What's Aalto Takeout?

Many Aalto University departments and units make equipment available for Aalto University people, ranging from audiovisual production gear to scientific measuring devices. Aalto Takeout helps you find these service providers and reserve their equipment for your projects.

Who can use it?

Anyone with an Aalto University user account can sign in and use the service. Equipment specific restrictions may apply.

Where is it?

Many places, so keep an eye on where your reservations need to picked up and returned to. For more details on each location, see the list of locations.

How does it work?

Browse the item categories, or use the search to find items of interest. Use the item specific calendar to choose dates for your reservation.

How to reserve items?

Expand the items to reveal their calendar and more detailed information.

The lending offices are typically open for business in both the morning and afternoon. You can reserve your pickup and return based on these half day time slots. Check the info for each office for more detailed policies.


Click to select a start time, then click to select an end time. Be sure to include time for pickup and return.


The time is available for permit holders, but you're currently not one. Information on how to obtain a permit can be found in the item card.


Items already reserved by you, found in your projects.


For single items and spaces, a reservations already exists, but you can join the queue. In groups of items, some of the items may be available separately.


Unavailable item, typically reserved by someone else.


Office doesn't accept pickups and returns on this day. Your reservation can span this time, just make sure to book a return time after this period. If the future appears all grey, it indicates a time limit for this item- it can not be reserved that far in advance.


Setting a start date keeps you there when browsing resources. Adding an optional end date lets you quickly book items with a single click.

Terms of Service

Find the rules and requirements for using the service in our Terms of Service

Questions and Feedback

For questions on equipment and spaces, contact the equipment office in question directly. You'll find their contact information in your "Reservations" or by choosing a location from the "Location" list in the navigation.

For feedback on the web service Aalto Takeout, you can mail webstudio@aalto.fi or drop us a note on Facebook Messenger.

Accessibility Statement

We want everyone who visits the Aalto Takeout website to feel welcome and find the experience rewarding, going above and beyond the Public Sector Bodies Accessibility Regulations 2018.

What are we doing?

To help us make the site a positive place for everyone, we’ve been using the Web Content Accessibility Guidelines (WCAG) 2.1. These guidelines explain how to make web content more accessible for people with disabilities, and user friendly for everyone.

The guidelines have three levels of accessibility (A, AA and AAA). We’ve chosen Level A as the target for the Aalto Takeout website. This may sound unambitious, but the site is rather vintage and we aim to improve things through a new release in the future.

On a larger picture level, the service Aalto Takeout is accessible in formats outside the web site. The service offices can be reached for customer service via email, phone and by visiting them directly. This helps alleviate any shortcomings in the web based part of the service.

Development roadmap

1.0a1 February 2016

  • Internal development release

1.0b1 June 2016

  • Initial public beta release

1.0 May 2017

  • Removed shopping bag and cover reservations in favor of direct, real-time reservations
  • Improved overview on upcoming, current and past reservations (formerly History)
  • Dramatically improved scrolling and loading of calendars, particularly on mobile devices
  • Multiple reservations on a time line
  • Hour based reservations as an option (for Aalto Studios space reservations)
  • Box selections in hour based calendars (Click Mon 10:00 to Fri 17:00 to select logical range)
  • Option for item to allow overlapping new reservations for queuing
  • Direct links to individual items
  • Direct, barebones views to individual items for iframe based embedding on other web sites
  • Administration view additions for managing spaces
  • Bug fixes
  • Legibility improvements
  • General speed optimizations

1.1 Feb 2018

  • Space reservations
  • Speed and interface optimizations
  • Text based item filtering on list pages
  • Different availibility time windows based on organisational roles, for example more advance time for course planning
  • Managing ‘drivers license’ - based usage rights for resources that require a permit
  • Email reminders on return days
  • Better support for kits and groups of items
  • Generic Aalto level usage policy update
  • Groundwork for moving to a project based reservation grouping in the next update
  • 1.1.1 Feb 2018 Bug fixes

1.2 Sep 2018

  • Major streamlining of the reservation information process by allowing collecting and editing items in project baskets.
  • Timeframe, letting you set a default date for browsing from, and an optional end date for quickly booking items with one click
  • Better management of similar items and large groups
  • UI changes

Coming up next

  • Bug fix release 1.2.1 scheduled for Oct 4th 2018
  • Per location policies
  • Realtime updates in the UI as other people’s reservations appear and disappear
  • Better quality keyword data and user contributed keywords
  • User reviews and feedback on item condition
  • Moderation based reservations, as in reservation requests
  • Additional resource reservation options for spaces, such as equipment or personnel as required
  • Email notification on released reservations

Made in Aalto University

Aalto Takeout has been built from the ground up for the best fit by the Web Studio at Aalto Studios, based on the success of the Media Factory Equipment service (2011 - 2016) at Arabia.

Did you know?

Reserve long ranges faster by simply clicking the start and end, even over grey zones.


Terms of Service

Please review the latest terms of use for Aalto Takeout. (Open in new window…)

Aalto Takeout is a service provided by Aalto Studios for finding and reserving resources available at Aalto University.

Many individual departments and units of the university make their resources available at their service points/lending offices on campus. This document provides the terms of service for using these resources.

1. General Terms

1.1. Resources available through Aalto Takeout (Takeout) can be used first and foremost for research and study related work by the person borrowing the equipment (lendee).

1.2. The resources can also be used for non-commercial projects outside the curriculum, but research and study related reservations take priority. The lending office staff reserve the right to evaluate projects for compliance with these terms.

1.3. Commercial use is by default prohibited. A project is considered commercial if it receives any funding from a commercial entity that is set to gain from the project financially, either directly or indirectly. Please note, that these restrictions apply even when the lendee works for free; non-paid work does not automatically mean non-commercial.

