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Event planning guide

The event planning guide offers plenty of tips and resources on how to organize a public event, for example a festival, sports event, parade, marathon, fair, or concert. The guide is divided into six parts: From idea to event, organizing an event, licences and permits, event marketing, sustainable events and accessible events.

From idea to event

This section offers lots of useful information for first-time event organizers. Event concepts, choosing a time and a venue for your event, as well as event resources are discussed.

Organizing an event

This section covers some of the practical arrangements you need to take care of when organizing an event: event safety, site plans and structures, waste management, tips for the event day and post-event responsibilities.

Licences and permits

As soon as you start planning your event, you should find out which licences and permits you need. The permits needed depend on the event in question; but at least a permission to use the location and a notice of public event to the police are mandatory for almost all events. Below are some of the most common licences and permits.

  • Notice of a public event to the local police.
  • Notice of a public meeting if you are organizing a demonstration.
  • A land use permit is required if you are organizing an outdoor event. If streets need to be closed or streets are used as a venue, a street use permit is required.
  • Most public events require a safety or emergency plan.
  • A waste management plan is required of larger public events, especially if food is served.
  • If there's music at your event, find out more about music licences and noise control.
  • Events that sell/serve food, alcohol or tobacco need specific permits to do so.
  • Licences are also needed for example for setting up a temporary campsite, for posting signs along streets, for firework or laser displays, for racing with motor vehicles, for non-money lotteries and for shooting films in the city.

Marketing

An event should be marketed like any other product, which is why we only address marketing briefly in this guide. After all, most of the information in general marketing guides can be applied directly to events.

Sustainable events

Taking responsibility for and caring about the environmental impact of your event is a key asset and a contributor to your image as a responsible event organizer. The City of Tampere is committed to promoting sustainable development and therefore encourages event organizers to consider the environment in their operations.

Accessible events

Accessibility significantly improves the quality and appeal of an event. For many event-goers, it is a necessity, and for all, it makes the event appear safer, smoother, and more pleasant.