Terms of leisure time use of Vantaa city spaces

The leisure time use and payment policies have been revised and put into effect starting 1.8.2022. These guidelines contain important information regarding payment conditions, applying for reservations, and terms of cancellation in sports facilities and other spaces. The following terms of use must be read and accepted before making any space reservations.

The leisure time usage and payment policies form the basis for the admission of rights and permissions for leisure time use of spaces belonging to the department of urban culture and the department of education and learning, the formulation of terms of service, and usage fees.

The city of Vantaa supports leisure and hobby activity by permitting use of its facilities and spaces by clubs, associations, communities, organisations, and private individuals.

You can make a reservation for the purposes of, for example, hobby activities, sports, events, tournaments, bouts, contests, camping, festivities, and meetings. Reservations may be granted for the duration of an entire operating season, on a temporary basis, for individual events, as well as for overnight stays and other needs.

You can find spaces to reserve through the Timmi booking system.

Non-sports facilities

School and daycare facilities

The operating season generally lasts from mid-August until the school year ends in spring. The summer season starts in the beginning of June and generally ends in mid-August.

Culture services

The operating season is 1.8.-31.5.

Youth services

The operating season is 1.9.-31.5.

Resident services

The operating season lasts year-round.

The use of facilities may be limited during holidays, toward the end of the season, or in summer. Any limitations can be seen on the Timmi reservation calendar.

Daycare centres

Generally, 18-21 Monday through Friday, Saturdays and Sundays must be approved by the director.

Schools

Generally, 16-21 Monday through Friday, 9-20 on Saturday and Sunday.

Multipurpose centre Lumo

Generally, 8-22 Monday through Friday, 8.30-16.30 on Saturday and Sunday.

The Vantaa Adult Education Centre and Vantaa Music Institute, as well as schools offering basic level art education may allow use of their spaces outside of these hours, so long as the activity does not interfere with location’s daily operations.

Other facilities

Daily usage hours are shown as available on the Timmi booking calendar.

According to Vantaa city administrative policy, the service area director, or a person the director has appointed, makes all decisions on city property, spaces, or premises being lent for use by external parties. Authority over spaces belonging to the department of education and learning and the department of urban culture has been transferred to the head of the customer service and planning unit of the city's fitness services.

Usage permissions are granted according to the following guidelines:

The operation of the city’s own services takes priority in facility use.
Reservations are primarily granted to associations and organisations based in Vantaa, and outside associations and organisations whose activity targets Vantaa residents.
Early evenings on weekdays are mainly intended for activities for children and young people, and adults’ activities are left for later in the evening.
Reservations will not be granted to applicants who have unpaid use fees.
Any damages caused in city spaces are to be paid in full by whoever caused said damages.
The use of facilities is granted based on whether the activity aligns with the city’s strategic goals.

Reservations are approved in the following order:

The operations of the department of urban culture and the department of education and learning
Other activity by city organisations
Activities of associations and organisations based in Vantaa
Others

When approving reservations, the suitability of the space for the proposed activity as well as the applicant’s previous activity in the space are taken into consideration. The application may be declined if use of the space has previously been inefficient, if there have been issues with cleanliness or payment, or if usage guidelines have not been followed. Use of facilities will not be granted for activities that cause disturbance to nearby residents or to the department normally operating in those facilities.

You can apply for a reservation directly through the following contacts:

Citizen action centre Leinikki: info@vantaalla.info, 040 658 6562
Resident space Rubiini: elina.olki@marjaverkko.fi, 045 168 9229
Culture house Martinus: https://kulttuuritalomartinus.fi/tilavuokraus-kulttuuritalomartinus/
Orvokkisali and Lummesali: erik.marttinen@vantaa.fi
Culture factory Vernissa: https://kulttuuritehdasvernissa.fi/tilat/

For other facilities, apply for reservations through the Timmi booking system

Timmi allows you to view spaces available for leisure time use and the current reservation status. The booking calendar may be browsed without logging in, but applying for a reservation requires registering as a client.

Sign in to Timmi. Make an application for each individual group, keeping in mind any time required for preparation before the reservation, as well as time required for tidying up afterwards. For music instruction, you may make all the necessary reservations in one application, so long as each class has the same teacher, goal, and age group.

Include the expected number of participants in your application.

