More information: https://pelastustoimi.fi/en/western-uusimaa/instructions-and-forms/public-events(external link, opens in a new window)

An occasion or event is considered a public event when it is open to anyone either free of charge or against an entrance ticket.

Typical public events include fairs and markets, sports events, shows and festivals intended for audiences. Thus participation in a public event does not require a separate invitation or membership in a community. A public meeting, or demonstration, is not a public event.

What kinds of events should you notify the police of?
As a rule, the police of the location where the public event will be organised must be notified of the event in writing.

A notice need not be submitted for all public events. Often such events do not cause any harm to outsiders or the environment, nor are separate traffic arrangements needed. Another reason why a notice need not be submitted is the venue of the event or the small number of audience.

Local conditions vary considerably in different parts of the country. It is difficult to determine precisely the types of events for which a notification need not be made at all.

In any case, it is always advisable to contact the police of the event venue for more detailed information. A 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 10 p.m.)
• Events at which security stewards or traffic management personnel are required
• Events at which alcoholic beverages are served
• Events requiring emergency planning (more than 200 participants)
• Events that are expected to evoke a strong response (involving a danger of disturbance).

More information: The public event notification(external link, opens in a new window)

Western Uusimaa Police Department
Local licence services
Switchboard  +358 295 430281
lupahallinto.lansi-uusimaa@poliisi.fi
 

You can apply for a temporary licence for serving alcohol for events and functions. Serving of alcoholic beverages with an alcohol content of over 2.8% requires a licence. Apply for and wait for a decision on an alcohol serving licence from the Finnish Supervisory Agency before you begin to serve alcohol.

Finnish Supervisory Agency
More information: Serving alcohol at events(external link, opens in a new window)

Food control measures are targeted at both foodstuffs and the conditions under which they are produced, stored, served and sold. 

Please contact our telephone service: 
Mondays 12:00-14:00 and Wednesdays 9:00-11:00 
+358 9 81623900
elintarvikevalvonta@espoo.fi
terveydensuojelu@espoo.fi

Notification of a water distribution area

In the following cases, a written notification of a water distribution area must be submitted to Espoo Region Environmental Health Services no later than 30 days before the start of operations:

• establishment of a new domestic water supply plant without its own water intake or treatment facilities (water cooperative);
• establishment of a new domestic water well shared by properties (more than 50 users or volume of supplied water at least 10 m3 per day);
• events at which domestic water is taken from a water supply network or tank with one’s own equipment, e.g. installation of private water pipes or fixtures; 

• well water is used in food premises or in public or commercial activities.
  
  Contact information:
  Espoo Region Environmental Health Services 

  talousvesivalvonta@espoo.fi

• Mari Louhi, Environmental Health Officer, tel. +358 40 550 1596

• Juho Kutvonen, Environmental Health Officer tel. +358 40 636 4964

Fireworks without a separate notification are allowed from 31 December, 18:00 to 1 January, 02:00. At other times, the rescue authority must be notified in advance of the use of fireworks. 

Professional fireworks (fireworks displays)
The organisation of a fireworks display must be notified to the Western Uusimaa Police at least 14 days before the show is held.

Länsi-Uusimaa Rescue Department
On-duty fire inspector
tel. +358 29 1512512, weekdays 9:00–11:30, palotarkastaja.lu(a)pelastustoimi.fi

More information:
Consumer fireworks / Länsi-Uusimaa Rescue Department (external link, opens in a new window)