Information for sport event organisers

Organising a sports event involves plenty of planning in advance, applying for permits, scheduling and communications. For your convenience, we have listed the most important operations and instructions so that you can make plans with as little stress as possible without having to spend time on figuring out the practicalities. 

Instructions for sports federations 

Especially when planning Finnish Mastership and international sports events, it is essential to first find the shared motivation. The city’s leadership is happy to meet the representatives of sports federations and clubs to build common ground. The city wants to support sports events to find the suitable premises for organising the event and local networking. The city could also help with the event organisation, depending on the timing and nature of the event. The areas of responsibility and the targeting of the city’s possible support are clearly defined in the agreements.   

Come and get to know Jyväskylä 

The leaders of sports federations are naturally interested in finding out what kind of facilities and conditions Jyväskylä can offer for organising a successful event. Especially during the planning stage of larger events, we often arrange an audit at the event locations for discussing the conditions and the possible need for investments at the facilities. The city agrees to implement agreed investments on the event locations in accordance with the shared agreement. 

On our website, you can find more information on the most popular sports event locations and some of the national and international events that are regularly held in Jyväskylä.  

See the most popular sports event locations. 

Help with applications: intention letter and bid book 

Jyväskylä actively promotes organising Finnish Mastership games and international sports events. We offer assistance for sports federations to apply for international events, for example by helping with composing the first-stage applications (intention letters) and planning the bid books by offering information on the facilities and conditions at the city (event location descriptions, transit connections, hotel accommodation, additional events).  

Avoiding overlapping events 

Many aspects affect the choice of the time for the event. Finding a time that is not overlapping with another yet unpublished event is possible by contacting us.  

Instructions for local sports clubs 

The main responsibility for the practical organising often lies with the local sports club. We are happy to offer support and assistance with the event preparation. You’ll find answers to many questions just by asking, so feel free to contact us! 

Booking the event locations 

You can find more information about the main event locations in the event location page.  With international and Finnish Mastership events, the suitable time and event locations are booked well in advance. For smaller events, it is possible to book the event location directly through the Timmi online booking system, where you can see the current booking schedule of the event location, for example. You can also contact us any time, and we will help you find a suitable time and book a location for your event. 

Required event plans and permits 

Organising a sports event required several different notifications, plans and permits. The permit applications should be done as early as possible, approximately 4–6 months before the event. The required event permits depend on the nature and location of the event.  

The most commonly required permits, plans and notifications 

• Area use permit for outdoor events from the landowner. 
• Safety and security plan.
• Traffic control plan. 
• Waste management plan. 
• Notification of a public event. 
• Notification of noise.  
• Serving and sale of food.  
• Notification of the use of fireworks or pyrotechnics, if applicable. 
• Temporary permit for selling of alcohol. 
• Event permit (for presenting music). 

You can get help with everything mentioned above at the Hannikainen service point or the city’s e-service site.  

Local event marketing 

The local social media channels and the free event calendars of the city and the Keskisuomalainen newspaper can be useful for the event marketing. When the sports event is organized in cooperation with the City of Jyväskylä we will check the channels (web sites, social media) that are useful in promoting the event in the Jyväskylä region. 

Instructions for service providers 

Do you offer an additional service that would be suitable for a sports event held in Jyväskylä?  

The commercial operators that operate at sports events will negotiate and make a contract directly with the event organiser. We can help you find the right person to contact, if necessary. 

We have plenty of experience as a sports event organiser. We know that each sport has its own needs for events. Contact us and let us know the special requirements of your event, and we will find the solutions together!  

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