General Terms and Conditions for Booking and Use of Facilities

The City of Hämeenlinna rents and provides facilities for use by residents, associations and businesses. You can book facilities for hobbies, meetings and other events, provided you comply with the city’s terms and conditions.

Organize public events only in facilities designated for public events. This ensures that the facility is safe and suitable for hosting the event.

Decisions on booking and renting facilities are made in accordance with the city’s administrative regulations and separate decisions. You must accept both the general terms and conditions and the facility-specific terms and conditions when making a booking.

Review the Terms and Conditions

• The person making the booking is the person responsible for the use of the facility. The person making the booking must be of legal age, and the booking requires the provision of the booker’s contact details. Legal age is not required for libraries’ work, group and hobby facilities.
• Events held in the city facilities must not, in principle, disturb other operations, customers or users. Public events causing noise or disturbance are agreed upon on a case-by-case basis with the facility holder and, where necessary, with the authorities.
• The content or nature of an event held in the city facilities may not conflict with Finnish laws or the City of Hämeenlinna Equality and Equal Opportunities Plan, or be contrary to good practice. Facilities are not rented for racist or discriminatory activities against groups of people. The person making the booking commits to comply with the safer space principles observed by the city.
• The City of Hämeenlinna has, by decision of the City Chief Executive 162 / 18.12.2024, an electoral silence period for municipal and regional elections, parliamentary elections, presidential elections and EU elections, which begins at least two months before election day and is marked as starting from the 1st day of the month. During the electoral silence period, facilities owned and administered by the city are not available for rent for events organized by political parties, support associations or candidates. Exceptions are the Wetteri Auditorium, which is available for rent by political parties, and election panels in which all parties fielding candidates in the elections have been offered the opportunity to participate.
• The City of Hämeenlinna has the right, when necessary and at its discretion, to deny the booker access to the facility or to interrupt an event held in the facility if the above-mentioned rules are violated.
• The booker receives confirmation of the facility booking once the booking has been approved.
• For paid facilities, the booking and any additional services are paid at the time of booking by online payment or subsequently by invoice.
• Cancellation terms vary by facility. The booker must check the cancellation period from the information of the facility being booked. No refunds are made for bookings that are not cancelled.
• The price of the booking is determined on the basis of the current facility-specific price lists. The price of the facility is stated in the facility information.
• Access to the facility is enabled either by staff or through independent access. Access rights and/or keys are held only by the booker or persons authorised by the booker, and may not otherwise be transferred to others.
• Various alarm systems are in use in the facilities. The booker must ensure their proper use and compliance with the instructions received.
• The booker is responsible for ensuring the necessary contacts with and permits from the authorities (notification of a public event to the police and a safety and rescue plan to the rescue services) if the nature of the event and the number of visitors so require. The booker familiarises themselves with the property and its safety practices in advance. The stated maximum number of persons for the facilities must not be exceeded. Libraries are an exception, where events requiring notification of a public event may only be organised by the library.
• The booked facility, with the agreed equipment and furnishings, is available to the booker for the time specified in the booking.
• Facilities must be left after use in the same condition as they were at the start of the rental. Any initial preparations and final cleaning must be included in the booked time. When leaving, it must be ensured that the doors and windows are closed.
• The booker is liable for compensation if users of the facility cause damage to the property or movable property. Damage must be reported immediately to the contact person of the facility.