Booking of facilities and price list

Booking instructions and the use of facilities

Booking

The facilities are booked in the TILA system with the booker’s personal Aalto user details.

The booking is only valid once it has been confirmed by AYY Member Services.  A booking made after confirmation will appear in blue in the calendar.

Reservations cannot be made for the same day, nor for the day after 12 noon. After 12 noon on a Friday, it is no longer possible to make reservations for Saturday and Sunday. This is because during office hours, Member Services must confirm the booking for the access code to work.

If you do not have Aalto ID to logg into Tila, you can book facilities by  using this form.

Van bookings

The keys for the van must be picked up from the AYY Service Office, Otakaari 25 during opening hours Mon, Wed & Fri 12 - 15. For weekend bookings, keys must be collected by 15.00 on Friday. Please check the opening hours here. No refunds will be given for unused reservations.

Please return the room key to the AYY Service Office or to the mail box on the white wooden door on the Otakaari side of the building by 12 noon on the day following your reservation.

Access code for rental facilities

You can enter the faclities with an access code. The code found in the TILA system is activated at the start of the booking. Please note that the access code will only be activated once the booking has been confirmed by the Member Services.  

If the access code does not work:

1. Check that the status of your booking is "confirmed". Only the access code of a confirmed booking will work. If the booking status is "unconfirmed", you are not entitled to use the status. 
2. Wait a moment, then try the code again. 
3. If the code still does not work, activate a new code in the TILA system by selecting "change code". Wait 15 minutes before trying the new code.
4. If the new code does not work, contact AYY Member Services on 050 520 94 00 (Mon-Thu 12-16, Fri 12-15) and arrange to collect the key from the AYY Service Office, Otakaari 25.
5. If it is an evening or a weekend, order a door unlocking service from Securitas 0600 13513. The call costs 8,21 snt/call + pvm/mpm. Please inform [email protected] that you have ordered a door unlocking service. Show the operator your confirmed booking in the Status or your booking confirmation in your email. Door opening costs around €100, so don't order a door opener for nothing. Unnecessary door openings will be charged to the booking.

Payments

Private bookers pay the room rent via Paytrail at the time of booking. If the private booking is not paid within 15 minutes, the booking will expire and will disappear from the space calendar.

Associations subject to AYY choose the invoice as the payment method. Invoices for renting the premises are sent out in batches approximately once a month.

External bookers will receive an email or online invoice for their booking before/after the event. The reservation is valid even if the invoice is not received before the date of the event.

Reservations must be made by a member of the Student Union at the time of the reservation and during the reservation to receive the facility at the member rate.

A summary of facility rental prices can be found below on this page.

Cancellations

Bookings for facilities subject to a charge must be cancelled 14 full days prior to the rental period at the latest; otherwise the booker has to pay the complete price for the rent. Free facilities must be cancelled at least 1 day prior and the van 2 days prior to the rental period. An unused and uncancelled reservation (also the van) will be billed according to the the full reservation price.

You should cancel the bookings in the TILA system. If you do not have the Aalto user details, you can also cancel the booking by emailing AYY ([email protected]) at least 14 days prior to the rental period.

Usage hours for facilities

Usually AYY’s facilities are rented for one evening at a time. The facilities can also be rented for the day, in which case the price is negotiated case by case with AYY.

It is possible to apply for a night usage permission for Servin mökki with a separate form. There is an additional fee for a night usage permission.

Heating of saunas

Otaranta Rooftop Sauna, Jämeräntaival Rooftop Sauna, Ossi's Sauna, Rantasauna (electric stove), OK20 sauna, Gorsu, Sievo Sauna and Vaasankatu Sauna: 

The users must warm up the sauna by themselves when arriving at the facility by switching on the heater. 

Rules and terms for facilities

The renters are responsible for the facilities they have rented as well as their movables while they are in possession of the keys. Rules and terms for the Student Union’s rental facilities and sanctions for violation of rules can be found via this link.

Revocation of the booking right

The right to book rental facilities is denied from all billib customers (AYY associations) who do not pay their bills after the first payment reminder. The booking right is re-enacted as soon as the payment has reached AYY’s bank account.

Accessibility

AYY has paid more attention to accessibility and reachability in rental facilities. Some of the facilities are accessible and we have improved advance guidance for non-accessible facilities. The website of all facilities now have information on accessibility and you can get the best overall picture on the accessibility site.

Price list

The following price list for AYY’s rental facilities for members & associations is valid until further notice.