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TYY's event guidelines for organisations and students

News | 14.8.2020

These guidelines include TYY's instructions for organisations on how to organise events and for students how to participate in the events. The guidelines supplement the guidelines and recommendations of the authorities and the University of Turku, which organisations and students must follow. The instructions are updated if necessary and can be found on TYY's website.

Guidelines for TYY's organisations

A list of participants should be collected from the events. The list of participants must be kept for three weeks after the event and after that, the data must be deleted. The participants must be notified of the collection and use of the list of participants.

Events must have a designated person responsible for hygiene who must be available to participants throughout the event. The person responsible for hygiene shall ensure that there is a possibility of washing and/or disinfecting the hands during the event. Also, the person responsible for hygiene takes care of the implementation of safe distances.

Safe distances must be at least 1.5 meters at events. In case the event takes place in the auditorium, safe distances must be taken into account, for example by leaving empty seats between. Hygiene instructions and safe distances must be communicated throughout the event.

The starting point for planning an event is that it is possible to keep safe distances in the event. If for some reason the safe distances cannot be maintained, the mask recommendation should be followed. If masks are used in the event, participants should be instructed in advance on the correct use of the mask, as, for example, the constant transfer of the mask to and from the face may increase the risk of corona infection. Mask recommendation and instructions for using the mask can be found here.

It is the responsibility of the event organiser to ensure that all participants in the event follow these guidelines. 

At events, you should avoid distributing food or drinks to participants. If something is distributed to participants, it should be done hygienically using individual packages or, for example, using the participant's own container. Outdoor events should be favored. Due to a large number of outdoor events, organisations must inform TYY of the location of their outdoor events and the estimated number of participants to avoid crowds on campus. Guidance to organisations on reporting the venue will be provided in week 34. 

In outdoor events, it must be ensured that the events of the various organisations remain separate. Participants can be guided by clear signs and instructions. “Shadow checkpoints” are not allowed. When planning the venue the safety must go first and if necessary, it must be possible to change the location of the event. 

Events held on the University's premises must follow the University's guidelines for the use of the premises. TYY's rental premises must follow TYY's instructions on the use of the premises. When planning events, it is worth noting that the official guidelines may change even with short notice. Organisers must be prepared to change plans or cancel the event if necessary.

In addition to physical events, organisations should continue to organise remote events as well. This takes into account, for example, students at risk and those who do not feel safe in physical events. Also, physical events should not be marketed as mandatory and, for example, participation in physical events or occasions should not be a condition for obtaining overalls. 

Instructions for the student to participate in the event

  1. Stay out of physical events if you have flu symptoms, are ill, or have been in contact with a symptomatic person for the past 14 days. If you have travelled to Finland from abroad, please follow the quarantine instructions (if needed). Be sure to also notify the organiser of your cancellation. 
  2. If you enjoy drinks or food at the event, use a personal container. Do not offer food or drink to other participants in the event. 
  3. Bring your hand sanitiser and take care of hand hygiene, especially before and after the event.
  4. Follow the current mask recommendation issued by the authority. The mask can also be worn voluntarily. Use the mask correctly, as moving the mask to and from the face may increase the risk of infection. 
  5. Keep a safe distance (1.5 meters) from other people. 
  6. Stay with your group during the event. 
  7. Use the hand sanitiser or washing facilities available at the event and take care of hand hygiene throughout the event. 
  8. Follow the organiser's instructions and register yourself in the list of participants as indicated by the organiser. 
  9. Remember, we are all responsible for preventing the spread of the coronavirus. Take care of your friends!