1.4. Using the resources for commercial projects without prior arrangement may result in the lendee losing their usage rights for Takeout

1.5. By using the resources for commercial projects without prior arrangement, the lendee becomes liable to pay market value rent for the resources, even retrospectively.

1.6. For any commercial use as part of research or study projects, the terms have to be negotiated with the lending office staff prior to reserving the items. Commercial use outside research and study related projects is strictly prohibited.

1.7. The name of the lendee and their project title may appear to other signed-in users in association to the resource they have reserved.

2. Reservation Time Windows

Resources in Aalto Takeout may have differing availability for different groups of users. These rules are governed by, for example, the user’s role at Aalto University, the nature of the project and usage quotas for certain resources. The staff lending the resources may also limit availability as required by other factors. These guidelines provide a general outline of typically available reservation time windows.

2.1. Aalto University Staff

2.1.1. No spesific time restrictions on how much earlier a resource can be booked.

2.1.2. Short notice limitations may apply, a reservation may need to be made a certain time in advance.

2.2. Aalto University Students

2.2.1. for research and study related work the reservation period opens 4 months before the first available time.

2.2.2. for non-commercial projects outside the curriculum the reservations can be made 1 month in advance.

2.2.3. short notice limitations may apply, a reservation may need to be made a certain time in advance.

3. Reservation Restrictions

Resources in Aalto Takeout may have differing restrictions for different groups of users. Some resources may require a usage permit to verify a needed skill level or may require additional information on the intended use. Lending office staff reserve the right to not release equipment, if these criteria are not met.

3.1. The maximum length of a reservation is item specific.

3.2. The maximum reservation length can be exceeded if this is warranted, however, such requests are always reviewed and decided by lending office staff.

3.3. In some cases, a detailed statement of the intended use may be required, complete with a precise schedule and list of locations where the resources are used.

4. Pick-up and Returns

Aalto Takeout is used by many different equipment and space lending offices, at different locations on campus. Their business hours and logistics differ from each other, but general guidelines apply to all.

4.1. Pickups

4.1.1. The pick-up and return of reserved items takes place at the service point defined in the reservation. We do not have a system for delivering items from one office to another.

4.1.2. In some locations, pickups are done using automated lockers using a PIN code. Access to the lockers may be limited by access to the building they are in.

4.1.3. Be prepared to provide proof of identity.

4.1.4. For personal consultation and help with the equipment, visit the service point during the hours specified in Aalto Takeout.

4.1.5. The service point can help you with your first time using Aalto Takeout, and can add last minute items to your reservation, if available.

4.2. Returns

4.2.1 Returns must be on time. Contact the service point immediately, if it looks like you might miss the return time; someone may be waiting to lend the item next.

4.2.2. Items are returned to the same office they were picked up from, unless otherwise agreed.

4.2.3. Make sure everything you picked up gets returned. Cables, chargers, baseplates and other small accessories have a tendency to get lost.

4.2.4. If an item breaks, malfunctions or is lost, contact the service point staff as soon as possible.

4.2.5. If the item you lent breaks or something is wrong in it or if it disappears, let the TakeOut staff know it as soon as possible; someone may have reserved the item after you.

4.3. Service Point Spesific Pick-up and Return Details

4.3.1. Aalto Studios at Otakaari 7
The self service lockers and the lending office are located on the lobby (2nd) floor, to the left from the Otakaari 7. main entrance. Please note this door requires an access card after 16.00. During office hours items can be returned to the office staff or to the lockers. If returning to a locker, just pick one that is open, put in the items and close the door properly. No further action is required on your part.

4.3.2. Harald Herlin Learning Centre
The main entrance information desk handles pick-ups and returns.

4.3.3. ARTS Infra Väre
The lending office is located next to Kipsari on the ground floor.

5. Penalties

Failing to meet the terms and conditions of using Aalto Takeout resources will result in penalties.

5.1. In most cases the penalty is given in the form of temporal suspension of reservation rights.

5.2. The severity and necessity of penalty is assessed case by case by the lending office in question.

5.3. Penalties may be given for late returns, inappropriate handling of the equipment that is evident, or other unprofessional behaviour.

5.4. A penalty can be mitigated or increased by the lending office staff, if justified by appropriate evidence.

5.5. Monetary penalties/rent can also be imposed if the case calls for it, for e.g., commercial use of the equipment or evidently deliberate vandalism.

6. Insurance

6.1. Generally, the equipment is not specifically insured.

6.2. The Aalto University department of the lendee is liable for repair/replacement costs up to 5000€. * Units?

6.3. The Aalto University department of the lendee may hold the lendee liable for any part of this 5000€, as deemed necessary.

6.4. Costs exceeding 5000€ up to 50000€ are covered by shared Aalto University funds.

6.5. Costs exceeding 50000€ are covered by general Aalto University insurance.

6.6. In cases of normal wear & tear, malfunctions or honest accidents, the department will cover the costs. * lendee department?

7. Travel

7.1. Most equipment can be used for projects abroad.

7.2. The lendee is always responsible for the safety of the equipment during travel.

7.3. It is recommended that students take their own travel insurance for the equipment. * only students?

7.4. Travel insurance by the lendee is required when the target location is one of high risk (e.g. Africa). * All of Africa?

7.5. When equipment value exceeds 5000€, travel insurance is always required.

7.6. The lendee is responsible of any required legal paperwork regarding the equipment (e.g. ATA Carnet).

7.7. Any customs and insurance related information, such as the value and serial numbers of equipment can be requested from the lending office staff.

8. Miscalleneous

8.1. Remember to make great use of fantastic Aalto Takeout resources in order to excel in your studies and research.

8.2. Tell your colleagues and friends about Aalto Takeout!