If a previously approved reservation changes target groups, for example from a children’s event to one for adults, cancel your reservation and make a new application with the revised information.

Register as a user on Timmi. After the registration process, you will be informed by email once you are able to log in to the system as an organisation representative. For information security reasons, log-in information cannot be shared with others.

When you register as a user on Timmi you are agreeing to your contact information being used to send you notifications and decisions.

Instructional video for filling out the registration form (in Finnish).

School and daycare facilities

The application period for the upcoming summer and operating season for the Vantaa adult education centre, Vantaa music academy, Vantaa art academy, and basic level art schools is in January.
February is the application period for spaces other than sports facilities. Applications will be processed once the application period has ended.
Starting March, you can apply for reservations listed as available for the upcoming summer and operating season on the Timmi booking calendar. Applications are processed in order of arrival throughout the season.

Information on the application periods can be found in the city newsletter and web page.

Subscribe to the newsletter (in Finnish).

Youth-, community-, and culture centre facilities

The application period for regular reservations is in February, after which applications are processed in order of arrival throughout the season.

Individual reservations may be approved for culture spaces when they are not in use by city organisations.

Reservations for youth and resident facilities can be approved for when they are not in use by city organisations.

You can apply for reservations in the community services’ Bulders for the summer season, and they are primarily granted for recreational use by Vantaa pensioner organisations. Vantaa-info spaces are only available for individual reservations, and reservations are granted in the order that applications are received, throughout the operating season.

Overnight use is possible in spaces that have been approved for it by the Keski-Uusimaa rescue service. Some facilities, such as day care centres, are not suited for overnight use.

Discuss the details of overnight use with the principal / director of the school before making an application. Apply for overnight use between 00.00 and 08.00. For times outside the overnight period, for example Saturday 16-24 (overnight stay Sunday 00-08), and Sunday 8-16, make an application for ordinary space reservations.

Send an application for overnight use at least a month in advance. For bigger events, the processing time may be longer. When applying for overnight use, the applicant must name a proper number of supervisors who will oversee the use of the reserved space. Inform the Keski-Uusimaa rescue service of the overnight stay.

When using facilities overnight, the applicant must abide by the rescue service’s instructions and fill out a notice of temporary accommodation: https://pelastustoimi.fi/asiointi

The fee for overnight use is determined by the number of participants.

As the applicant

You may cancel your reservation through the Timmi system, 28 days beforehand at the latest. After this period, cancelling a reservation will not be possible. A reservation cannot be cancelled by phone or email. Once the reservation has been cancelled on Timmi, it will not be invoiced. Reservations that go unused and aren’t cancelled will be invoiced. The appropriate payment will also be invoiced from users for whom use of the facilities would otherwise be free. When cancelling events, separate case-dependent cancellation terms may apply.

Cancellation by the permit giver

The permit giver may cancel a reservation for a time or entirely, if

the user has not followed guidelines
the activity is different from what had been applied for
the user has unpaid usage fees
impediment or damages have been caused during the reservation to a person, property, or the regular operations of the facilities
the reservation has gone unused for 3 successive times

If a cancelled reservation is to be reinstated, a new application must be made.

The permit giver may cancel an auditorium reservation if the attendance is fewer than nine (9) people in three successive instances.

A reservation may need to be cancelled due to city organization activity or some other reason. The cancellation will be made on the Timmi booking calendar and, if possible, the applicant will be informed at least 30 days prior to the date by email. The person that cancels the reservation will make their own reservation into the Timmi booking calendar.

Once you have received approval or a reservation confirmation, be sure to acquaint yourself with the facilities’ usage guidelines.

Generally, entry into a common area, the lobby for example, is permitted 15 minutes before the reservation at the earliest, and the premises must be vacated 15 minutes after the reservation at the latest. The reserved space is only to be used during reserved hours.

Use of play- and teaching equipment or musical instruments requires permission from the daycare centre director, school principal, or other staff. AV and IT equipment may not be used without specific orientation.

Adult education centres and Vantaa basic arts education institutions are permitted to use teachers’ lounges and their sanitary facilities in accordance with a location’s own terms. Additionally, they are permitted to use the necessary teaching equipment and devices as instructed by facility staff.

Reservations may not be transferred over to a third party without approval.

