Reservation rounds for Alina Hall for spring 2021
The reservation rounds for Alina Hall’s spring season starts. There will be two actual reservation rounds, with an advance reservation round organised as well. During these rounds, organisations may get a total of two (2) Alina reservations for spring 2021.The reservations are made on the separate electronic forms of each reservation round.
Each organisation making a reservation must complete the user training for Alina Hall during the current year. The training must have been completed before the organisation’s reservation takes place. User training for Alina Hall will be organised again in early spring of 2021.
Organisations must check which time slots are free at a given time from HYY’s reservation calendar.
Instructions and documents related to Alina Hall
User agreement for Alina Hall
Alina Hall – Instructions for Users
Security Person Agreement for Alina Hall
Advance reservation
During the advance reservation round, organisations have the opportunity to apply for a reservation in advance before the actual reservation rounds begin if they have a well-justified reason to apply for a specific day. The advance reservation round thus covers occasions such as anniversaries, anniversary afterparties and events connected to a specific date.
In case an organisation is granted a reservation to Alina Hall in the advance reservation round, it CANNOT apply for a reservation in the first actual reservation round. Instead, the organisation can get its second reservation only during the second actual round.
Actual reservation rounds
Reservations are made in two rounds. During each round, an organisation may apply for one reservation to Alina, unless it has been granted a reservation during the advance reservation round. Organisations should check which time slots are free at a given time from HYY’s reservation calendar.
Applying for days that have already been reserved may negatively affect the organisation’s chances of acquiring a reservation. Organisations may only receive one (1) reservation on each round, but it is a good idea to state several options for suitable dates in the form.
Deciding the reservations
Decisions on the reservations are made after each reservation round by HYY’s Student Organisations Committee together with the person in charge of organisations in the Board and the specialist in organisations in an allocation event open to the Student Union’s members. The contact persons of organisations applying for a reservation must be reachable when the reservations are allocated in case a need to contact the organisation arises during the allocation process.
Incomplete or late applications will not be processed. We will strive to provide organisations with one of the dates they requested. Any clashes in the reservation requests are decided by drawing lots. If we are unable to provide the organisation with any of the dates they requested, we will call their contact person after we have processed the reservations. Organisations should consider alternative dates in case their original reservation requests cannot be fulfilled.
Advance reservation round
Reservation period: noon on 13 October –11.59 pm on 18 October
Reservation requests are made using the following form: Advanced reservations
Reservation requests are processed at 4.00–8.00 pm on Monday 19 October via Zoom.
I round
Reservation period: noon on 20 October–11.59 pm on 25 October
Reservation requests are made using the following form: First actual round
Reservation requests are processed at 4.00–8.00 pm on Monday 26 October via Zoom
II round
Reservation period: noon on 27 October–11.59 pm on 1 November
Reservation requests are made using the following form: Second actual round
Reservation requests are processed at 4.00–8.00 pm on Monday 2 November via Zoom
The reservations are updated into the electronic calendar after each round. Organisations that applied for a reservation will be informed of the decisions by email.
Reservations after the rounds
You may inquire about any remaining free time slots from HYY’s Services Office from 3 November onwards. Free time slots can be seen in HYY’s reservation calendar after the reservation rounds.
Lisätietoja Alina-salin varauskierroksista
Student Organisations Committee
jarjestovaliokunta@hyy.fi
Chair of the Committee
Riku Kallio
riku.kallio@helsinki.fi
0505500620
