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This is AYY’s asscociation newsletter for the week 51/2017

Content of the newsletter

1. Advance booking of AYY’s facilities rented on a one-time basis

 

1. Advance booking of AYY’s facilities rented on a one-time basis to start on 1 December!

The advance booking of AYY’s facilities rented on a one-time basis for associations will start on Friday 1st December 2017. Advance bookings are organised by using AYY’s own booking system TILA.

You can make advance reservations for the period Mon, 8 January 2018 – Sun, 12 August 2018.

The schedule for facility reservations in the system is as follows:

1. AYY’s internal operators, reservation period 9 November – 30 November 2017.
   The reservation period ends at 11.59pm on Thu, 30 November 2017.
2. Special status associations 1 December – 12 December 2017.
   The reservation period begins at 12noon on Fri, 1 December and ends at 2pm on Tue, 12 December. The booking session will be held at AYY’s office in Otaniemi from 4.30 pm onwards on Tue, 12 December 2017.
3. Other associations in the 1stlist on 13 December – 18 December 2017.
   The reservation period begins at 12 midnight on Wed, 13 December and ends at 2pm on Mon, 18 December 2017.The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30pm onwards on Mon, 18 December 2017.

Check out the entire advance booking schedule here:

https://tila.ayy.fi/calendar/?fd=08012018;ld=12082018;r=1,2,3,4,5,6,7,8,9,10,11,12,13,14,15,16,17,18,19,20,21,23,24,25,26,27,30,31,32,33,34,35,36

A few notes about the making of reservations:

1. TILA can be found at https://tila.ayy.fi/ and the users log in with Aalto University’s IT username, using the same logging system as when using Into, for example. The easiest way to get started is to read the instructions behind the Instructions/Help link in the menu bar at the top of the page.
2. In advance booking, facilities are reserved under the name of associations. The activation key has been sent to the email address provided by an association (usually this is the mailing list address of the association board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA if necessary.
3. If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUPNAME”. The activation key can only be used once, so the person who has first logged on to the system may add representation rights to suitable persons in the group in order to make reservations. The reservation right is only activated for the associations which have filled out the association notice and whose information has been updated to the association register this year.
4. Enter the event name in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at the later stages of the booking session.
5. Please note that AYY’s internal reservations are mainly permanent.
6. Any reservations for anniversaries and anniversary brunches made by special status associations take priority compared to other reservations made by other associations. Reservations made by special status associations will be confirmed when that reservation period ends. In the first booking session we will clarify the duplicate reservation of special status associations.The special status associations do not have to come to defend their reservations to the second booking session.
7. Duplicate bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations which do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username in the advance booking session, so please bring your laptop in order to get the event running smoothly.
8. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times:
   1. PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays!
   2. The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm. Reservations before 4pm are usually available.
9. The prices for internal operators and associations will stay the same as in 2017. Price list can be found here: /en/students/services/rental-of-facilities/price-list/
10. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila (at) ayy.fi.

Please note! Due to renovations there are some exceptions:

• Gorsu can not be booked for the following time period: 8.1.-12.8.2018
• Tatami hall can not be booked for the following time period: 1.4.-12.8.2018
• Ossinkulma can not be booked for the following time period 1.5.-12.8.2018

If you have not received your confirmation code for the user group that you represent or if you have any other questions related to advance booking sessions, please contact AYY’s service manager: riitu.nuutinen (a) ayy.fi

 

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Send your short text to us by Wednesday 10:00 AM to the address tiedotteet (a) ayy.fi. The news will be translated, so you can send them only in a single language if you wish.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).