The event organiser is always responsible for all planning, permits, and notifying officials that the event may require.

Users are responsible for their own personal effects. The city is not responsible for stolen or damaged property.

At the beginning of each operating season, name a representative for the group who is over 18 years of age, and a substitute representative who is over 18 years of age.

As the representative of a user group, you must see that

the space is used only for the approved purpose
activities comply with given guidelines
you are present before the reservation begins and throughout the session
the doors are locked throughout the session, and that individuals not belonging to the group do not enter the premises
only the permitted space and equipment are used, and that instructions for their use are followed
there is no smoking, and that no tobacco products or intoxicants are used or brought onto the premises
the approved reservation hours are followed and that no one remains on the premises after the session
furniture is left where it was at the beginning of the session and all equipment is returned to its proper storage, unless otherwise agreed
users tidy up their working area (e.g. classrooms, cafeterias, auditoriums)
the space is left in proper condition after the session
lights are turned off, windows are closed, and doors are locked
the reservation is cancelled at least 28 days beforehand if not needed

As the user group representative, you are also responsible for

maintaining order and group behaviour
making a note of the session in the school, daycare, or youth centre leisure time log
immediately notifying a facility representative or your own organization if city property has been damaged or other damages have been incurred.

As the user group representative, you will make sure that use log notes correspond to actual use hours and that participant numbers are properly marked. If the log is not available, notify the school secretary, daycare centre director, or youth centre staff, or email nuorisopalvelut.hallinto@vantaa.fi as soon as possible. Only log a used reservation.

Permission to use the auditorium stage is part of the reservation. Discuss use of stage furniture and equipment in advance with the school principal / director or other facility staff. Auditorium equipment may not be used without proper instruction.

Please make sure that the auditorium and its equipment are suitable for your purposes well before sending an application.

Notify the relevant party, if

your treasurer or postal / billing address changes
a person is no longer involved in your organisation’s activity (Timmi account will be deactivated)
the email address for receiving notifications and decisions changes

In case of the above changes, inform:

koulusalivaraukset@vantaa.fi (schools and daycare centres)
liikuntapalvelut@vantaa.fi (exercise service region facilities, Lumo)
asukastilat@vantaa.fi (resident services / resident spaces)
vantaa-info@vantaa.fi (resident services / Vantaa-info)
nuorisopalvelut.hallinto@vantaa.fi (youth centres and camp facilities)
veera.kauppi2@vantaa.fi (kulttuuritilat)

Not all facilities have a caretaker, or the caretaker may move between several locations. On weekends, holidays, and during summer, facilities do not have caretakers present.

Check with the location to see whether a key must be retrieved in advance and whether it requires a deposit. Discuss well in advance with facility staff when the key can be picked up. When picking up a key, a key contract must be signed.

When using youth centre facilities, be sure to retrieve any keys or potential door codes in advance (3-5 days before your reservation). The facility representative will direct users in the location of ventilation, fire alarm, and other such systems.

A school, educational establishment, or daycare centre may require hiring a security guard for non-recurring reservations. In such cases, you will receive a new reservation confirmation with instructions on ordering security guard services.

Order guard services from Vantaan Tilapalvelut Vantti Oy at least three (3) days before your event. Send in the reservation confirmation you received together with guard service order by email to turvapalvelut@vantti.fi. Vantti Oy will charge for guard services according to their own price listing. Vantti Oy may require payment in advance before providing the service. This service has a minimum charge for four (4) hours, and if the order is made less than 3 days before the service is required, there will be an added express processing fee of 125€. If the requester cancels a service order, the service provider has the right to charge for the previously agreed service in its entirety.

For use of Aurinkokivi spaces, order a security guard through Palmia Oy if your confirmation requires it. Palmia charges a watch fee of 51,00 €/h + 24% VAT on Saturday and Sunday between 7.00 and 22.00. The minimum charge is for 5 hours.

Some facilities may be leased free of charge for open activity, when

the activity is open to all and unrestricted
the use session ends at 20.00 at the latest
a participant’s skill level and abilities don’t restrict their participation
the goal of the activity is for the participants to have a fun and pleasant experience
the activity is primarily free of charge
it involves directed, low threshold hobby activity
the activity organiser actively markets their operations through their own communications venues as well as ones designated by the city, for example hobihobi.fi.

