Aalto University

How to organise events responsibly maintaining coronavirus protocols

This page contains guidance and links for event organisers during the COVID-19 pandemic. Latest updates on 22 June 2021.
Kaksi henkilöä istuu nojatuoleissa Dipolissa.

For events and meetings, we follow the national guidelines and recommendations. The Helsinki metropolitan area is in the acceleration phase of the pandemic.

It is possible to hold events, exhibitions and visits on campus. The event organiser must ensure the safety of participants. At the bottom of this page, you can find tips on tools for organising virtual events.

For indoor events and visits with more than 10 persons, and for outdoor events with more than 50 persons, organisers make a security and hygiene plan and collect information of participants. The plan should contain the time, place, participants, and the person responsible for the event. Please inform also, how you take care of safety measures (e.g. safety distances, hygiene, use of face masks, waste management) and handle possible situations where a participant doesn’t follow instructions. The plan is to be submitted to [email protected], and you can expect a response within two work days. You can also send further questions to this email address.

If you are an outside party and would like to enquire about renting a space at Aalto for an event, please contact Facility Sales at [email protected]

We recommend the use of face masks any time you are in contact with others, unless prevented for personal health reasons. If you forget to bring a mask, you may obtain one from the lobby services of the building.

Remember also to maintain safe distancing and good hand hygiene, and you or your visitors must not to come to campus if ill.

 

Authorities’ instructions

Regional State Administrative Agency AVI (in Finnish)

Aalto University instructions for event organisers

Facility use and event securityInstructions on doctoral dissertations, see this pageEvents LibraryOrganising an exhibition

Please contact [email protected] if you have a question related to events or exhibitions.

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.

Aalto University information on COVID-19

Laboratoriossa käytössä oleva koeputkiteline.

Information on coronavirus

Information on the effects of coronavirus on activities at Aalto University.

Aalto University

News regarding coronavirus on aalto.fi

Crystal Flowers exhibition Collineation Grounds. Photo: Mikko Raskinen.
Campus, Studies Published:

Persistent students created an exhibition combining math and art despite exceptional circumstances

The sheltered courtyard next to the main lobby of the Undergraduate Centre and its dark-red brick, black granite and copper clad façade provides a solid frame for the 2021 exhibition, Collineations grounds.
Kuva: Aki-Pekka_Sinikoski.
Press releases Published:

Companies are shifting from crisis management to new growth – challenges include shortage of experts and the aftermath of a digital leap

There are bottlenecks on the road to emerging growth, and accelerated digitalisation isn't making things easier. When an organisation moves from the office to Teams, something gets left behind.
instagram posts about Covid
Research & Art Published:

How is Instagram used by the leading health agencies to engage with the public during the COVID-19 crisis?

Social media messaging depicting well known personalities, influencers, and celebrities received greater engagement.
Economicum-rakennus Arkadiankadulla. Kuva: Veikko Somerpuro
Research & Art Published:

Covid-19 vaccines also protect unvaccinated family members

New findings from Finland show benefits from Covid-19 vaccines extend beyond recipients
  • Published:
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