AYY’s services for associations
On this page, you will find brief descriptions of services offered for associations, grouped into facilities, training sessions and advice, IT services and communications. In addition to the services outlined below, there are also other services available for subject associations.
The comprehensive Association Guide includes information on how to establish and register an association, information on administration and finances, as well as community-related topics. The section about association funding and financial support is worth reading to check how associations are allocated operating grants, start-up grants and support from the TTE-Fund. In order to access the services, associations must belong to AYY’s association register. Instructions on how to apply for the association register can be found in the Association Guide.
The services available are slightly different depending on the type of the association. For more information, please check the Association Guide.
With all matters concerning associations and association activities, please contact AYY’s Association Sector [LINKKI ayy.fi yhteystietoihin].
Facilities
Facilities for individual events or longer-term rent. A van is also available to rent.
In order to rent facilities, associations need their own username and password for the facility booking system, tila.ayy.fi. The holder of these log-in details can share user rights with new users via the administration menu in the facility booking system. If none of the current users are in possession of these log-in details, you can send an email to tilat(at)ayy.fi to have the rights added to the current association members.
Associations in the student union’s association register can book facilities in advance during advance booking sessions organised in late spring and late autumn.
Information on the booking sessions is provided in advance.
AYY has club rooms and storage space in its residential buildings, which are rented for AYY's associations. When new club rooms or storage space become vacant, the application period is announced on our web page.
Club rooms are mainly allocated to associations which do not have any facilities. It is also possible to apply together with another association. The facility committee reviews applications, scores them in accordance with a scoring model, and then proposes the allocation of facilities to the Board.
More detailed instructions and restrictions can be found in the scoring model for club rooms and storage space.
AYY's event infrastructure and technical equipment are primarily intended for use by AYY's own operators (committees and recruited working groups) in AYY event production. Equipment rental inquiries can be sent by email to kulttuuri@ayy.fi. Equipment may be rented or loaned to associations operating under AYY under the following terms and pricing.
Terms and Conditions:
- AYY’s own events always have priority in reservations.
- Equipment rental, pickup, and return are handled as agreed within AYY’s normal operating activities.
- Payment must be made upon pickup by payment card or via MobilePay.
- Any damaged equipment must be reported upon return.
Items Available for Rental to AYY Associations: Annual Ball Package (€30/weekend)
- 300 cloakroom tickets
- Photo backdrop (stands, crossbar, and backdrop fabric)
- Finnish flag + flag stand
- 2 herald sashes
Audio Equipment
- Small PA Package: 2 × Yamaha DXR10 speakers + speaker stands, €80/day or weekend
- Large PA Package: 2 × Yamaha DXR10 speakers (2 × 1100 W) + speaker stands + Turbosound iQ18B subwoofer (3000 W) + mixer (Behringer XENYX 1204 USB) + 2 wireless microphones + 1 wired microphone, €120/day or weekend
- JBL PartyBox 310, €30/day or weekend
- Wireless Microphones (Shure or JBL), 2 microphones + transmitter, €30/day or weekend
- Small Karaoke Package, €60/day or weekend (JBL PartyBox 310 + projector & screen + JBL microphones + speaker stand)
- Large Karaoke Package, €100/day or weekend (2 × Yamaha DXR10 + stands + projector & screen + Shure wireless microphones)
Lighting
- LED PAR Cans, 8 pcs (Stairville LED PAR 56), €60/day or weekend
- LED Bars, 4 pcs (Stairville SonicPulse LED Bar 10), €70/day or weekend
- Party Light Bar (see video), €60/day or weekend
- Small Lighting Package: choose any two of the above, €100/day or weekend
- Large Lighting Package: all three of the above, €130/day or weekend
- 40 cm Mirror Ball + Motor, €15/day or weekend
- 12-Channel Lighting Controller + DMX Cables, €30/day or weekend
Other Equipment
- Walkie-Talkies (Kendwood TK-3501E PMR-446), €30/6 pcs, day or weekend
- Concrete Mixer, €30/day or weekend
- Infrastructure Package: 32A/16A power distribution unit, three-phase power cable, cable protectors, €30/day or weekend
- Projection Screen + Projector (HDMI, 1080p), €40/day or weekend
- Projector (HDMI, 1080p), €30/day or weekend
- Fog Machine (ADJ Fog Fury Jett), €30/day or weekend
If you rent multiple items, a package price can be negotiated. Prices for parties other than AYY operators are negotiated separately.
Items Available for Loan in Small Quantities Free of Charge:
- Event infrastructure and supplies such as foam fire extinguishers, first aid kits, cable protectors, 240 L waste bins, high-visibility vests, balloon pump, Finnish flag, herald sashes, flag stand, etc.
Items Not Available for Rental / Loan:
- AYY electric car
- Tents
- Battery-powered tools
- Outdoor-rated LED PAR cans
Training and advice
Association training in November and advice regarding e.g. amendments to rules.
Each year around November and December, AYY’s association sector organises association training for associations operating within the student union. Association training helps new association members to get started and go through matters related to basic association activities. In addition to basic topics, the training also addresses financial management more thoroughly, among other things.
In addition to association training, the Student Union occasionally arranges other training sessions on current issues and organises meetings for the chairpersons of associations. These events are published in the association newsletter.
AYY’s Organisational Affairs and Communications Specialist advises associations on all matters related to association activities. The most common requests for advice concern amendments to bylaws and issues related to administration. Please contact the association sector for advise.
Communications and archiving
Important information for association operators in the weekly association newsletter, channels to advertise events, a PO box and archiving services.
AYY's associations are entitled to a PO box at the AYY office. The PO boxes are located in the lobby of the services office on the second floor. The PO box makes it easier to send mail, such as invitations, between associations.
Associations can advertise their events via AYY’s communication channels. Associations can submit their event advertisements to the weekly newsletter, which reaches a wide range of members. Associations can also add their events to AYY’s event calendar using their association log-in details, or use the AYY Events group on Facebook. Associations can also present their activities and operations in various events over the course of the year, such as the Aalto Party in September.
The student union’s archives offer associations storage space, supplies, and advice on archiving. The purpose of archiving is to create a vivid idea of association activities for future members. It is recommended to archive and appropriately mark all self-produced material related to association activities, as well as other material that might interest the future generations. Tips on how to limit archiving can be found on the Yhdistystoimijat website (in Finnish). Please do not hesitate to contact arkisto(a)ayy.fi and ask for tips.
Benefits for associations with special status
Associations with special status are offered various benefits in order to safeguard interests and ensure close cooperation between AYY and associations.
Subject associations are appointed a board angel from the Student Union Board who acts as a link between the association and the Board.
A subject association may send representatives to committees and other cooperative bodies of the student union.
Subject associations are first given access to the booking sessions of the van and rental facilities taking place twice a year.