The activity organiser may charge participants a maximum of 10 € a month. This payment must include any association membership fee and other mandatory fees. In addition, the organiser may offer a paid added service, such as insurance, snack, equipment, or gear. However, the participant may not be required to purchase these added services, nor can they be used to exclude the participant or hinder the possibility of participation.

The activity organiser is not required to provide insurance. However, the organiser must recognize their responsibilities and be clear in communicating this to all participants in the activity.

All use hours required by open activity are initially approved as paid reservations. The charge will be excluded based on a separate application. The application must be made before using any facilities. If the activity meets the criteria, send your application to liikuntapalvelut@vantaa.fi. Unpaid use hours may begin 14 days after the application is sent, at the earliest. After the decision is made on the use hours, the activity organiser will provide information on what the reservation is to be used for. The status of payment will be determined based on consideration of the intended purpose.

The right to unpaid use may be rescinded, and hours charged retroactively, if the criteria for unpaid use are not met.

School, education centre, and daycare centre spaces

Unpaid use:

city organization activity
morning and afternoon activity for schoolchildren
daycare and school parent associations and committee activity relating to cooperation between daycare and home or school and home
private daycare centres, when they are providing legally prescribed early education
activity by institutions and associations providing basic arts education
activity for children under 18 by Vantaa-based associations
activity by Vantaa-based pensioners’ associations
activity by Vantaa-based organisations belonging to special groups
activity by Vantaa-based unemployed associations
veteran activity
open and unpaid or low-cost activity (see definition above)

Reduced rate:

Vantaa-based association or other organisation
an organisation or association based elsewhere but whose activity targets Vantaa residents

Standard rate:

organisations or associations registered outside of Vantaa
business activity
commercial activity (including organisations and associations)
private events

If the reserved hours are used by a different user group than on the application, fees will be charged retroactively according to the price listing.

Youth or cultural centre, library and residential service locations

Unpaid use:

Youth centre, cultural space (children’s culture centres Pessi and Toteemi, Orvokkisali and Lummesali), library, residential space, Vantaa-info and summer location (Mölandet 21 and Bulders) facility use is free of charge not counting previously mentioned standard charge activity (commercial and business, private events, and religious events).

Culture and youth services specialty spaces

Culture centre Martinus

Use of Martinus facilities is paid for all user groups.

Reduced rate:

Vantaa-based organisations and associations (including pensioners)
organisations and associations registered outside of Vantaa, but targeting Vantaa residents
performance activity by basic arts education institutions

Standard rate:

business activity
commercial activity (including organisations and associations)
private functions

Culture factory Vernissa, Lumosali

Unpaid use:

Use of Vernissa and Lumosali is free of charge when the activity or performances are open to all, free of charge, or low cost. Overtime or additional work for staff will require an additional payment. Basic arts education use is free of charge when staff is not required to be present.

Reduced rate:

Vantaa-based organisations and associations (including pensioners)
Organisations and associations that are registered outside Vantaa but targeting Vantaa residents

Standard rate:

business activity
commercial activity (including organisations and associations)
private functions

Youth service camping locations

Use of camping locations (Kukonnotko and Palajärvi) carries a fee for all user groups.

Reduced rate classification 1

Vantaa-based youth and children’s associations
multicultural associations and service and disability associations organising activity for children and young people

Reduced rate classification 2

the city’s own activity, other administrative boards, and school camps
religious communities organising activity for Vantaa children and young people

Reduced rate classification 3

other Vantaa-based organisations
multicultural adult organisations

Standard rate classification 1

organisations and associations registered outside of Vantaa

Standard rate classification 2

business activity, private functions

Any additional services associated with using a space will be charged separately and will be charged even from groups excused from the base fee.

Additional services include:

staff, for example caretaker services, stage technicians, transport services
furnishings, for example bleachers, technical furnishings, audio devices, instrument tuning
energy expenses exceeding everyday use
third-party work and services, for example cleaning, emptying waste bins, adjusting alarm timing, snow ploughing

Sports facilities

You may apply for a reservation for different operating seasons, presented below. The specific dates can be found on the city website.

