AYY’s advance booking of facilities rented on a one-time basis for the associations will begin on Friday, 8 May 2015. Advance bookings are organised by using AYY’s own booking system TILA.

TILA can be found at https://tila.ayy.fi/ and the users log on 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 Help link in the menu bar at the top of the page.

You can make advance reservations for the period Mon 17 Aug 2015–Sun, 10 Jan 2016.

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

1. AYY’s internal operators, reservation period 20 Apr-7 May 2015. The reservation period ends at Thu, 7 May 2015, 12noon.
2. Special status associations 8 May-14 May 2015. The reservation period begins at 12midnight on Fri,  8 May 2015 and ends at 11.59pm on Thu, 14 May. The booking session starts at 4pm on Fri, 15 May in Hall M232 (Otakaari 1).
3. Other associations in the 1st register on 15 May-21 May 2015. The reservation period begins at 12midnight on Sat, 16 May and ends at 11.59pm on Thu, 21 May 2015. The booking session will start at 5pm on Fri, 22 May 2015 in Hall M232 (Otakaari 1).

Check out the entire advance booking schedule here.

A few notes about the making of reservations:

1. 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.
2. If you receive representation rights for a group, the message subject is ”TILA: Activation key for group GROUP NAME”. 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.
3. 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.
4. Please note that AYY’s internal reservations are mainly permanent.
5. Special status associations have the opportunity to permanently book facilities for anniversaries and anniversary brunches. If there are reservations by two separate associations, of which one is anniversary or brunch of a special status association, the special status association will have the reservation. Other reservations of special status associations should be defended at a later booking session. Therefore, in the advance booking session of special status associations, we will first clarify the duplicate reservation of special status associations and in the second booking session we will clarify all the rest of the duplicate reservations.
6. 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.
7. 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. Please avoid sitsit on Mondays!
   2. RWBK has rehearsals at Smökki every Tuesday at 7pm-9pm. Please avoid sitsit on Tuesdays as well, although Retuperä is often flexible when needed.
   3. 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.
8. Please note that the prices and booking practices for summer weekends in Smökki differ from other facilities. This means that summer weekends (Fri-Sun) between 1 Jun-31 Aug are available for everyone with different prices and the person who makes the reservation first can have the facility.
9. 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@ayy.fi.

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 Administrative Director (johanna.pietilainen (a) ayy.fi, 050-5209434).

The allocation practices of facilities rented permanently for associations were renewed in 2014. In the future, available facilities will be published in the association newsletter, after which the associations can apply for the facility. Facilities are allocated based on the scoring model for facilities rented for associations (pdf).

The application period for facilities is ongoing. You can apply for storage facilities and club rooms through the electronic application form:

Storage facilities: https://lomake.ayy.fi/hallinto/storage-facilities-application-form/

Club rooms: https://lomake.ayy.fi/hallinto/application-form-for-club-room/

You can review the available facilities and floor areas when filling in the application forms. You can check available club rooms during the round which is organised on Wednesday, 1 Apr 2015 (2.15pm in the lobby of AYY’s Central Office, 2nd floor).

The application schedule is as follows:

The application form is open on Wed, 25 Mar, 12noon–Sun, 12 Apr, 11.59pm.

AYY’s facility committee will process applications in week 16. AYY Board makes decisions on facilities based on the proposal of the facility committee in week 17.

We aim at making agreements for facilities starting in May 2015. Rental agreements are valid until further notice, unless otherwise mentioned.

NB! Only applications delivered through the previously-mentioned forms are taken into account. Previous facility inquiries submitted via e-mail or late applications will not be addressed.

Further information: Johanna Pietiläinen, firstname.surname (a) ayy.fi, 050 520 9434