Reservation rounds for Alina Hall to begin on 14 March


Reservation rounds for Alina Hall are here again. During the reservation rounds, user hours are reserved for the autumn of 2016.
Alina hall can be booked during reservation rounds. There are two reservation rounds during the spring. In addition, an advance reservation round is organised. During these rounds, you can make two (2) reservations for Alina hall for the autumn of 2016. You must have completed the user training for Alina hall by your own reservation date during the current calendar year. An additional training session is organised, if necessary, in the autumn of 2016. If the organisation does not participate in the training, the reservation will expire.
 
Reservations are made through an electronic form.

Advance reservations
Advance reservation round is 14 March - 20 March. During this period, organisations have the opportunity to book the Alina-hall in advance before the beginning of the actual reservation rounds if they have a good reason (e.g. anniversary) to apply for a specific date.
Advance reservations are made through a separate reservation form at:  http://goo.gl/forms/iXVEOoaSf0
Advance reservation must include:
Name of the organisation that makes the reservation
Contact person and telephone number
Event for which you want to book the premises and the nature of the event
Decisions on advance reservations are made by the Committee for Student Organizations together with the board member in charge of organisations and the specialist (organisations) at 6pm-8pm on 21 March.


Actual reservation rounds
Reservations are made during two rounds. On each round, you can apply for one reservation for Alina hall if you have not made an advance 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 22 March–29 March and 31 March–8 Apr.

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, 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.


NB! 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. Please make sure to check before each booking that the requested date is available!

Round I
Reservation period 10am, 22 March – 11:59pm, 29 March.
Reservations are made through the form:http://goo.gl/forms/67kDhJiW5E
Processing of reservations 30 March, 6pm-8pm.

Round II
Reservation period 10am, 31 March – 11:59pm, 8 Apr.
Reservations are made through the form: http://goo.gl/forms/quktd9exRF 
Processing of reservations 11 Apr, 6pm-8pm.

Reservations are updated to the electronic calendar after each reservation round.

Reservations after the reservation rounds
You can inquire the remaining available dates at HYY's Service Office from 18 Apr onwards. The available dates are visible on HYY's reservation calendar at http://hyy.helsinki.fi/varaukset/

Prioritisation of reservations
Advance reservations concern particularly anniversaries, the afterparties of anniversaries and events with a specific date. If the organisation has not checked the available hours, it may affect the prioritisation order of reservations. The Committee for Student Organizations decides on the prioritisation together with the board member in charge of organisations and the specialist (organisations).
Terms and conditions of HYY's festive premises concerning the use of Alina Hall are available at http://hyy.helsinki.fi/sites/default/files/User%20agreement_Alina_2015_0...