Indoor sports facilities

Operating season: mid-August – until school semesters end in spring

Summer season: June – mid-August

Ice rinks

Operating season: August – end of April

Summer season: end of April – start of August

Artificial grass fields and halls

Operating season: August – end of October

Winter season: November – end of March

Use of these spaces for leisure activity may be limited, for example, during holidays, at the end of the season, during summer, and because of events. Any restrictions will be visible in the Timmi booking calendar.

Daycare centres

Generally, 18-21 Monday through Friday, Saturdays and Sundays must be approved by the director.

Schools

Generally, 16-21 Monday through Friday, 9-20 on Saturday and Sunday.

Multipurpose centre Lumo

Generally, 8-22 Monday through Friday, 8.30-16.30 on Saturday and Sunday.

The Vantaa Adult Education Centre and Vantaa Music Institute, as well as schools offering basic level art education may allow use of their spaces outside these periods, so long as it does not interfere with location’s daily operations.

Other spaces (ice rinks, sports centre, swimming halls, rock shelters, outdoor sports areas, etc.)

Open reservation times can be found in the Timmi booking system reservation calendar.

According to Vantaa city administrative policy, the service area director, or a person the director has appointed, makes all decisions on city premises, spaces, or property being lent for use by external parties. Authority over spaces belonging to the department of education and learning and the department of urban culture has been transferred to the head of the customer service and planning unit of the city's fitness services.

Reservations are approved in the following order:

activity closely associated with the department of urban culture or the department of education and learning
other city organization activity
registered Vantaa-based fitness organization activity and basic level art instruction
activity by other Vantaa-based organizations and associations
activity by organizations and associations based outside of Vantaa

School spaces from 8.00 to 16.00 and daycare centre spaces from 6.00 to 18.00 are reserved primarily for department activity. Schools and daycares may apply to use the fitness services' facilities for their operations between 6.00 and 16.00, unless prevented by the fitness services' own operations. Reservations in evenings and weekends are primarily intended for fitness associations. Facilities will also have time reserved for unorganised resident activity (for example swimming halls and gyms).

Reservations are primarily approved for fitness activity that aligns with the city's strategic goals. Facilities may also be used for other activity according to the space's suitability.

Distribution of reservations for the fitness services' facilities is done together with the distribution of reservations for school and daycare sports facilities, and the two affect each other. If necessary, the distribution of reservations will be resolved through meetings with the applicants. Activities for children and young people are timed for the early evening on weekdays, and later in the evening for adults. The city may reserve specific times in spaces for matches, competitions, or other events.

The following is considered in the distribution of reservations:

the nature, coverage, frequency, and quality of the applicants' planned competitive and hobbyist activity, whether for children or for adults
The environmental requirements of sports and activities as well as competition at different levels
The overall environmental requirements for physical hobby activity

The goal is to approve at least one space reservation from the facilities of the city fitness services, schools, or daycares for every Vantaa-based, registered sports association that applied for one during the application period.

Applications for the upcoming operating season are primarily made during the application period through the Timmi reservation system. Available spaces and their current reservation status are visible on Timmi. Late applications will be denied.

The relevant application periods are announced in the city newsletter and website.

Make a separate application for each group, taking into account any preparation time before the reservation and time needed for tidying up afterwards. Note the estimated number of participants in your application.

Reservations are approved by official decision. Following approval, any vacant reservation periods will be made open for application again, and new applications will be approved in the order that they arrive.

First, register on Timmi as a private user using your personal email address and identify yourself through the Suomi.fi service. Afterwards, you can make your user account into an organisation representative. Following the registration process, you will receive a confirmation email once you can log in as a representative on the system. For information security reasons, your login information should not be shared with anyone else.

By registering on Timmi, you accept that your contact information will be used to send you notifications and decisions.

Apply for an individual reservation for an event, meeting, etc. at least seven (7) days before the reservation is meant to begin through the Timmi space booking system. You will receive an email notification for confirmed reservations or rejected applications.

Make applications for any events planned for the upcoming season during the application period. For major events, reservations may be approved outside of the application period.

Overnight use is possible in spaces that have been approved for it by the Keski-Uusimaa rescue service. Some facilities, such as day care centres, are not suited for overnight use.

When using facilities overnight, the applicant must abide by the rescue service’s instructions and fill out a notice of temporary accommodation: https://pelastustoimi.fi/asiointi

The fee for overnight use is determined by the number of participants.

