Advance booking of facilities for the autumn of 2024
Advance booking of facilities in a nutshell
The advance booking of rental facilities is one of the benefits of AYY associations. Reservations are made using AYY’s own booking system TILA. The booking system can be found at tila.ayy.fi/ and users can log in with their Aalto user ID. Check out the rental facilities here.
The first booking round is for subject associations and the second one for other associations.
In this booking round, you can book facilities for the period 5 Aug 2024 - 5 Jan 2025
In the system, the booking schedule for facilities is as follows:
- Subject associations
The booking time starts at 12 noon on Monday, 8 April and ends at 12 noon on Wednesday, 17 April. Advance booking sessions will be held on Thursday, 18 April at 4.30 pm at Otakaari 1, M232, M1. Please be prepared to negotiate possible double bookings in advance booking sessions. If the representative of an association is not present at the event to defend their reservation, the booking will be deleted from the calendar. Please note that Multi-Facility Hall, Tatami Hall and Association Room cannot be booked until the second booking round together with other associations starting on Wednesday, 24 Apr 2024.* - Other associations
The booking time starts at 12 noon on Wednesday, 24 April and ends at 12 noon on Friday, 3 May. Advance booking sessions will be held on Tuesday, 7 May at 4.30 pm at Otakaari 1, M232 M1. Please be prepared to negotiate possible double bookings in advance booking sessions. If the representative of an association is not present at the event to defend their reservation, the booking will be deleted from the calendar. PLEASE NOTE! This schedule also applies to subject associations if they have booked recreational facilities.* - Members
After the advance booking round, the booking calendar will be opened to members at 12 noon on Tuesday, 14 May or once all overlapping bookings have been resolved.
*Please note! Both subject associations and other associations cannot book three recreational facilities (Multi-Facility Hall, Tatami Hall , Association Room) until the booking round starting at 12 noon on 24 Apr. For these facilities, all associations and subject associations that have made advance bookings must be prepared to clarify overlapping bookings in the advance booking session on Tuesday, 7 May at 4.30 pm. The purpose is to guarantee all associations more equal opportunities to book these highly popular free facilities.
Booking rights of associations
Two associations within AYY, Polyteknikkojen orkesteri ry (Polytech Orchestra PO) and Retuperän WBK (firebrigade orchestra RWBK) rehearse at Servin mökki (Smökki) on Mondays and Tuesdays. According to their agreement, they are allowed to participate in the first facility booking round of subject associations with regard to reservations for the Monday and Tuesday evenings of Servin mökki.
Previously, associations have been instructed to avoid the use of Smökki on Monday and Tuesday evenings. However, the orchestras have received too few rehearsal slots in previous booking rounds to sustain their operations on a solid foundation. In order to secure their operations, the AYY Board has decided that these orchestras may participate in the first advance booking round according to the agreement.
Bookings for annual celebrations and herring breakfasts by subject associations are mainly prioritised over the reservations of other associations. Bookings made by subject associations during their booking period are confirmed after the period ends. Any overlapping bookings of subject associations will be clarified after the end of the first booking round. Subject associations will not have to come and defend their bookings later. Exceptions to this are recreational facilities (Multi-Facility Hall, Tatami Hall and Association Room), for which all associations can make reservations only during the second booking round. For these three facilities, overlapping bookings will be clarified after the end of the second booking round.
Overlapping bookings can only be made within the period when reservations are made. Please note that AYY’s internal reservations are mainly permanent, so overlapping reservations cannot be made on top of them. After the booking period, overlapping bookings are clarified in advance booking sessions. If the facility sector notices that a certain association has made too many reservations and thus significantly reduced the opportunity of other associations to benefit from AYY’s facilities, AYY reserves the right to request additional clarification or cancel the already confirmed reservations.
Instructions for making reservations:
- Facilities are reserved under the name of the association. The activation key has been sent to the e-mail address provided by the associations (generally this has been the list address of the association board). If necessary, persons who have taken care of the facility bookings can distribute their rights through TILA system to the new board members of associations, for example.
- AYY's associations must choose invoice as the payment method. Invoices for facility rents are sent collectively approximately once a month.
- Only one association books the facility if you book a space for a joint event of several associations. Write the names of other organizers in the event details. This speeds up the booking process, while avoiding unnecessary clarification in advance booking sessions. When the calendar does not report any overlapping bookings, a joint event can be accepted directly.
- The name of the event must be entered in the reservation. If there is no name, the event can be deleted if there is a need for the reserved facility for the same day at a later stage of the advance booking sessions.
- Only book facilities according to your actual need, not just in case. Especially Smökki and Rantasauna are in high demand.
- Take into account the usage hours of rental facilities and contact the services office asap if your planned usage hours will change.
- Avoid booking Smökki on Mondays and Tuesdays if possible, PO has rehearsals at Smökki every Monday evening and RWBK every Tuesday evening.
- Check out the price list and the terms of use (e.g. time restrictions, age limits of the person in charge, cleaning and checklists).
- You can cancel your reservation free of charge 14 full days before the event date by removing the reservation from the Tila system. If the event is less than 14 days away, the reservation can no longer be cancelled in Tila, but by contacting the member services. Reservations cancelled later than 14 days before will always be charged at full price.
- Please also remember to cancel your booking well in advance if you no longer need the facilities.
- In case of long booking periods or several overlapping bookings, the representative of a group that made the reservation should be prepared to justify their booking. If necessary, we will contact the bookers at the end of the booking round.
- If your event requires special arrangements, please contact AYY services in advance to find out whether the arrangements in question are possible in the space you have booked.
If you have not received a confirmation ID for the user group you represent or if you have any questions related to the advance booking, you can contact AYY Member Services: [email protected]
Rent facilities or van
AYY members can rent saunas, meeting rooms, event venues, and a van at a low cost. The facilities are located in Espoo and Helsinki.
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