For Organisations

Booking rounds for Alina Hall from 13 March till 4 April

13.03.2017

Booking rounds for Alina Hall are here again!

The hall can be booked during the booking rounds. There are two booking rounds during the spring. In addition, an advance booking round is held. During these rounds, you can be granted two (2) reservations for Alina Hall for the autumn of 2017. The bookings will be made through online forms, there is one for each round.

Each organisation must have completed the user training for Alina hall in 2017 by their reservation date. Additional training sessions will be organised, if necessary, in the autumn of 2017. If the organisation does not participate in the training, the reservation will expire.

Terms and conditions of HYY's festive premises concerning the use of Alina Hall are available here.

Advance booking
Advance booking round is from 10 am on the 13 March - 10 am on the 20 March. During this period, organisations have the opportunity to book the Alina-hall in advance before the beginning of the actual booking rounds. 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:  https://goo.gl/forms/aIqkjP92ysrp0Gmd2

Decisions on advance bookings are made by HYY’s Student Organisations Committee together with the board member in charge of organisations and the specialist (organisations) at the Committee’s meeting from 5pm-8pm on 20 March.

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 hours from the Student Union's electronic calendar at http://hyy.helsinki.fi/varaukset/. If the organisation has not checked the available hours, it may affect the prioritisation of reservations.

The time you fill the application form for the reservations does not affect the outcome, but incomplete or late applications may be rejected. If there are overlapping reservations, 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 Committee for Student Organizations is in charge of the mediation 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 mediation of overlapping reservations is possible. Organisations should also consider alternative dates in case the original reservation overlaps with an event of another organisation.

Round I
Reservation period 12am, 21 March – 11:59pm, 27 March.
Reservations are made through the form: https://goo.gl/forms/RCRtr7IXkVi4T02T2
Processing of reservations 28 March, 5pm-8pm.

Round II
Reservation period 12am, 29 March – 11:59pm, 4 Apr.
Reservations are made through the form: https://goo.gl/forms/k03byFyvyC8VvVli1
Processing of reservations 5 Apr, 4:30pm-7pm.

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

Reservations after the reservation rounds
You can inquire the remaining available dates at HYY's Service Office from 10 April onwards. The available dates are visible on HYY's reservation calendar.

If you have any questions about the booking rounds you may contact the chairs of the Student Organisations Committee: jarjestovaliokunta@hyy.fi or the chairperson jane.karna@helsinki.fi, 0405896369.