For Organisations

Newsletter for student organisations 7/2014

24.09.2014

1 Reservation rounds for Alina Hall to begin on 1 Oct
2 Application period for the University's travel grants to begin on 16 Oct
3 Does your organisation have a mailbox at the Central Office?
4 Please remember: committee contests for organisations

1 Reservation rounds for Alina Hall to begin on 1 Oct

Reservation rounds for Alina Hall are here again. During the reservation rounds, user hours are reserved for the spring of 2015.

Reservation rounds

Alina Hall can be reserved during the reservation rounds which are organised twice a year. There are two reservation rounds and you can make one reservation during both rounds. 
Organisations, which make reservations, must participate in the user training for Alina Hall during the year of 2015 or participate in a separately organised additional training. If the organisation does not participate in the training session, the reservation will expire.
Reservations are made through an electronic form.

Advance reservations

Advance reservation period is 12noon on 1 Oct-10pm on 5 Oct. During this period, organisations have the opportunity to book festive premises in advance before the beginning of actual booking rounds if they have a well-grounded reason (e.g. anniversary) to apply for a specific date.  
Advance reservation requests are filled in at: http://goo.gl/WFThrl
Decisions on advance reservations are made by the Committee for Organisational Affairs together with the board member in charge of organisations and the specialist (organisations) at 4.30pm-7.30pm on 7 Oct.

Actual reservation rounds

Reservations are made during two rounds. During both periods, organisations can make one reservation for Alina. Organisations must check the available hours from the Student Union's electronic calendar at
http://hyy.helsinki.fi/varaukset/. Reservation rounds will be organised on 8 Oct–12 Oct and 15 Oct–19 Apr.

The arrival time of the reservation does not affect the status of booking, but incomplete or late applications will not be processed. If there are overlapping bookings, the organisations in question will be offered other available dates through mediation. If agreement is not reached, the matter is settled by drawing lots. The chairperson of the Committee for Organisational Affairs is in charge of the mediation and the raffle together with the committee.
NB! The contact person designated by the organisation should be reachable by telephone after the end of both booking rounds when bookings will be 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
Reservation period 12noon, 8 Oct–10pm, 12 Oct
Reservations are made through the form: http://goo.gl/vSn5S5
Processing of reservations 13 Oct, 4.30pm-7.30pm

Round II
Reservation period 12noon, 15 Oct-10pm, 19 Oct
Reservations are made through the form: http://goo.gl/QgKT4Z
Processing of reservations 20 Oct, 1pm-4pm

Please note that the reservation rounds do not end at midnight!

Reservations are updated to the electronic calendar after the reservation rounds.

Reservations after the reservation rounds

You can inquire the remaining available dates at HYY's Service Office from 24 Oct onwards. The available dates are visible on HYY's reservation calendar at  http://hyy.helsinki.fi/varaukset/

Prioritisation of reservations

Advance booking particularly concerns anniversaries, the afterparties of anniversaries and events with a specific date. Traditionally, the greatest emphasis during the regular booking rounds has been on the cooperation events of organisations. If the organisation has not checked the available hours, it may affect the prioritisation order of reservations. The Committee for Organisational Affairs decides on the prioritisation together with the board member in charge of organisational affairs and the specialist (organisations).
Terms and conditions of HYY's festive premises which concern the use of Alina Hall are available at http://hyy.helsinki.fi/sites/default/files/Alina-salin%20k%C3%A4ytt%C3%B...

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2 Application period for the University's travel grants to begin on 16 Oct

Once a year, the University of Helsinki allocates grants to student organisations operating within the University. The grants may be applied for study trips, seminars and congresses, as well as the visits of international student organisations. 

Read more at Flamma: https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=con...

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3 Does your organisation have a mailbox at the Central Office?

Does your organisation order mail to the New Student House or is your organisation's postal address located at Mannerheimintie 5 A? If yes, please remember to check the mailbox of your organisation at the Central Office! A mail carrier does not deliver mail any higher than the 2nd floor, so all the mail addressed to organisational facilities at the New Student House are delivered to the Central Office. You can access the mailbox during the opening hours of the services office. If you are not sure where your organisation mail is delivered, please contact the specialist in charge of organisations.

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4 Please remember: committee contests for organisations

The contests of HYY's Committee for Organisational Affairs and the Committee for Academic Affairs have been open already for a while but you still have time to participate. It is easy to participate, so you should register your organisation for contests related to advocacy work, sports activities, websites, magazines or overall badges. The best participants will be rewarded!

More specific contest instructions and the schedule: http://hyy.helsinki.fi/en/blog/hyys-organisation-contests-2014