Facility reservation guidelines for associations registered to the sphere of JYY

These facility reservation guidelines apply to associations that are registered to the sphere of JYY (The Student Union of the University of Jyväskylä).

Primarily, the university recommends associations to use the facilities offered by JYY for evening use. Details of the facilities offered by JYY can be found at their website.

The university provides its facilities to associations in accordance with the following terms:

Facilities Boombox and Tilia

Starting from May 1st, 2018, the University will provide two facilities for associations.

These facilities are Boombox and additional space Fermaatti (50+30 persons) located in the Musica building, and Tilia (120 persons) located in the T building.

The facilities can be booked free of charge four nights a week (Monday, Tuesday, Wednesday and Thursday).

The facilities can be booked free of charge between 5 pm and 10 pm. The facilities can also be booked from 4 pm to 5 pm for preparation.

The facility must be cleared by 10 pm after which the janitor / guard will check the facility. If the facility is not cleared by then, the association will be charged a rent from 10 pm to 11 pm according to the external price list. The facility can be booked until 11 pm, in which case the final hour will be charged according to the external price list.

BYP 23.1 Student Lounge  in Library Lähde

Associations can reserve this space free of charge from Monday to Friday from 6 pm to 9pm. At other times the space is freely available to all students.

The facilities cannot be booked on public holidays.

Reservations to Boombox, Tilia and Student Lounge are made through JYY's Specialist in Member and Association Affairs.

Other university facilities

Associations are allowed to reserve university facilities free of charge for their main activities within the opening hours of the buildings:

Mon – Fri 8 am - 8 pm and Sat 8 am – 4 pm.

Main activities are considered to be, for example, meetings, trainings, and non-alcoholic events. Alcoholic events can be organized free of charge only in Tilia and Boombox.

Associations can rent university facilities (excluding previously mentioned Boombox and Tilia) for evening and weekend use, according to the external price list at the following times within the opening hours of the buildings:

On weekdays 8 pm - 11 pm, on Saturdays 4 pm - 11 pm.

Evening and weekend use is concentrated in the following buildings: Lähde, Agora, Seminarium, Main building (C) and Lyhty. Evening and weekend reservations must be made at least two weeks before the event.

Associations can also reserve outdoor facilities and campus sports field for their activities. No rent is charged for outdoor facilities but possible electricity, water and cleaning costs will be charged. The outdoor area can be reserved by filling out the form at least one month before the event. 

The campus sports field can be reserved through JYY's Specialist in Member and Association Affairs.

Indoor sports facilities

The university's indoor sports facilities cannot be booked for events.

Associations can apply for weekly sports hall shifts via the Facility Services.

Cultural groups in the University or JYY community

Cultural groups in the University or the Student Union community can apply for rehearsal spaces at the university during the autumn and spring semesters. The spaces are mainly available on weekdays during times when they are not needed for other university activities. In exchange for a free rehearsal space, the group may, for example, agree to perform at university events. The informal application should indicate the group’s connection to the university/student union, the responsible persons with their contact information, the nature of the activity and art form, the desired rehearsal space, and the content of the proposed performance offer. For concerts and performances that charge an admission fee, the space can be rented at the internal rates (the right to use the spaces for concerts and performances without an admission fee will be specified separately in the agreements).

Free-form applications by email: kumppanuudet@jyu.fi

More information: Head of Relations Anu Mustonen, 050 564 9022, Coordinator Anne Saarikoski, anne.m.saarikoski@jyu.fi, 0408054840

Anu Mustonen
Anu Mustonen
Head of Relations
Anne Saarikoski
Anne Saarikoski
Coordinator

Instructions for use and cleaning

Facilities must be left in the condition in which they were on arrival. If the facilities after the event are not in the same condition as they were on arrival, the organizer can be charged 250€ and banned from using the facility for a year.

Garbage should be collected in the appropriate sorting bins. Garbage that does not fit into the sorting bins must be delivered to the nearest outdoor waste point and sorted according to the sorting instructions. Cans and bottles must be taken out of the premises at the end of the evening.

In Tilia, all waste generated during events must be delivered off the premises to the nearest waste disposal point, where the waste must be sorted according to the sorting instructions. The nearest waste disposal points are located behind Musica and the Main building. There are garbage bags and bio-waste bags in Tilia's cleaning closet.

In Tilia, entering the restaurant's kitchen facilities and using kitchen utensils, such as heating and cooling appliances, microwaves, dishes, spices, etc. is prohibited.

Tables and chairs must be returned to their original places. Furniture may only be moved by carrying it to avoid leaving marks on the floor. Standing on the furniture is strictly prohibited.

The organizer is responsible for wiping off tables and chairs after the event and larger debris and any spills of wine and beer and secretions should be removed from the floor. The toilet facilities also need to be maintained in a neat condition.

Burning candles in the University premises is forbidden.

The organizer is responsible for any broken structures, furniture, equipment and extra cleaning. Wedging the exterior doors open is strictly prohibited.

Cleaning equipment is available at Boombox and Tilia.

Attachments:

Contact information:

Facility Services at the HelpJYU Service Portal

JYY's Member Services Secretary: jasenpalvelusihteeri@jyy.fi