For Organisations

Booking rounds for Alina Hall for sping term 2014

23.10.2013

Booking rounds

Alina Hall can be booked during the booking rounds organised twice a year. There are two booking rounds and during both rounds the organisation can apply for one date.

The organisation which makes the booking must participate in the user training for Alina Hall during the year 2013 or participate in a separately organised additional training event. If the organisation does not participate in the training, the booking will be cancelled.

Bookings are made through an electronic form.

 

Advance booking

Advance booking period is 27 Octorber-4 November. During this period, the organisation can book festive premises in advance before the beginning of the actual booking rounds if the organisation has a well-justified reason (such as the anniversary) to apply for a certain date. Advance bookings are submitted by email to the Chair of the Committee for Organisational Affairs Aarni Suvitie to the address aarni.suvitie at helsinki.fi.

Advance booking must include:

  • Name of the organisation that makes the booking
  • Contact person and telephone number
  • Event for which you want to book the premises and the nature of the event
  • An estimate of the amount of attendees at the event

Decisions on advance bookings are made by the Committee for Organisational Affairs together with the board member in charge of organisations and the organisation specialist.

 

Actual booking rounds

Bookings are made during two rounds. On both rounds, the organisation can apply for one date. Organisations should check the vacant dates from the Student Union's  electronic calendar at http://hyy.helsinki.fi/varaukset/.  Booking rounds are organised on 8 Nov-15 Nov and 22 Nov-29 Nov.

The arrival time of the booking does not affect the status of booking but incomplete or late applications will not be processed. If there are overlapping reservations, the organisations in question are offered other available dates through mediation. If the agreement is not reached, the matter is settled by drawing lots. The chair of the Committee for Organisational Affairs together with the Committee is responsible for the mediation and drawing lots.

NB! The contact person designated by the organisation should be reachable by telephone after the end of both booking rounds when bookings are processed. In this way, the mediation of overlapping bookings is possible. Organisations should also consider alternative dates in case the original booking overlaps with an event of another organisation. Please make sure before each booking that the requested date is available.

 

Round I

Booking period: 12noon on 8 Nov - 10pm on 15 Nov

Bookings are made through the form https://elomake.helsinki.fi/lomakkeet/46099/lomake.html

 

Round II

Booking period, 12noon on 22 Nov - 10pm on 29 Nov

Bookings are made through the form https://elomake.helsinki.fi/lomakkeet/46100/lomake.html

 

Please note that reservation periods do not end at midnight!

Reservations will be updated to the electronic calendar after the booking rounds.

 

Bookings after the rounds

Organisations may request the remaining available dates from HYY's  Services Office from 9 December onwards. Available dates can be seen in HYY's booking calendar http://hyy.helsinki.fi/varaukset/

 

Prioritising of bookings

Advance booking particularly concerns anniversaries, the after parties of anniversaries and events with a specific date. During the regular booking rounds, the greatest emphasis has traditionally been on the organisations' cooperation events.

Prioritising is decided by the Committee for Organisational Affairs together with the board member in charge of organisations and the organisation specialist.

Terms and conditions for HYY's festive premises which concern the use of Alina Hall are available at http://hyy.helsinki.fi/sites/default/files/rules_party_meeting_halls.pdf