Terms and conditions

The terms and conditions of rental of facilities at Aalto University for external use from 1 June 2015.

General

The Aalto University common use facilities are primarily used by the university. External use must not interfere with regular operations of the university. Aalto University facilities can be hired out for the use of companies, science communities as well as public and non-profit communities, associations and non-governmental organisations. The facilities will not be hired out for party political or religious events. The facilities are mainly hired out during normal operating hours of the building. The hirer's own staff can not be used to replace an Aalto University caretaker.

Bookings

Hiring Aalto University facilities for external use can be done through Facility Rental. Send your enquiry by email to facility.sales [at] aalto [dot] fi or use the Request for Offer form. Reservations can only be made for the current term.

Prices

The facilities at Aalto University are always subject to a charge. For external use, price groups exist, according to which Facility Rental will make an offer to the customer. VAT is always added to external rentals. The price list is valid for the normal operating hours of the premises. A minimum of 1 hour will be charged. The preparation/set up time is also subject to a charge and the customer must notify Facility Rental of the preparation time needed at the time of booking. For out of hours use there will be a separate charge for caretaker costs.

Price Groups 2015

Otaniemi

Töölö / Arabia

Price Group

Price €/day (vat 0%)

Price Group

Price €/day (vat 0%)

A1

131 €

A1

 

A2

178 €

A2

218 €

A3

218 €

A3

266 €

A4

287 €

A4

351 €

A5

356 €

A5

436 €

A6

455 €

A6

557 €

A7a

614 €

A7a

750 €

A7b

772 €

A7b

 

A8

911 €

A8

1113 €

A9

1089 €

A9

 

A10

 

A10

1718 €

A11

1723 €

A11

 

A12

2178 €

A12

2662 €

VAT 24 % will be added to the prices.

Invoicing

The rental invoice is sent after the event. Depending on the case, a full or partial advance payment may be charged. Payment terms are 30 days.

Terms of cancellation

If the booking is cancelled 28-15 days before the date booked, 50% of the rental charge will be charged.
If the booking is cancelled 14-0 days before the date booked, 100 % of the rental charge will be charged.
More detailed case-specific terms of cancellation will be drawn up for bookings of several days and several facilities.

Catering

If necessary, Facility Rental will give a quote for the catering services and book the caterer. The customer must negotiate any changes made after the time of booking directly with the caterer. The catering contract is always between the customer and the caterer, and the customer will be invoiced for the catering services by the caterer. Catering can be ordered in restaurant facilities, meeting facilities or in lounge areas.

Serving of alcohol

If the premises booked do not have a licence, the sale of alcohol is prohibited. The customer must provide the alcohol served. Serving alcohol must be reported in advance in accordance with Section 59 of the Alcohol Act (further information at poliisi.fi).

Regulatory approvals and fees and rescue plan

The organisers of the event are obliged to familiarise themselves with the Assembly Act (530/1999), Rescue Act (Section 16) and the Government Decree on Rescue Services (Pelastusasetus, Section 3). Advise for the organisers can be found at Länsi-Uusimaa Rescue Department instructions (in Finnish) (lup.fi).

Regulatory approvals and possible royalty fees to Teosto or Gramex in connection with the event are the responsibility of the customer. For more information see www.teosto.fi

Capacity

The customer is responsible for not exceeding the maximum venue capacity.

Emergency exits

Emergency exits and storage of fire extinguishing equipment must not be obstructed if the usual arrangement of furniture is changed or furniture, equipment or other movables are brought into the facility by the customer.

Exhibitions

Setting up exhibitions in the lobby areas or corridors is subject to a charge and only allowed in areas suitable for the purpose.

Insurance

All necessary insurances for the exhibition or event shall be taken by the customer. We recommend that the customer takes a damage and liability insurance for their own goods, equipment and furniture.

Electric installations

The customer answers for the electric installations of the exhibition/event.

Liability for damage

If any damage or harm is caused by the participants to property in the building during the event, the customer will be invoiced for the repair costs separately.

 

We reserve the right to make changes.

Page content by: | Last updated: 07.02.2017.