Event organizing ABC

Before the event 

Resource calendar

  • Check the premises available and make the reservation well in advance
  • By reserving the premises I commit to obey the rules and regulations of the premises
  • Apply for the extended reservation
  • KY van → make sure you have filled the driving permit

KY Office

  • Pick up necessary keys and the extended reservation permit during office hours
  • Ask for door and burglar alarm (Saha) programming if needed
  • Remember bouncers for bigger events
  • Contact Secretary for Cultural Affairs if you need to organize ticket sales at school or after parties at bars

Check out also the Communications Channels and Event marketing process to guarantee a successful marketing process.

At the event

General

  • Fill in the checklist before the event starts
    • Only if your reservation is at Yläkertsi, Alakertsi, kitchens or Saha
    • The checklists can be found from the resource calendar or Club Guide
  • Without the extended reservation permit you’re only allowed to stay until 22
  • Leave the premises as they were when you arrived (collect the tables & chairs, clean up the biggest messes)
  • No need to scrub the floors, unless someone throws up (in this case report to the KY office for special cleaning as well)
  • Read all the instructions at the premises

Emergency situations

  • Inform the KY Office or call the property maintenance or 112
  • If the burglar alarm goes on at Otaniemi, show your keycard + enter your personal code to get extra time

At KY Building

  • Smoking at the balcony until 22, after that you can use the smoking room
  • It’s forbidden to use duct tape or silk paper for decorations
  • Use the fan when making food, if the fire alarm goes off in the kitchen wait that Securitas turns it off (don't call 112!)
  • Property maintenance: Kiinteistöhuolto Sami, 010 270 8880

At Saha

  • After 17:00 you need a code to enter
  • Alarms will go on at 01:30 unless you ask KY office to turn them off beforehand
  • Property maintenance: L&T,  010 636 7000

After the event

  • Take everything you brought with you (including the leftover food)
  • Take the trash out to the backyard’s trash container
  • Return the keys to the box at KY or Espilä or to the service secretaries ASAP
  • If something is broken, fill in the broken form or report to the KY Office