Association newsletter for week 51/2018

This is the AYY association newsletter for week 51/2018

The last weeks of the year are about to start. Take a peek at AYY’s brand-new Event Guide (item 1) and go empty your association’s post box (item 3). A big congrats to everyone awarded at the Hugo Gala (item 2)!

Upcoming events and important dates for associations

17 Dec: Futuretalks: Facing/Fading Frontiers https://ayy.fi/en/blog/events/futuretalks-facing-fading-frontiers/
18 Dec: Advance booking of rentable facilities for other 1^st list associations (item 4, https://ayy.fi/en/blog/events/booking-session-tilakahmyt-for-associations-in-the-1st-list/)
31 Dec: Application to AYY Committees ends (item 9, ayy.fi/stop/en/)
15 Jan: Association training in Mikkeli

Contents of the newsletter

1. AYY’s guide for event organisers
2. Pioneers of the Aalto community awarded at the Hugo Gala
3. Emptying your association’s post box
4. Advance booking of AYY’s rentable facilities ongoing!
5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30^thanniversary performance for a discounted price!
6. Here you are – the new Association Guide!
7. Association training materials available now
8. Store traces of your association operations in history
9. Committee applications ongoing until 31 Dec

1. AYY’s guide for event organisers

The AYY Event Organiser Guide is finally ready! The 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. For now, the Guide can be read here, and early next year, we will get back to which parts of the new website the Guide will be added on.

Right now, 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)

2. Pioneers of the Aalto community awarded at the Hugo Gala

On Friday 7 Dec 2018, a diverse group of the Aalto community’s active operators were awarded in the first Hugo Gala in history. The Gala celebrated the Aalto community and its pioneers, but this time, we were not talking about individuals but bringing to the limelight the amazing accomplishments of the associations operating in the Aalto community.

During the autumn, AYY’s Community Section Aava collected nominations of parties deserving recognition. A huge number of suggestions was sent in, and in the end, seven awards were handed out. The plan is to make the Gala an annual tradition.

Awards handed out at the Hugo Gala on 7 Dec 2018:

Community Builder 2018: Radiodiodi
Internationality Innovator 2018: Polyteknikkojen partioklubi Teepakki ry
Aalto Community Bridgebuilder 2018: Hosts and Hostesses 2018
Paving the Way for the Aalto Community 2018: Aalto Beer Pong ry
Freshman Education Trailblazer 2018: Nuoret Designerit ry
Student Wellbeing Pathfinder 2018: Teekkariratsastajat ry
Interdisciplinary Pioneer 2018: Otanko ry

Read more about the Gala and its origins: https://ayy.fi/blog/2018/12/13/hugo-gaala-palkitsi-aalto-yhteison-pioneereja/ (in Finnish)

3. Emptying your association’s post box

Some of the associations have a post box at the AYY office that is full to the brim. These post boxes should be emptied before Christmas as otherwise there is nowhere to put the new post. Some associations have not picked up their post all year, so now is high time to grab your bank statements, for example, for safekeeping.

In case you don’t know if your association has a post box, make sure to come by! The AYY office is located upstairs at Otakaari 11, and we are open daily at 12 noon–4 pm. The Service Office will close for the Christmas break on Friday 21 Dec and open its doors again on 2 Jan 2019.

4. Advance booking of AYY’s rentable facilities ongoing!

The advance booking of AYY’s rentable facilities, also known as tilakähmyt, are done and dusted for special status associations, and now is the turn of other associations in the first list. 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 7 Jan 2019–Sun 11 Aug 2019. The schedule for the remaining facility reservations in the system is as follows:

Other associations in the 1^st list on Wed 12 Dec–Tue 18 Dec 2018.
The reservation period begins at 12 noon on Wed 12 Dec and ends at 12 noon on Tue 18 Dec.
The booking session will be held in the Undergraduate Centre’s (Otakaari 1) hall R001/M232 M1.

More specific details and instructions can be found in Association Newsletter 49/2018, under item 3: https://ayy.fi/en/blog/2018/11/30/association-newsletter-week-49-2018/

If you have not received your confirmation code for the user group that you represent or if you have any other questions related to the advance booking sessions, please contact AYY’s Service Manager: riitu.nuutinen (a) ayy.fi.

