Booking instructions and the use of facilities
Booking
The facilities are booked in the TILA system with the booker’s personal Aalto user details. At the moment, bookings can be made until 7 August 2022.
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.
Payment and keys
The invoice is sent to the booker by email. The keys to the facility will only be handed over to the booker if the invoice has been paid. 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.
During the spring 2020, electronic code locks have been installed to most of our rental facilities. The booker can receive an access code from the TILA system. 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. The keys to the craft room, Studio and AK's cottage must still be picked up from AYY's office in Otaniemi.
The keys to facilities can be picked up on the day of the booking at AYY’s Services Office in Otaniemi in return for the payment receipt or the payment. For weekend reservations, the keys are collected on Friday. The keys must be picked up during the opening hours of the office, so please check the opening hours 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.
Cancellations
Bookings for facilities subject to a charge must be cancelled 7 days prior to the rental period at the latest; otherwise the booker has to pay 50% of the price for the rent. Free facilities must be cancelled at least 1 day prior and the van 2 days prior to the rental period.
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 7 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.