As the applicant

You may cancel your reservation through the Timmi system, 28 days beforehand at the latest. After this period, cancelling a reservation will not be possible. The exception to this are spaces involved in a reservation distribution process, where the applicant commits to their chosen reservation for the entire season, meaning the reservation cannot be cancelled.

The reservation holder is responsible for the reservation until it has been cancelled. If a new user is found for the reservation, it can be cancelled ahead of schedule.

An uncancelled or unused reservation will be invoiced. In such instances, payment according to the standard price listing will be required even from users for whom use of the facilities would otherwise be free of charge.

When cancelling events, non-standard cancellation terms may be followed on a case-by-case basis.

Cancellation by the permit giver

The permit giver may cancel a reservation for a time or entirely, if

the user has not followed guidelines
the activity is different from what had been applied for
the user has unpaid usage fees
impediment or damages have been caused during the reservation to a person, property, or the regular operations of the location
the reservation has gone unused for 3 successive times

If a cancelled reservation is to be reinstated, a new application must be made.

The permit giver may cancel a reservation, if the number of users for 3 successive occasions is below:

6 people for gyms and sports halls under 450 m²
9 people for sports halls of at least 450 m²

The aforementioned restrictions do not apply to, for example, tennis, badminton, rhythmic gymnastics, or competitive dance.

Once you have received approval or a reservation confirmation, be sure to acquaint yourself with the facilities’ usage guidelines.

The event organizer is always responsible for all planning, permits, and notifying officials that the event may require.

Reservations may not be transferred over to a third party without approval. Generally, entry into the location, including dressing and shower spaces, is permitted 15 minutes before the reservation

The premises must be vacated 15 minutes after the reservation at the latest. The reserved space is only to be used during reserved hours.

Users are responsible for their own personal effects. The city is not responsible for stolen or damaged property.

At the beginning of each operating season, name a representative for the group who is over 18 years of age, and a substitute representative who is over 18 years of age.

As the representative of a user group, you must see that

the space is used only for the approved purpose
activities comply with given guidelines
you are present before the reservation begins and throughout the session
the doors are locked throughout the session, and that individuals not belonging to the group do not enter the premises
only the permitted space and equipment are used, and that instructions for their use are followed
there is no smoking, and that no tobacco products or intoxicants are used or brought onto the premises
the approved reservation hours are followed and that no one remains on the premises after the session
furniture is left where it was at the beginning of the session and all equipment is returned to its proper storage, unless otherwise agreed
users tidy up their working area (e.g. classrooms, cafeterias, auditoriums)
the space is left in proper condition after the session
lights are turned off, windows are closed, and doors are locked
the reservation is cancelled at least 28 days beforehand if not needed

As the user group representative, you are also responsible for

maintaining order and group behaviour
immediately notifying a facility representative or your own organization if city property has been damaged or other damages have been incurred.
making a note of the session in the school, daycare, or youth centre leisure time log

If the log is not available, notify the school secretary or daycare centre director as soon as possible. As the user group representative, you will make sure that use log notes correspond to actual use hours and that participant numbers are properly marked. Only log a used reservation.

If the user group is someone other than what was marked in the application, the reservation will be retroactively invoiced according to the price listing.

In addition to any installed equipment, it is also possible to use heavy exercise equipment in sports facilities, such as: parallel bars, benches, pull-up bars, balance beams, jumping crates, pommel horses, springboards, gym mats, high jump racks, volleyball nets, as well as floorball, futsal, and handball goals.

Any light equipment in the facilities, such as balls and floorball sticks, may not be used.

Daycare centre mattresses or gym mats are not to be used by outside individuals.

Use of play or teaching equipment or musical instruments requires permission from the daycare centre director or school principal.

Notify the relevant party, if

your treasurer or postal / billing address changes
a person is no longer involved in your organisation’s activity (Timmi account will be deactivated)
the email address for receiving notifications and decisions changes

You do not need to give a notification on changes to a reservation. If, for example, a reservation for children’s activity is changed into one for adults, cancel the original reservation and make a new application with the new information.

In case of the above changes, inform:

koulusalivaraukset@vantaa.fi (schools and daycare centres)
liikuntapalvelut@vantaa.fi (other locations)

Not all locations have a caretaker, or the caretaker may move between several locations. On weekends, holidays, and during summer, facilities do not have caretakers present.

