Advance booking of facilities for the autumn of 2021

AYY’s first-list associations have the right to book rental saunas, event venues and meeting rooms in advance. Each association category has their own schedule for making reservations. On this page, you will find schedules and practical instructions for the booking of facilities for the autumn of 2021.
Kuvitus tilasta, jossa sohva, ikkuna ja kyltti saunaan

Advance booking of facilities in a nutshell

The advance booking of rental facilities is one of the benefits of AYY’s associations. Reservations are made using AYY’s own booking system, TILA. TILA can be found at tila.ayy.fi/ and users can log in with their Aalto user ID. Check out the rental facilities herePlease also consider other associations when booking. Only book facilities according to your actual needs.

Unlike in the previous booking rounds, advance booking sessions are not organised physically. Associations must be prepared to negotiate possible double bookings via email immediately after the booking round.

Please note that all rental facilities are not currently in use due to the coronavirus pandemic. We cannot predict what the situation will be in the autumn, that is why there may be changes on the maximum number of people in the facilities and safety guidelines during the booking period. Associations must follow safety regulations imposed by the authorities. The AYY Board reviews the situation on a regular basis and updates AYY’s coronavirus release according to the latest guidelines.

Please nore! New housing rules and regulations on AYY properties have effect on the user hours of rental facilities. Quiet hours start one hour earlier: already at 10pm on weekdays and at 11pm on weekends in facilities located in residential buildings. Please check the new user hours and more specific information in the news.

New housing rules and regulations for the information of residents, associations and users of rental facilities

In this booking round, you can book facilities for the period 9 Aug 2021–9 Jan 2022.

In the system, the booking schedule for facilities is as follows:

  1. Special status associations
    The booking time starts at 12noon on Tue, 5 May 2021 and ends at 12noon on Wed, 12 May.
    Please note! Due to a technical issue in TILA-system, the booking time starts at 12noon on Thu, 6 May 2021.
    Advance booking sessions will not be held this year. The Services Office will help associations to clarify any double bookings between 12noon on 12 May and 4pm on 14 May. Please be prepared to negotiate possible double bookings by following the instructions sent by email. The Services Office will send a separate message in these cases. Please note exceptional instructions for recreational facilities (below).
  2. Other associations in the 1st list
    The booking time starts at 12noon on Wed, 19 May 2021 and ends at 12noon on Wed, 26 May.

    Advance booking sessions will not be held this year. The Services Office will help associations to clarify any double bookings between 12noon on 26 May and 4pm on 28 May.Please be prepared to negotiate possible double bookings by following the instructions sent by email. The Services Office will send a separate message in these cases.

  3. Members and 2nd list associations
    After the advance booking round, the booking calendar will be opened to other bookers at 12noon on 2 June.

 

Important note! Reservations for three recreational facilities (Multi-Facility HallTatami Hall Association Room) will not be made until the booking round starting on 19 May. For these facilities, associations must be prepared to clarify double bookings between 12noon on 26 May and 4pm on 28 May in accordance with email instructions.   This applies to all associations in the 1st list!  The purpose is to guarantee all associations more equal opportunities to book these highly popular free facilities.

Booking schedules for associations

Association or booker category Booking entered in TILA system Confirmation of bookings (check your email) PLEASE NOTE!
Special status associations  (EAY)

5 May at 12noon – 12 May at 12noon

and 19 May at 12noon – 26 May at 12noon (recreational facilities)*

12 May at 12noon – 14 May at 4pm

and

26 May at 12noon – 28 May at 4pm *

*Free recreational facilities Multi-Facility Hall, Tatami Hall, Association Room may be booked on the 2nd round
Other associations in the first list

19 May at 12noon – 26 May at 12noon

26 May at 12noon – 28 May at 4pm

Including all the above-mentioned recreational facilities also for special status associations
Associations in the 2nd list, all AYY members, as well as non-members

starting approximately at 12noon on 2 June 2021

According to the order of received applications We will inform you on the front page of TILA system when the booking calendar opens.

 

PLEASE NOTE! All the free recreational facilities (Multi-Facility HallTatami HallAssociation Room) can be booked during the last round. This applies to all, regardless of the type of a first list association.

Instructions for making reservations: 

  • In the advance booking session, 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.
  • 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 session.
  • Please note that AYY’s internal reservations are, in principle, permanent.
  • Bookings for annual celebration and herring breakfast by special status associations are prioritised over the reservations of other associations. Bookings made by special status associations during their booking period are confirmed after the period ends. Possible double bookings of special status associations will be clarified after the end of the first booking round. Special status associations will not have to 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 from 9 Dec onwards. For these three facilities, double bookings will be clarified for all associations only after the end of the second booking round.
  • Double bookings can only be made within the period when reservations are made. After the booking period, double bookings are clarified by email according to the instructions of AYY’s Services Office and modified with AYY’s user ID.
  • In case of long booking periods or several double bookings, the representative of a group that made the reservation should be prepared to justify their booking by email. If necessary, we will contact the bookers at the end of the booking round. 
  • Please also consider other associations when making the bookings. Only book facilities according to actual need. In addition to AYY operators, the facilities are used by guilds, special status associations and other associations who have a need for facilities. If possible, please avoid booking Smökki for the following times: PO has rehearsals at Smökki every Monday at 6pm−9pm and RWBK every Tuesday at 5pm−10pm. Please avoid booking academic seated dinners and singing nights for Mondays and Tuesdays.
  • 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.
  • The price list can be found here.
  • You can find the terms of usage here (e.g. time restrictions, age limits of the person in charge, cleaning and checklists)
  • Would you like to receive a notification of your approved or upcoming bookings? Please also remember to cancel your booking well in advance if you no longer need the facilities.

 

NB!  Due to safety measures caused by the COVID-19 pandemic, AYY reserves the right to make changes in prices, restrict the number of people in the facilities and add separate safety instructions.

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’s Services Office: ayy (a) ayy.fi 

Give feedback on booking rounds during the process or no later than 1 June 2021.  We will address development suggestions regarding the facilities during the summer.

Latest facility news on accessibility and access codes

In which facilities is accessibility best taken into account? Which facilities can I enter with access codes instead of having to pick up the key from the Services Office?

NB! Recently, access codes have been added to Village Living Room, Ossinkulma and Game Room. In the current situation, you must still pick up the keys for OK20 sitsi and sauna facilities as well as the Association Hall. 

Ossinsaunan keittiö ja avonainen ovi saunatilaan

Accessibility in rental facilities

Which event venues, saunas and meeting rooms are accessible or nearly accessible? Check out the summary here. Each facility has its own site where you can find more detailed descriptions.

Rent facilities or van
Musta kulkukoodilaite tiiliseinällä

Access codes available for many of AYY’s rental facilities, accessibility updates and saunas heated by users

Instead of keys, many facilities can be accessed with access codes and there is more information on accessibility on the website. The saunas can be heated at a time that suits you.

Access codes available for many of AYY’s rental facilities, accessibility updates and saunas heated by users

Rent facilities or van

AYY's members can rent saunas, meeting rooms, and venues for academic dinner parties at an affordable price. You can read about the facilities and rental terms in more detail on this site.

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