Cleaning and other rules for using the clubroom

Currently, the clubroom is heavily reserved every weekend and also on weekdays. Responding to emails, updating the calendar, and arranging the clubroom takes a lot of hours for us (the tenant committee). As you might already know, the tenant committee activity is totally voluntary, and all the clubroom users should understand this very well.

While most of the party organizers have followed the rules, we have noticed that some have neglected the cleaning rules. As a result, on some days the clubroom has been left in a mess. Please be informed that it is not acceptable. It is your responsibility to clean the clubroom after the party is over. If this rule is not followed in the future, the tenant committee will order cleaning from outside and send you an invoice OR the Tenant committee will inform HOAS, and they will send you the bill directly to you.

So from now, whoever has the booking or planning to book remember to do this:

– If reserved the clubroom and didn’t use it multiple times- Your request will be ignored in future. After reservation, if you no longer need it due to some reasons, please inform us as soon as possible so the next person in the queue can use it.

– For key pickup, send us the reminder msg 1-3 days before your event date. If we don’t receive any msg at least 24 hours in advance, we will assume that you don’t need the clubroom anymore.

– While coming to pick up the key-remember to bring an id with a photo.

– You are required to sign the key loan form and you ‘must’ put your social security number there – So that HOAS or we easily send you an INVOICE in case it is necessary.

– Overall, just be responsible. Do not consider that a free venue is also free for DOING WHATEVER you want.

The clubroom booking process and terms of use

1: Check from the clubroom reservation site whether the day you wished for booking is available.

2: Send an e-mail titled CLUB ROOM RESERVATION to our tenant committee (juustenintie@gmail.com) where you must state WHO you are and WHEN you wish to use the club room (date & time, both starting and ending). The reservation should be done at least 7 days (one week) before. You cannot make reservations more than one month in advance.

HOX! The e-mail is not an automatic guarantee for reservation, it’s a request.

3: HOX!! The reservation is not valid until the tenant committee has replied to you and added your reservation to the system. We will always reply ASAP whether it can be done or not.

WHY CAN’T THE RESERVATION BE GUARANTEED?

Our tenant committee is always happy and eager to help but a sweet reminder, we are a purely voluntary team of tenants who do this while working and studying like most of you 🙂 But we do our best!

We have very few keys to spare, and we have to arrange all key exchanges with our personal schedules, work etc.

Please note that even if you would make a reservation one week ahead as we have requested we cannot guarantee automatically that your reservation could be arranged. Especially if there are big holidays coming (Christmas, Midsummer, Mother’s day…) since we are probably with our families and out of town. But again, we do our best to organize it!

WHY CAN’T I BOOK FURTHER THAN ONE MONTH?

Just to keep it fair 🙂 It’s not cool if all December weekends are booked for July. Also, the tenant committee sets the dates for public tenant parties etc. roughly one month before.

WHEN YOU HAVE BEEN GIVEN THE GREEN LIGHT THERE ARE JUST A COUPLE MORE THINGS TO DO.

– You must fill out a key loan form (will be done when you get the keys). You are responsible for the key given to you and if you lose it or if there’s any other damage inflicted on it you are going to be held accountable for the monetary value (appr. 100e). The key loan form must be filled out again every time you wish to loan the key. To get the key and fill out the loan form, contact the person who confirmed your booking or to juustenintie@gmail.com 1-3 days before your booking to set a time for getting the key. If you don’t contact to tenant committee about the key minimum of 24 hours before your booking starts or you fail to show up on the agreed time to get the key, your booking is considered cancelled and you can’t get the key after that.

– While using the club room respect the rules. Common sense takes you very far 🙂

– If you wish to use some out-running items in the club room (etc. there can be food products such as mustard or juice concentrate in the fridge) just send us a message. Probably no problem at all, just to make sure we know what we need from the store the next time we go 🙂

– Smoking must happen out in the yard next to the C-block bike storage (not right in front of the C-block door).

– Silence is Mon-Fri 22-06 and on weekends and holidays 23-08.

– In case of broken items, report to the tenant committee immediately. With very urgent cases (broken windows, flooding toilet) report straight to HOAS.

– THE KEY LOANER IS RESPONSIBLE FOR ALL YOUR AND YOUR GUESTS’ ACTIONS.

If the rules are violated the key loaner is banned from using the clubroom again and the key loaner is responsible for paying any fees that might follow. (Cleaning, repair etc…) The key loaner is not allowed to give the key or clubroom to another person to use.

– The club room must be cleaned by the key loaner immediately after usage. The maximum deadline for cleaning is 12 hours after the reservation ends but please note: IF THERE IS A RESERVATION FOR NEXT DAY, you must do the cleaning before the next person. This might leave you with much less than 12 hours. Checking the timetable is your responsibility.

– The key must be returned within 24 hours, with no exceptions. The key is usually returned straight to the committee member you loaned it from, specific times etc. will be agreed upon when you are given the key.

CLEANING INSTRUCTIONS in Finnish & in English

Siivousohjeet:

1. Kerää kaikki roskat jätesäkkeihin ja vie ne roskakatoksen sekajäteastioihin.

2. Kerää kaikki pullot ja tölkit yhteen jätesäkkiin. Voit:

a. Ottaa ne mukaan ja palauttaa kauppaan itse.

b. Jättää ne kerhohuoneelle, jolloin asukastoimikunta palauttaa ne ja käyttää rahat asukastoimintaan.

3. Pyyhi kaikki pöydät kostealla rätillä.

4. Luuttua ja imuroi lattiat.

5. Imuroi imurin rikkaimuriosiolla biljardipöydällä tai sohvilla olevat murut.

6. Tiskaa käytetyt astiat ja laita ne takaisin merkityille paikoille.

7. Vaihda vessan käsipyyhe puhtaaseen ja täytä vessapaperiteline. Laita likainen käsipyyhe pyykkikassiin, ilmoita jos pyyhkeet loppuvat.

8. Siivoa kaikki muut varauksesi aikana syntyneet sotkut.

9. Jos jotain on mennyt rikki varauksesi aikana, ilmoita siitä asukastoimikunnalle.

Cleaning instructions:

Collect all trash into trashbags and take them to the gray bins in the trash shed.

Collect all bottles and cans into one trash bag. You can:

a. Take them with you and return them to the store yourself.

b. Leave them to the club room. Tenant committee will return them and use the money for tenant activities.

Wipe down all tables with a wet rag.

Mop up and vacuum the floors.

Use the vacuum cleaner’s small nozzle to vacuum any crumbs from sofas and pool table.

Do the dishes and put them back to their right places.

Change the towel in the toilet and fill the toilet paper holder. Put the dirty towel in the laundry bag, please notify the tenant committee if clean towels are finished.

Clean up any other mess there might be.

If anything is broken during your reservation, please notify the tenant committee.