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.

Your booking will only become valid once the AYY office has confirmed it in the system. Bookings are usually confirmed on the next weekday. After confirmation, the reservation will appear in the booking calendar in blue. Please note that you will only receive an email booking confirmation if you have selected this option in the TILA system. More information is available at https://tila.ayy.fi/help.

If you do not have Aalto user details, you can book facilities by contacting the Otaniemi Services Office using this form.

Electronic locks

Electronic code locks have been installed in most of AYY's rental facilities. If the reservation has been made in TILA-system, the access code can be activated when the reservation starts. If the code lock has been installed in the facility, you can find the information on our website: AYY's rental facilities . For reservations for these facilities, the booker does not need to pick up the key from our office if they have made a reservation with Aalto IDs in the TILA system. Please note that the access code will only start to work once the booking has been accepted by the service office.

If the access code doesn’t work, wait a minute and try again. If the code still doesn’t work, activate a new code in the TILA system by selecting “change the code”. Wait for 15 minutes before trying out the new code. If the code still doesn’t work, you can contact the maintenance company. If you need to use the door opening service of the maintenance company, please inform us at [email protected] on the following weekday at the latest. Don’t call in the maintenance company unnecessarily. We will charge the booker for unnecessary maintenance visits.

Keys

In some facilities the key still needs to be picked up from AYY's office. Also if the person who has made the reservation doesn't have access to TILA-system, the key must be picked up from our office. Please note that if you need keys for your reservation (AK's cottage, Craft room, Studio & the van), the keys must be picked up during office opening hours. For weekend reservations, the keys are collected on Friday. Please check the opening hours of AYY's office here.

If you forget to pick up the keys in advance, you need to phone the maintenance service. The maintenance company will charge you for the door-opening service in accordance with its own price list (approx. €100–150/ visit). Contact information for the maintenance companies can be found here.

Return the keys to AYY’s Services Office in Otaniemi or to the letter box located by the Otakaari entrance by 12 noon on the day following the booking.

Payments

The invoice is sent to the booker by email. The booker must be a student union member both at the time of booking and during the rental period in order to rent the facility at the member price. You can find the price list for all facilities further below on this page.

If you have any questions regarding this then you can always contact us: [email protected]

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 and Sievo Sauna, Heinävaara Sauna & 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 AYY Board decided at its meeting 14/2015 that the right to book rental facilities is denied from all bookers 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 rentable facilities for members & associations is valid until further notice. NOTE! Due to the increase in maintenance costs, the rental prices of rental premises, especially sauna premises, will change.