This page contains instructions for planning events at Aalto University. It also provides links and tips on tools for organising a virtual event.
Because of the uncertain corona situation, we recommend that events and exhibitions are arranged remotely for the time being.
If it is not possible to organise an event remotely, events can be arranged on the university's premises in such a way that sufficient hygiene precautions and safety intervals are ensured and other instructions from the university and the authorities related to the events are followed.
- Good hand hygiene is maintained. Hand disinfectant is available during the event.
- Hands are not shaken and any other close contact is avoided.
Aalto University recommends the use of face masks in indoor spaces. Use of masks is recommended particularly in situations where social distancing cannot be ensured, such as in public spaces as well as during breaks and meetings. The organiser should inform the participants of this recommendation. If needed, the visitor can get a mask from a lobby service desk.
- The participants have no symptoms
We are not receiving visitors who have arrived from countries with higher incidence rates within the past 10 days prior to the visit. Persons who arrive from countries with low incidence rates may visit the campus even earlier than that if absolutely necessary.
- Events organised by students are not arranged at the university’s indoor facilities
- The organiser of the event ensures that known participants are informed in advance of the safety and hygiene instructions of the event. The instructions must be displayed and they will be reviewed sufficiently frequently during the event. Adequate safety distances are ensured throughout the event.
- The organiser of the event is responsible for observing Aalto University's safety instructions and the guidelines of the National Institute for Health and Welfare and the Ministry of Education and Culture on preventing coronavirus infections.
A written implementation plan must be drawn up for events for more than 20 people. The plan must include the following:
- The nature of the event, the estimated number of participants, the location and time of the event.
- How the toilet facilities (if needed) and hand disinfectant distribution are arranged.
- How safe distances between participants are ensured.
- How compliance with the safety instructions is implemented and monitored in practice.
- How to act in a situation where the instructions cannot be followed.
- Aalto University students and personnel: Submit the plan no later than 2 weeks before the event by e-mail to [email protected] and wait for an approval, unless otherwise agreed .
Other users: Submit the plan no later than 2 weeks before the event by e-mail to [email protected] and wait for an approval, unless otherwise agreed .
The event organiser is responsible for the safety of the event.
When planning an indoor event
- Please take into account that only about half of the normal numbers of spaces in, for example, lecture halls, are currently available.
- A seat must be available for everyone at seated events. If necessary, it must be possible to separate the participants into different facilities.
- We also recommend that you use facilities with a dedicated entrance.
- Events involving participants from outside Aalto University can only be organised in Dipoli and A Grid. Please note that this guideline does not apply to doctoral defences or teaching.
When planning an outdoor event
- The area is booked from Aalto CRE ([email protected]), and only one event can be arranged at a time in each area.
- The area is restored after the event (waste must be disposed of, grassland left tidy, possible temporary structures taken down, etc.).
- Waste management must also be carried out during the event.
- The organiser of the event will acquire any necessary official permits.
- The event has a designated person responsible for ensuring that all agreed matters are handled and the instructions followed.
Instructions for exhibition organisers
We recommend organising exhibitions as virtual exhibitions.
The following instructions must be taken into account when organising an on-site exhibition:
- The opening of the exhibition must be organised virtually.
- The main visitors to the exhibition are the personnel and students working in the building.
- In addition, planned, guided and pre-enrolment visits to exhibitions can be carried out, taking the following into account:
- No visits are made to the Learning Centre
- Visiting groups are small (the number of persons is proportional to the size of the facility so that safety intervals and other safety instructions are taken into account)
- A notification of the visit is made in advance to the lobby coordinators: [email protected], who will ensure the facility is available at the desired time of visit
- Teaching and, in particular, the on-site activities of first-year students take priority before exhibition visits.
Links and tips on tools for organising virtual events
Tips for effective online meetings https://www.aalto.fi/en/services/tips-for-effective-online-meeting
Microsoft Teams is a tool for video conferencing, online meetings and chat for max 250 participants https://www.aalto.fi/en/services/online-meeting-tools-teams-and-zoom
MyCourses is a Moodle based learning environment for Aalto University courses https://www.aalto.fi/en/services/mycourses-learning-environment
Panopto is a software and media service that is designed to capture, edit, stream, and share video presentations and recorded lectures https://www.aalto.fi/en/services/panopto-media-service
Presemo is an online participating environment https://www.aalto.fi/fi/palvelut/presemo-yleisoosallistumisjarjestelma (page in Finnish only)
Zoom offers communications software that combines video conferencing, online meetings, chat, and mobile collaboration https://www.aalto.fi/en/services/zoom-video-tutorials
Youtube, Facebook and other social media can be used to reach wider audience or to store recorded talks.
Cancelling an event
In exceptional circumstances and for a well-founded reason, in accordance with the policies of the authorities and / or Aalto University, Aalto University may cancel the event. In these cases, the university is not obliged to compensate the customer for the costs of cancelling or transferring the event.
If you need further guidance, please send an email to [email protected]
Aalto.fi: Internal instructions related to coronavirus (includes guidelines for dissertations)Aalto.fi: Information on coronavirus
THL.fi: Coronavirus - latest updates WHO.org: Coronavirus disease (COVID-19) outbreak