Rental of Facilities

AYY rents sauna, sitsi, party and meeting facilities for one day at a time. You can find information and pictures on all facilities on their own pages.

Reservations

Reservation of facilities until Aug 13th 2017 can be made via TILA-system by using your own Aalto-username and password. 

Reservation will be confirmed in the system the next working day the latest, after which the confirmed reservation will appear in blue in the reservation calendar. Please note that the system will only send an email about a confirmed reservation, if the user has chosen to receive this type of notifications in the TILA-system. More information at https://tila.ayy.fi/help/ .

In case you don’t have an Aalto-account, you can make a reservation via AYY’s Otaniemi Service Point. Reservations of facilities are handled by AYY’s Otaniemi Service Point during its opening hours on weekdays between 9am – 11am and 12noon – 4pm (Otakaari 11, tel. 050 520 9401, ayy@ayy.fi). Reservation of facilities should be done personally. The booker is responsible for facilities throughout the reservation.

Associations operating within AYY may book facilities in advance in the booking sessions organised in late spring and late autumn. More detailed information on the booking sessions can be found here (via association newsletter).

Payment

Payment details are sent by e-mail. Keys for facilities are not handed over unless the payment is made.

Please note that the person making the booking must be a member of the student union during the time of booking and rental in order to get the facility with the student price.

The prices for all facilities for the year 2017 can be found here (valid from Jan 9 2017 on).

Cancelling the reservation right
The board of AYY decided in its meeting 14/2015 that the right to make reservations to AYY’s facilities will be removed from everyone who lacks to pay the rent after the first reminder. The reservation right will be returned once all unpaid rents have been paid.

Keys

Keys to all premises can be collected between 12noon – 4pm on the same day for a receipt or payment at AYY’s Otaniemi Service Point. For weekend reservations, keys can be collected on Friday.

If you have forgotten to collect the keys, you must call the maintenance service (0200 155 00).

The keys must be returned to Otaniemi Service Point by 12noon the following day.

If the keys are not returned, a fee of at least €35 will be charged from the renter; possibly more if locks need to be changed.

Deficiencies in the equipment in facilities

You can report deficiencies in fixtures and equipment when returning the keys to the facilities and the facility checklist. Current information about deficiencies in facilities can be found here.

If there are particularly many additional items, or if the space is otherwise in bad shape, you can take photos of the situation and send them as e-mail attachments to tilat@ayy.fi . If you want compensation because space is in bad condition, you have to send photos.

If something breaks during your rental or if the place is left in an otherwise bad shape, or if during the rental anything happens that might make the usage of the space worse in the future, please be honest and report it by sending an e-mail to ayy@ayy.fi . Flaws that are reported quickly are also fixed quicker.

Cancellations

The reservation of chargeable facilities must be cancelled 14 days prior to the date of use, otherwise the person who booked the facilities has to pay the rent. Facilities free of charge must be cancelled 1 day prior and the van 2 days prior to the date of use.

Cancellations can be made by logging in to the TILA-system. The system will automatically send a email reminder ca. 3 weeks before the reservation date.

If you don’t have an Aalto-account, you can cancel your reservation by sending email to the service point (ayy@ayy.fi) 14 days before the reservation date.

Heating of sauna

Users must inform Otaniemi Service Point about exceptional heating hours of the sauna no later than one week before the reservation, as the heatings will be ordered the previous Friday. A separate fee of €10 will be charged for changing the heating time. If you want to extend the heating time of the sauna, additional hours cost €10.

Please note that new sauna reservations made during Dec 21–30 for the same period of time will not include heating of the sauna.

Exceptions in the use of facilities

Renting of facilities to non-AYY members requires that both the renter and the person in charge during the reservation are over 20 years-old. A person over 20-years-old must be present during the whole reservation period.

Facilities can also be rented for daytime. In this case, prices are negotiated individually with the service manager.

It is possible to apply for the night user permission for Servin Mökki from the service manager with this form. It is advisable to apply for the permission in connection with the reservation and should be done no later than two weeks before the event.  When you apply for the night time use less than 14 days before the reservation (i.e. when the invoice has already been delivered), we will charge an additional fee of EUR 50 in addition to the normal night time price (EUR 100).

Use of the facilities

The renter is responsible for rental facilities and movables for the whole time when the renter has the key for the facilities. See the usage rules to student union’s rental facilities here.

Check lists
In order to keep up with the equipment and the deficiencies of the facilities, we ask all renters to fill in a checklist upon arrival. If the checklist hasn’t been, a sanction will be charged.

For additional information on the facilities contact tilat@ayy.fi (no reservation requests).