For Organisations

Booking rounds for Alina for Spring 2019

12.10.2018

Booking rounds for Alina Hall from 15 October till 11 November


Booking rounds for Alina Hall are here again. The hall can be booked during the booking rounds. There are two booking rounds during fall. In addition, an advance booking round is held. During these rounds, you can be granted two (2) reservations for Alina Hall for the spring of 2019. The bookings will be made through online forms, there is one for each round.

Each organisation that wishes to use Alina  must complete the user training for Alina hall in 2019 by their reservation date. Training sessions will be held at the beginning of the spring and more information will be sent out later.  If the organisation does not participate in the training, the reservation will be cancelled.

Terms and conditions of HYY's festive premises concerning the use of Alina Hall are available at https://hyy.helsinki.fi/sites/default/files/user_agreement_alina_2016.pdf

Organisations must check the available dates from the Student Union's electronic calendar at http://tilavaraus.hyy.fi


Advance booking


Advance booking round is from 12 pm on the 15 Oktober  - 11:59 pm on the 22 Oktober. During this period, organisations have the opportunity to book the Alina-hall in advance before the beginning of the actual booking rounds if the organisation has a good reason to do so. Advance bookings concern particularly anniversaries, the afterparties of anniversaries and events with a specific date.

Please notice that if the organisation is granted a reservation during the advance booking round it can’t be granted one until the second actual booking round.

Advance reservations are made through a separate reservation form at: bit.ly/alinaennakko

Decisions on advance bookings are made by HYY’s Student Organisations Committee together with the board member in charge of organisations and the organisations specialist at the Committee’s meeting from 17:00 pm - 19:30 pm on 24th of Oktober.


Actual reservation rounds


Reservations are made in two rounds. On each round, you can apply for one reservation for Alina Hall unless you have been granted a reservation during the advance booking round. Organisations must check the available dates from the Student Union's electronic calendar at http://tilavaraus.hyy.fi . If the organisation has not checked the dates and tries to reserves dates that are already taken, it may affect the prioritisation of reservations. Organisation can have only one (1) reservation in a round, but there can be several options for the date in the reservation form.

The time you fill the application form for the reservations does not affect the outcome, but incomplete or late applications will be rejected. If there are overlapping reservations, we will do our best to offer all organisations atleast one of their original wishes. If that proves to be impossible, the dates may be settled by drawing lots. The Committee for Student Organizations is in charge of the granting the reservations and the raffle. The contact person designated by the organisation should be reachable by telephone after the end of both reservation rounds when the reservations will be processed. In this way, the organisation can be offered another date via phone if none of their original wishes for dates come true.  Organisations should consider alternative dates in case the original reservation wishes overlap with other organisations’ and the raffle doesn’t turn out in their favor.


Round I
Reservation period 12pm, 25 Oktober – 12pm, 31 Oktober.
Reservations are made through the form: bit.ly/alinafirst
Processing of reservations 1 November,  17 pm - 19.30 pm.

Round II
Reservation period 12pm, 5 November – 12pm, 11 November.
Reservations are made through the form: bit.ly/alinasecond
Processing of reservations 12 November,  17 pm - 19.30 pm.


Reservations are updated to the electronic calendar after each reservation round and organisations are sent an email.


Reservations after the reservation rounds


You can request for the remaining dates (if there are any)  at HYY's Service Office from 14th November onwards. The available dates are visible on HYY's reservation calendar at http://tilavaraus.hyy.fi


If you have any questions about the booking rounds you can contact the Student Organisations Committee: jarjestovaliokunta@hyy.fi or the chairperson Lauri Grünthal lauri.grunthal(at)helsinki.fi, 0503277480