Association newsletter for week 19/2019

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This is the AYY association newsletter for week 19/2019

Are you wondering about something association-related? Come and meet other association operators and AYY’s Organisation Sector at the afterwork on Wednesday (item 2).

Upcoming events and important dates for associations
4 May: Village clean-up (https://www.facebook.com/events/819675078404918/)
6 May: Advance booking of rentable facilities starts (see exact dates at item 3)
6 May: Info event on Otaniemi Night of Arts (https://www.facebook.com/events/408562983025913/)
8 May: Associations’ afterwork (item 2, https://www.facebook.com/events/274946466724132/)
13 May: Flower Day
14 May: Advance booking of rentable facilities for special status associations (item 3)
16 May: Representative Council meeting (ayy.fi/live)
18 May: AYY 9^th Annual Ball (https://www.facebook.com/events/236007250677458/)
21 May: Advance booking of rentable facilities for other 1^st list associations (item 3)

Contents of the newsletter
1. ATTENTION! Thieves on campus
2. Associations’ afterwork on Wed 8 May
3. Advance booking of rentable facilities starts on Monday 6 May for special status associations
4. FYI – biggest AYY events in autumn 2019
5. Overalls and student clothing for the herring brunch of AYY’s Annual Ball
6. Remember wellbeing in association operations
7. AYY’s guide for event organisers

1. ATTENTION! Thieves on campus
The spring has brought thieves onto campus as well, and last week was an unfortunately busy one in terms of theft. AYY and the University advise everyone to take general caution on campus and ask you to take particularly good care of your own and your friends’ possessions.

In case of a possible theft, report the incident to the police. Thieves generally visit multiple places around the campus, so it would be important to report any thefts also to the University’s Head of Security for her to be aware of the situation as a whole. The Head of Security Seija Piiponniemi-Lahti can be reached by email at [email protected] or by phone at +358 500 813 084.

Let’s take care of each other and our belongings. If you suspect that thieves have visited your association’s event, please contact the bodies mentioned above.

2. Associations’ afterwork on Wed 8 May
As it is almost summer, it is time to gather the Board members, officials and active members of associations operating within AYY for an afterwork in Fat Lizard in Otaniemi to have a laid-back chat about how everyone is doing. We can discuss the current topics that your association is wondering about and meet other associations’ operators at the same time. Essi and Anna from AYY’s Organisation Sector will also be present to answer your questions.

Let us know that you are coming so that we can reserve a big enough table: https://lomake.ayy.fi/yhdistykset/associations-afterwork/

What: Associations’ afterwork
Where: Fat Lizard, Tietotie 1
When: Wed 8 May from 4.30 onwards
Why: Peer support and networking for association operators
FB event: https://www.facebook.com/events/274946466724132/

3. Advance booking of rentable facilities starts on Monday 6 May for special status associations
The advance booking of AYY’s rentable facilities, also known as tilakähmyt, will start on Monday 6 May 2019 for associations. As usual, the bookings are made using AYY’s own booking system TILA. TILA can be found at https://tila.ayy.fi/, and users can log on with the Aalto University IT user details. The easiest way to get started is to read the instructions behind the Help link in the menu bar at the top of the page.

You can make advance bookings for the period of Mon 12 Aug 2019–Sun 5 Jan 2020.

The schedule for facility reservations in the system is as follows:

1. AYY’s internal operators, 15 Apr–3 May 2019
2. Special status associations
   The reservation period begins at 12 noon on Mon 6 May 2019 and ends at 12 noon on Tue 14 May.
   Booking session 1: Tue 14 May from 4.30 pm onwards in hall R001/M232 M1 of the Undergraduate Centre (Otakaari 1).
3. Other associations in the 1st list
   The reservation period begins at 12 noon on Wed 15 May 2019 and ends at 12 noon on Tue 21 May.
   Booking session 2: Tue 21 May from 4.30 pm onwards in hall R001/M232 M1 of the Undergraduate Centre (Otakaari 1).

More detailed booking instructions will be announced in a separate email sent to all associations.

4. FYI – biggest AYY events in autumn 2019
The volunteers and employees of Aalto University Student Union organise various big events aimed at all Aalto people, some of whose dates have been listed below. These are for your information and to support the planning of other events, especially if you want to be aware of these when making future facility bookings. Welcome along!

3 Sept: Aalto Party
21 Sept: Otaniemi Night of Arts
30 Sept: Lakinlaskijaiset
31 Oct: Aalto Talent Expo
2–9 Nov: Teekkari Tradition Week
8 Nov: Teekkari Tradition Party
2–4 Dec: Association training (preliminary)

5. Overalls and student clothing for the herring brunch of AYY’s Annual Ball
The Annual Ball Committee is looking for student overalls and coats of student associations and guilds for the brunch of AYY’s Annual Ball. This is an excellent opportunity to get rid of some of your organisation’s spare overalls and coats, as well as to make your organisation’s clothing highly visible at the collective party of the entire AYY!

If your association has spare, unused overalls or coats from past years that you could donate to the herring brunch, get in touch with the Annual Ball Committee either by email at [email protected] or on Telegram @lohenscowl.

6. Remember wellbeing in association operations
In addition to fun communal activities, it is also necessary to remember to pay attention to the coping and wellbeing of the membership and actives in association operations. In Board operations, for example, the division of the workload fairly and taking into account individuals’ coping is key to the wellbeing of the operators. Additionally, it is important to remember to express gratitude and appreciation towards the work done by others. Recreational outings for the operators can also be a good way to reward them and help them cope.

Read more in the Association Guide: https://yhdistysopas.ayy.fi/wellbeing-in-association-operations/?lang=en.

7. AYY’s guide for event organisers
The AYY Event Organiser Guide contains a huge spread of information all the way from event organisers’ legal obligations to an event safety checklist, equality and environmental issues, crisis communications, first aid instructions and many other guidelines important for event organisers.

You can find the Event Guide here, in the Association Guide’s Materials bank: https://yhdistysopas.ayy.fi/wp-content/uploads/sites/20/2018/12/Tapahtumaj%C3%A4rjest%C3%A4j%C3%A4n-opas.pdf (in Finnish).

WANT YOUR NEWS IN THIS NEWSLETTER?

Send us your short text by 10 am on Wednesday to tiedotteet (a) ayy.fi. The news will be translated, so you only have to use one language.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

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