Advance booking of venues for the fall of 2026

Advance booking of venues 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 here.

The first booking round is for the Subject associations and the second one for other associations.

In these booking rounds, you can book venues for the period of Mon 3 Aug 2026 - Sun 3 Jan 2027

The booking schedule for bookings in the Tila system:

1. Subject associations
   The booking time starts at 12noon on Mon 30 March and ends at 12noon on Wed 8 April. 

   Advance booking session will be held on Thurs 9 April at 16.30 o´clock at the Undergraduate Centre, lecture hall M1. 

   Please be prepared to negotiate possible double bookings in Advance booking sessions. If the representative of an association is not present to stand up for the booking, the booking will be deleted from the calendar. Please note that you cannot book recreational facilities: Multi-Facility Hall, Tatami Hall or Association Room until the second booking round together with other associations.*

2. Other associations
   The booking time starts at 12noon on Mon 13 April and ends at 12noon on Tue 21 April. 

   Advance booking sessions will be held on Wed 22 April at 16.30 o´clock at Undergraduate Centre, lecture hall U1.

   Please be prepared to negotiate possible double bookings in Advance booking sessions. If the representative of an association is not present to stand up for the booking, the booking will be deleted from the calendar. This session is also for subject associations, that have have booked recreational facilities.*

3. Members
   After the advance booking round, the booking calendar will be opened to other bookers on Tue 28 April at 12noon.

*Important note! Reservations for three recreational facilities (Multi-Facility Hall, Tatami Hall , Association Room) cannot be made until the second booking round starting on Mon 12 April. For these facilities, associations must be prepared to clarify double bookings in Advance booking session on Wed 22 April at 16.30 o´clock. This applies to all subject associations and other associations.  The purpose is to guarantee all associations more equal opportunities to book these highly popular free venues.

Instructions for making reservations: 

• Make the reservation under the name of your association. Named representatives of the group can make reservations on behalf of the group. The representatives can send ot invitations for new representatives to represent the group from the Tila profile page of the group. Please remove the representation rights from the old board members.

• Associations need to choose invoice as a paying method. Select "Request invoice" at the payment point. If you select "Pay selected" as the payment method and leave without paying, the reservation will disappear from the Tila system after 20 minutes. The invoices of the reservations will be sent out once a month.

• Only one association books the venue, if you book a space for a joint event of several associations. Write the other organizers in the event details. This speeds up the process of booking, while avoiding unnecessary settlings in the advance booking sessions. When the calendar does not report any overlaps, the joint event can be accepted directly.
• 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.
• Only book facilities according to actual need. The facilities are used by many associations who have a need for facilities. Especially Smökki and Rantasauna are wanted.
• Please don´t add back-up days to the calendar. If you loose your prefered facility for a competing reservation, your event can be moved to another date in the same or other facility.
• Bear in mind the usage hours of rental facilities and contact the services office asap if you change your planned event times.
• If possible, please avoid booking Smökki on Mondays and Tuesdays: PO has rehearsals at Smökki every Monday evening and RWBK every Tuesday evening.
• Check out the price list and the terms of usage (e.g. time restrictions, age limits of the person in charge, cleaning and checklists).
• Please also remember to cancel your booking well in advance if you no longer need the facilities.
• Cancellation is free of charge until 14 days prior to the event. Cancelletions made after that as well as unused bookings will be charged in full.
• In case of long booking periods or several bookings for the same date, the representative of a group that made the reservation should be prepared to justify their booking. If necessary, we will contact the bookers at the end of the booking round.
• Bookings for annual balls, afterparties, sillis breakfasts and preparations are prioritised over the other reservations on that booking round.
• If your event requires special arrangements, please contact AYY's services in advance to find out whether the arrangements in question are possible in the space you have booked.

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 Member Services: ayy@ayy.fi