Instructions for associations
From this page you will find information for example how to establish an accosiation, examples of administrative documents and event communication.
Sisältö
Establishing an association
Do you want to establish a new association? An association can be founded for the common realisation of a non-profit purpose. Non-profit associations include, for example:
- cultural and social associations and charitable organizations;
- entertainment associations, athletic clubs, and hobby clubs;
- trade associations; and
- political parties.
There are several steps and documents involved in establishing an association, and with the help of the information below you can establish your own association. More information can be obtained from the member services coordinator [email protected].
Instructions for establishing an association and rules (pdf)
You can find examples of the meeting agenda (which after the meeting with its decisions and signatures becomes the minutes of the meeting), the association’s action plan and financial statement documents in the section “Financial and administrative documents”.
The Finnish Patent and Registration Office (PRH), where the association is registered, provides information about establishing the association.
About PRH: https://www.prh.fi/en/companiesandorganisations/yhdistysrekisteri.html
Establishing an association: https://www.prh.fi/en/companiesandorganisations/yhdistysrekisteri/perustaminen.html
Registration of an association: https://www.prh.fi/fi/yhdistysrekisteri/sahkoinenasiointi.html
Applying to LTKY's associations list
Associations and special status associations in LTKY’s associations list receive advice, support and services from LTKY to promote their activities. The rights and obligations of associations included in LTKY’s associations list are regulated in the Association Regulations. You can read more about it from LTKY’s rules.
Application for LTKY’s associations list template (pdf)
The necessary documents that must be attached to the application are the budget and the action plan. In addition to these, the association must prepare the association declaration in accordance with financial statement documents including the board’s signature, i.e. the income statement, balance sheet and action report. Send the application to Lappeenranta’s member services coordinator [email protected].
A previously established association can also apply for a place in the LTKY’s associations list. Previously established association can later apply to become special status association.
Financial and administrative documents
LTKY has prepared the agenda and action plan models for the presidents of the associations, as well as the foundation and guidelines for the financial statement documents for the fund managers and account managers.
Meeting agenda template (pdf)
Meeting minute example (pdf)
Action plan template (pdf)
Other instuctions and examples
Events
“Well planned is half done”.
Sitz are a common event that requires a lot of planning and different types of communication for different parties. LTKY has put together instructions for the organizers, participants and toastmasters of sitz.
Sitz instructions LTKY (pdf)
An important part of event planning is also considering accessibility in both event planning and communication. Below are instructions for communicating event accessibility.
Event communications (pdf)
Introduce the venue clearly, so that the participant has the opportunity to find out the characteristics of the venue and possible challenges.
Arrival at the venue. For example, is there a charter bus to the event that is not completely accessible? To make it easier for the participant, it is a good idea to mark, for example, the public transport bus schedule.
The nearest toilet and its location.
Joint information of the event’s contact person/harassment contact person and mention that additional information can be obtained at a low threshold.
If possible, you can attach a picture of the event location, a map or other pictorial instructions to the event description.
For kellari events, the event organizer can request an accessibility key from the LTKY office within the opening hours.
Communication
It is important to use different communication channels so that the message reaches as many readers as possible. Read below about campus-specific communication channels.
The messaging application Telegram is used in the communication of student events in Lappeenranta. You can join Telegram’s “Skinnarila Bot” information channel by contacting LTKY.
eLUT has a section for events and eLUT’s publications also appear in Tuudo. The event text should be sent to [email protected] in Finnish and English, including the title, a short description of the event, the publication itself and a cover image (1200×600 pixels).
Events on campus can be advertised on campus digital screens, poster walls or table triangles. For more information, you can ask [email protected]
The Instagram account @lahoevents is used for information about student events in Lahti.
eLUT has a section for events and eLUT’s publications also appear in Tuudo. The event text should be sent to [email protected] in Finnish and English, including the title, a short description of the event, the publication itself and a cover image (1200×600 pixels).
Events on campus can be advertised on campus digital screens, poster walls or table triangles. For more information, you can ask [email protected]
Community
LTKY and KOE have prepared a community guide that provides associations and guilds with information about situations where students may experience loneliness, and ways that the association can use to solve or prevent said loneliness. If you have any questions about the guide, please get in touch with [email protected].
Community guide for associations
Sustainability
LTKY strives to set a good example for its member associations, and thus actively considers sustainability themes in its operations. The following table lists measures that our member associations can implement in their own operations to ensure more sustainable association operations.
Responsibility for associations (pdf)
Sustainability guidelines related to guilds and associations are also listed in LTKY’s sustainability guidelines. This can be found on Sustainability page.