5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30^thanniversary performance for a discounted price!

Next spring will witness the premier of the 30^th Teekkarispeksi of all times, and we wanted to do something really special in honour of our anniversary. Hence, we are inviting you and your association or guild to see our 30^th anniversary performance at the stunning Peacock Theatre on 19 Mar 2019!

Groups of more than 10 persons get a 10% discount on tickets for the anniversary performance, so this is your chance to get a group together and come enjoy the spring’s hottest dose of culture. Group tickets can be easily reserved by email at [email protected], and they can all be paid with one invoice. Teekkarispeksi is performed in Finnish. Ticket prices and the theme of this year’s Speksi can be found at teekkarispeksi.fi/keinolla-milla-hyvansa/ (in Finnish).

6. Here you are – the new Association Guide!

This year, the Organisation Sector has been working on the new Association Guide, and it’s finally ready! The Guide features a multitude of information that associations operating within AYY need to support their operations. The themes cover founding an association, its financial management, administration and equality alike. And plenty of other things! In addition, the extensive Materials bank helps you find essential external sources of information. Right now, the sections regarding the financial statement are particularly topical for many.

The Association Guide can be found here: https://yhdistysopas.ayy.fi/?lang=en

It is advisable to go through this website carefully at the beginning of your term in office and to keep returning to it along the way. Feedback is definitely welcome, as there are always little things to fix. There are still a few sections missing from the Swedish and English versions, but these will be uploaded as soon as the translations are completed.

In the future, you should first look for answers in the Association Guide and only afterwards contact the Organisation Sector: jarjestoasiat(a)ayy.fi.

7. Association training materials available now

The materials from this year’s association training for both the basic package and the themed day have been gathered into the Association Guide at https://yhdistysopas.ayy.fi/training-materials/?lang=en. Make sure to also tip off your buddies on the Board about these. The training materials are only published in the language the training was held in.

We are hoping for feedback from those who attended the association training as well as those who could not make it. What was good and what needs to be worked on? On the other hand, why was the day or the themes not suitable for you this time around? On both forms, you can also share your hopes for training in 2019.

Feedback form for the basic package on 27 Nov: http://lomake.ayy.fi/yhdistykset/palaute-peruspaketti-2018/ (in Finnish)

Feedback form for the themed day on 28 Nov: https://lomake.ayy.fi/yhdistykset/palaute-teemapaiva-2018/ (in Finnish)

Thank you so much to those who took part, and lots of luck for next year! And remember to always contact the Organisation Sector when you feel like it: jarjestoasiat(a)ayy.fi.

8. Store traces of your association operations in history

Is it easy to forget archiving? What is it necessary and worthwhile to archive in the first place? Now is a good time to grab hold of the topic, before many of the operators change.

The archive of Aalto University Student Union offers the associations operating within it storage space, equipment and advice on archiving. Archiving is meant to give future operators a vivid idea of the association’s operations. It is worth archiving all self-produced materials relating to the association’s operations as well as other materials that might interest the next generations, all marked appropriately. Tips for limiting your archiving can be found, for example, on the Yhdistystoimijat website (in Finnish).

What is important is that archiving is kept in mind and executed throughout the year. Don’t be afraid to ask for some tips and contact arkisto(a)ayy.fi.

9. Committee applications ongoing until 31 Dec

Application to AYY’s committees is still open until the end of December! You can apply to become part of, for example, organising big parties with the Party Committee or the Afterparty Committee, Quidditch and Humans vs. Zombies with the Outdoor Sports Committee, the Student Union’s annual ball with the Annual Ball Committee or the manifold celebrations of the Teekkari Tradition Week with the Teekkari Tradition Committee. In the committees, you will get to work on all kinds of things in an interdisciplinary group while learning lots about project management, group dynamics and event marketing alike!

Apply at ayy.fi/stop/en/!

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 newsletter takes a Christmas break and comes out next on 11 Jan 2019.

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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