1 General terms of use for Hämeenlinna library spaces (as of 17 February 2024)
The library spaces are mainly free of charge for individuals, non-profit associations, study groups, etc. for organizing public events and meetings. Spaces that are free of charge cannot be used for commercial purposes. All facilities are free of charge for the units of the city of Hämeenlinna.
It is not allowed to organize courses or repeatable occassions where admission or entrance fee is charged (incl. material fees). Events that require payment can be organized for individual participants.
1.1 Reservation, reservation period and the amount of reservations
- The library space and the furniture are availabe for the patron during the reservation period.
- The patron has to give his or her contact information in order to reserve a space.
- Initial preparations and the cleaning up are included in the reservation period. When the reservation time ends the space has to be ready for another patron.
- If the patron is late for more than 15 minutes the reservation can be freed for others to use. This doesn't apply to the exhibition spaces.
- The patron gets a verification for their reservation when the reservation is approved.
- Library determines the maximum reservation period and the maximum amount of active reservations for the spaces.
- Library has the right to change the reservation period or cancel the reservation by notifying the patron.
1.2 Spaces, equipments and furnitures
- It is not allowed to exceed the maximum number of persons marked for the space.
- if the space can be locked, the patron has to check that the door is locked when he or she leaves the space.
- Patron can change the furniture arrangement in Leino room and Mediaroom but the furniture has to be put to their original places during the reservation period.
- When the patron leaves from Music studio or Mediaroom he or she has to inform the customer service about it. The spaces are checked after every user.
- The patron has to familiarize the instructions of use for the equipment before they start to use them. The patron has to follow the instructions.
- The staff must be informed immediately about broken or inoperative equipment and other technical problems.
1.3 Responsibilities and obligations for compensation
- Patron is responsible for the use of the space and maintaining order.
- Patron is liable for compensation if there's damage for the facility or library's property during their reservation. Staff must be notified immediately about the damages. This doesn't apply to the open spaces, such as exhibition spaces, that are open for patrons during library's opening hours.
- If additional cleaning or organizing work has to be ordered by the library because the patron hasn't cleaned or organized the space during their reservation, the fee is 60 euros (incl. VAT 24 %).
- If the patron's own instruments, equipment or files are damaged during the use of the reserved space library is not responsible for the damages.
- Library is not responsible for the belongings left in the space.
1.4 Content and nature of the occasion
- The content or the nature of the event held in a reservable space cannot conflict with the Finnish law or accepted principles of good custom. When using the library’s reservable spaces, the Assembly Act (22.4.1999/530) and the official instructions for public spaces and the instructions and regulations given by the police and rescue services are followed.
- On the library premises, only the library can act as the organizer responsible for public events that require notification to the police and/or a safety/rescue plan.
- If copyrighted material (for example a movie) is showed publicly in the space the person who presents the material has to have rights to present the material. You have to follow the age limits for the movies and other visual programmes based on The Act on Audiovisual Programs (710/2011). More info about age limits.
- The event organized in the reserved space can not disturb other functions in the library, patrons or users. If a public event would be organized in the open space, an agreement has to be made with the library.
1.5 Additional conditions regarding Music studio
- Age limit to the Music studio is 15 years. Person who is under 15 years old and wants to use the Music studio has to have a person in charge (over 18 years old) with them.
- There's always an introduction to the studio equipment, instruments and their use during the first reservation time. After the introduction the use of Music studio is independent.
- Eating and drinking is prohibited.
1.6 Exhibition spaces
- In addition to book exhibitions, library appropriate exhibitions include informative exhibitions with picture and textmaterial, art, photography and artefact exhibitions and handcraft and textile exhibitions. Aim is to have versatile and wide-ranged exhibitions.
- According to the library's evaluation the exhibitions should meet the general criteria of exhibitions shown in public spaces with quality and technical execution.
- The exhibitor should showcase for example parts of the material they are going to exhibit or a recommendation from for example a member of an art society or similar, if the library should ask for it.
- the exhibitor commits to take care of all the expenses and practical measures and if needed, surveillance, of the exhibition.
- The exhibitor is responsible for marketing, exhibition material, building and taking down the exhibition.
- If the exhibitor doesn't build the exhibition on the first day of the reservation and do not inform the library about the delay, the reservation is cancelled and the library has the right to provide the exhibition space to other customers.
- Library doesn't pay catalogue or exhibition compensations about the art works on the exhibition if not agreed otherwise.
1.7 Following the general terms of use
If the rules mentioned above are broken or have been broken, library has the right to prevent the use of the reserved space for the patron or abort the occasion held in the space if needed.
See also Hämeenlinna City Library's user regulations
2 Paid use of spaces, price list and cancellation policy
A valid rent is collected for the use of paid spaces.
The payment is done as a rule via online payment when customer makes the reservation. If it is not possible to make payment online the library can send an invoice. Additional fee for invoice is 15 €. All prices include VAT 24 %.
2.1 Leino room
Leino room: 35 €/hr
The use of Leino-sali is free of charge if event is open and free of charge and the event is held in co-operation with the library or may also be provided for use free of charge to youth and children’s groups when supporting the activities of such groups. Youths are designated as persons being under 29 years of age. (Youth Act 1285/2016) Contact the library personnel to discuss about using the space free of charge.
Customer who reserves Leino room must be 18 years old or older.
2.2 Exhibition spaces
Library Gallery: 15 €/day
2.3 Cancellation policy
You can cancel the reservation or change the reservation period to Leino room free of charge until 14 days before the reserved period. Cancellation or change to reservation period for the Library Gallery has to be made at least 60 days before the reservation period. Payments will not be returned for cancellations or changes made after the specified time limits.
When the information about the cancellation or change request arrives to Hämeenlinna library by email (kirjasto@hameenlinna.fi) it is registered as cancellation or change request. Exception to cancellation policy: if the patron or a person living with them in the same household falls severely ill, has an accident or passes away it is possible to cancel the reservation free of charge. Library has to be informed about the cancellation immediately and the matter has to be proven with a credible way, for example with a medical report.