Event Management Tips

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Usually a some kind of law controls events, like conventions and gatherings. These kinds of general meetings and other public ceremonies are usually reportable for the police. In certain cases though, the report can be left undone.

Public Ceremonies and General Meetings
 

Public ceremonies are pastime activities, competitions, shows or other events open to public, which aren't similar to traditional meetings.

General meeting is a meeting, where people who haven't specially been invited to participate can also take part in the meeting. In many countries, the law dealing with conventions gives anyone the right to participate in general meetings.

Reporting an Event
 

When these kinds of meetings are reported to police, the report must usually include the following information:

  • organizer of the meeting

  • purpose of the meeting

  • location of the meeting

  • meeting's starting time and predicted ending time

  • security officers named by the organizer

  • special equipment used in the meeting

The report must also name a contact person, who will be available for police concerning the arrangement of the meeting.

A written and spoken notifications must be provided for the concerned police before a deadline, when arranging a meeting outside in general public. General meetings can be arranged with a shorter notice, if they don't cause harm for general discipline.

Public ceremonies need to be reported sooner, sometimes a written report must be delivered for police at least five days before the ceremony. Police can accept a report also with a shorter notice, if the ceremony doesn't cause harm for general discipline and doesn't clearly complicate police officer's duties.

Usually a ceremony must not be reported, if it doesn't require security or traffic arrangements to prevent harm for environment or surroundin public. Things affecting this are event's purpose, location of event and amount of participants.

 

Monitoring of Security
 

The organizer of a public ceremony must take care of event's security, order and the obeying of laws. The same responsibilities belong to general meeting's chairman, if one is elected. 

Security officers can be named for public ceremonies and general meeting to oversee the security of the event. Police can also demand the organizer of the event to familiarize security officers with the specific aspects and spaces of the event location.

Fundraising in Events
 

Do you want to arrange fundraising for a good cause? Please remember, that fundraising is usually subject to license. An association usually must be registered before it can apply for a license to arrange fundraising.

Fundraising means collecting money from the public without any compensations. Participants of the fundraising can be provided only a symbol of a donater without any financial value as a compensation.

Depending on countries, licence for fundraising can be granted for different kinds of organisations, usually for registered associations and institutions.

Application for fundraising licence is usually made literally. Application must include a detailed fundraising plan, and a scheme for the use of collected funds. Admitter of the licence can also demand for other clearances, if necessary.

This article is a modification of the Finnish version produced by Optinet Ltd and found on www.yhdistystieto.fi.

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