The facility representative will direct users in the location of ventilation, fire alarm, and other such systems.

Swimming hall reservations that take place outside regular staff working hours will require a separate use agreement.

A school, secondary school, or daycare centre may require hiring a security guard for non-recurring reservations. In such cases, you will receive a new reservation confirmation with instructions on ordering security guard services.

Users of city facilities will be charged a usage fee. Usage fees are based on the current price listing. The pricing is determined by the deputy mayor or another person the deputy mayor has appointed.

Usage fees and billing

Any additional services associated with using a space will be charged separately and will be charged even from groups excused from the base fee.

Additional services include:

staff, for example caretaker services, stage technicians, transport services
furnishings, for example bleachers, technical furnishings, audio devices, instrument tuning
energy expenses exceeding everyday use
third-party work and services, for example cleaning, emptying waste bins, adjusting alarm timing, snow ploughing

The different classifications are unpaid use, reduced rate, and standard rate.

Unpaid use

Use of facilities is free for use by veterans and the city’s own organisations.

Additionally, entitled to free use of sports facilities connected to schools, educational institutions, and day care centres are:

daycare centre and school parents’ associations and boards in activities involving cooperation between home and school or daycare
morning and afternoon activities for school students
activity by institutions or communities providing basic level art education
fitness activity by special groups
fitness activity by pensioner associations based in Vantaa

Use of standard sports facilities is free of charge for regular use by sports clubs that have qualified for assistance and clubs’ groups for children and teens. Standard sports facilities include daycare centre and school gyms under 200 sqm, sand fields, natural ice rinks, fitness tracks, and outdoor trails.

Use of facilities may also be free of charge in other city-managed sports facilities, if the activity is low-cost and open low threshold hobby activity. See: low threshold sports activity criteria.

Reduced rate

The following organisations are charged at a reduced rate:

associations that have qualified for fitness association or specialized exercise assistance
exercise and sports governing bodies

Standard rate

The following organisations will be charged at the full standard rate:

associations that have not qualified for fitness association or specialized exercise assistance
business activity
commercial activity by associations or other organisations
private individuals

The criteria for low threshold sports activity:

The activity is open to all and unrestricted.
The session ends at 20.00 at the latest.
The activity takes place in fitness facilities during reservations approved by the city fitness services.
A participant’s skill level and abilities don’t restrict their participation.
The group's aim is hobby activity, not competition.
The activity is centered around games and practice without a competitive goal.
The activity is directed and takes place at least once a week for a minimum of three months.
The goal of the activity is that it promotes the joy of physical activity and the participants find it pleasant.
The activity is regularly scheduled, weekly activity aimed at children and teenagers under 18 (incl. family exercise where the children are under 18).
The activity is primarily organized in the afternoon following the school day or in the evening near the participants' homes or school.
The activity organiser actively markets their activity through their own communication channels or venues designated by the city, such as Hobihobi.fi.

The activity organizer may charge participants a maximum of 10 € a month. This payment must include any association membership fee and other mandatory fees. In addition, the organizer may offer a paid added service, such as insurance, snack, equipment, or gear. However, the participant may not be required to purchase these added services, nor can they be used to exclude the participant or hinder the possibility of participation.

The activity organiser is not required to provide insurance. However, the organiser must recognize their responsibilities and be clear in communicating this to all participants in the activity (both group members and instructors)

Exercise clubs or associations that have qualified for fitness organization assistance, or organizations that have qualified for accessible exercise or hobby exercise assistance, may apply for an unpaid use reservation. If the activity meets the aforementioned criteria, the unpaid sessions can begin 14 days after the application is made, at the earliest. For newly organised activity, unpaid use of a space may also be granted based on the decision of an official.

You may apply for fitness hobby direction assistance for the activity.

Payment exemption may be rescinded and invoiced retroactively if the above criteria are no longer met.

Applying for a low threshold use reservation

Apply for a reservation during the standard application period. Reservations are initially granted as paid, and payment exemption is granted based on a separate application, which must be made online before any facilities are used. After a reservation is approved, the activity organiser must provide information on what the reservation will be used for. Payment status of the facilities will be determined based on the intended purpose.

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Terms of leisure time use of Vantaa city spaces

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