Instructions in a nutshell
1. General instructions
- You should discuss common ground rules with all the event’s organisers before the event.
- The (applicable parts of the) organisation’s principles of safer space should be in effect at the event, and you should have them clearly visible at the venue. If you have no actual principles of safer space, you can create a lighter version for the event.
- Communication on safety: Inform the participants of the principles of safer space, the event having zero tolerance for harassment and bullying, and the persons in charge of safety (have their phone numbers and photos visible somewhere).
- All organisers of the event should have the phone numbers of security guards or other relevant people related to safety saved on their phone.
- It is always ok to call the emergency number (112) or the guards.
- Other people should be taken care of and helped. It is always ok to ask whether everything is ok and to subtly check out a situation that seems suspicious.
- There should always be water available at events.
- You should not serve more alcohol to very drunk people. It is a good idea to ensure that they get home by offering to order a taxi for the person, for instance.
- It is recommended that there is a quiet space at the event where participants can take it easy and attend to their own affairs.
- If someone behaves in a disturbing or threatening manner towards others, they can be removed from the venue. If the person does not agree to leave, contact the security guards or the police. We recommend that you contact the person who caused the disturbance on the day after the event.
- If you suspect or can confirm that something has happened at the event (e.g. a fire, an attack of illness or suspicion of drugging), the most important thing is to look after the participants’ safety, which is why you can also suspend the event.
- Access control: It is a good idea to check the participants’ student cards and keep a record of the participants. The list of participants and the information concerning the participants should be processed confidentially and may not be published. The information must be handled in accordance with the EU’s General Data Protection Regulation (GDPR).
Choose the persons in charge of safety at the event:
- It is a good idea to have a separately assigned person in charge of safety at events. This person should be prepared for problem situations and ready to act as a support person for the participants. They should also be able to function (preferably completely sober).
- The person should be clearly marked (with a ribbon, for instance), familiar with relevant materials and the venue, available and approachable, caring and as neutral as possible in problem situations.
- The phone numbers of the persons in charge of event safety should be easily accessible – on the wall at the venue and in social media channels, for instance – and available in languages relevant to the participants of the event.
- Get to know the participants and contribute to an open, conversational atmosphere.
- Monitor the atmosphere at the event and take action early enough if a dangerous situation appears to be developing.
- The person in charge of safety is not a police officer, paramedic or rescue worker, and they are not solely responsible for problem situations.
If something happens, it is not your fault. Doing your best is enough.