Frequently asked questions
We are, of course, happy to answer all of your questions in person during our opening hours or by telephone. Some questions can, however, be answered straight away. Therefore, here are the most important questions and answers.
What are the rules, regulations and requirements at Viennabase?
Please note that you must be a student to be able to apply for a regular home place. Apply here! Here you can find all information about the admission guidelines as well as our home statutes (part of the contract of use).
Where can I find further information about the different types of rooms?
Under the heading “rooms and prices” you can find out what the facilities, sizes and prices of the rooms and apartments look like.
Please note that we cannot give any binding information about the availability of rooms by telephone, as this changes constantly (especially at the change of semester).
Why do I have to pay a processing fee?
With your application comes an administrative effort for us which we have to offset once to cover our costs. The processing fee has to be payed as soon as you apply for a room.
How much does it cost to rent a room at one of our Viennabases?
This depends on the type of room and on the Viennabase. The overview of all room prices and sizes can be found under the heading „rooms and prices“.
I want to rent a room at Viennabase – how do I apply for it?
In order to apply for a room following steps are necessary:
- Application/Registration via application form
- payment of the registration fee
- upload a copy of an ID (e.g. passport)
- upload a certificate of study - in case you do not have this certificate by now, a school leaver´s certificate is enough for the moment BUT you need to present a certificate of study before moving in)
To apply, simply fill in the application form with your details. We need this information for your contract of use. Once you have completed all the digital steps and we have a complete application from you, you will receive an offer from us as soon as a room becomes available for you.
How much do I have to pay as a deposit?
The deposit is always 2 monthly accommodation fees. As such, this amount varies according to room and Viennabase.
How exactly does the booking process work?
After successful registration, we will send you an offer by e-mail. The response time depends on whether you have registered for the current or future semester. So please be patient. We haven't forgotten about you! :-)
Your individual offer will then contain all the important details such as the name of the accommodation, the category, the monthly accommodation fee, any other fees, the amount of the deposit, etc.
In order to accept the offer, you only need to transfer the deposit (2x the monthly accommodation fee) and the booking fee (calculated from the contract duration) to our account within the specified period. The contract is then considered accepted.
Any questions? Then simply get in touch with us!
What do I need to do if I have to cancel my contract before even moving in?
Of course! Something unforeseeable can always happen.
If you withdraw from the contract more than 60 days before the start of the contract, you will be refunded the deposit minus the booking fee.
If you withdraw from the contract between 60 and 30 days before the start of the contract, Viennabase retains the booking fee and a monthly accommodation fee. The remaining deposit will be refunded.
If you withdraw from the contract between 30 days and one day before the start of the contract, the entire deposit remains with Viennabase.
Do I have to apply again every year or is the contract unlimited?
Your contract is always valid for a year. You can extend your contract each year as long as you study.
Will rooms be allocated to non-students as well?
Yes, but only as a „guest stay” (other price possible) only if there isn’t a request from a student for the same room category.
I don´t hear from Viennabase, what shall I do?
Please always check your mails and spam-mails for possible messages from us.
What is the Single Euro Payment Area (SEPA)?
The uniformly Euro-Payment Area includes the whole european union as well as the states of the EFTA Iceland, Liechtenstein, Norway and Switzerland plus Andorra, Monaco, San Marino and Vatican City.
You have a bank account outside of Austria within the Single Euro Payment Area (SEPA)?
Please pass the form „direct debit mandate“ which you filled out and already sent to us, to your bank so we can deduct the monthly rent from this account. You will get your „mandate reference“ per mail. Please send your message via your personal mybase-area.
You don´t have an Austrian account and also not in the Single Euro Payment Area (SEPA)?
Unfortunately we cannot deduct the monthly accommodation fee for the first month from your account because our bank doesn´t have a SEPA-agreement with your bank. If you can´t open an Austrian bank account before moving-in please pay the first rent directly to our account before moving-in. Once you moved in and opened an Austrian bank account please upload the account-data to your mybase-area under the headline “Send file” within your first month of living with us so we can deduct the rent from your account automatically from the second month on.
All about living
There is an emergency beyond our office hours? Please follow the instructions below!
Please send an email to firstname.lastname@example.org including following details:
- Type of emergency (add photos if possible)
- Your name
- Your Viennabase and room number
- Your phone number
Our technicians are maintaining the emergency email address from Monday to Thursday between 4:00 p.m. to 11:00 p.m., Friday 12:00 noon to 11:00 p.m. and Saturday + Sunday 9:00 a.m. to 11:00 p.m.
Please note, that only urgent emergencies that cannot wait until the next day will be processed. Lockouts (not a key loss) are not classified as urgent emergencies. Please call a qualified key service at your own expense in those cases.
Is it possible to move to another room/base?
Sure! Wishes change. Notify us of your move request via your mybase-platform. If available, we will send you a moving offer.
Here you can find sample floor plans of the rooms!
Who can benefit from our Viennabase advantage world?
Only residents of Viennabase can take advantage of our base benefits.
I.e. if you have a valid contract with Viennabase – homes for students you can enjoy the base benefits.
How do I get in touch with Viennabase student service?
The best thing to do is to contact your housing coordinator directly or come by the service desk in Viennabase19 during our opening hours. Here we can personally clarify all your concerns.
- Mondays 9-11 am
- Wednesdays 2-4 pm
- Thursdays 9-11 am
Otherwise you can also reach us by phone at +43 1 369 54 90 or via your mybase-area.
How and by when do I need to pay my monthly accommodation fee?
The monthly accommodation fee is collected by direct debit. This means that the amount of money is automatically deducted from your account on the 5th of each month. Please ensure that there is enough money on your bank account at the beginning of each month in order to avoid any additional costs.
If we have not received a SEPA from you, please transfer the accommodation fee to our account on time by the 5th of the month.
I would like to extend my contract. What do I need to do?
We are happy to hear that! You can easily apply for a contract extension for the next academic year through your mybase-area However, if you are in arrears with payments or you are no longer a student, an extension is unfortunately not possible.
Is there LAN/WIFI?
Yes, in the bases (Viennabase19, Viennabase22, Viennabasedonau and Viennabase11) WiFi an LAN are available to you in every room. Please don´t use your own ACCESS-Points/Router/Switches as these can lead to disruptions in your internet connection.
If you have problems with the internet connection contact the internet provider directly via mail: email@example.com include your name, room number, your contact details and a detailed description of your problem. Our Internet provider will then take care of your request immediately.
Which monthly services are included in the usage fee?
The following services are included in the user fee:
- cleaning of the shared areas
- customer service
You can find further information under point 5 in your contract.
What do I have to do when there’s something broken or damaged in my room?
Please inform us through your mybase-area so that no consequential damages result. Our house technician will take care of it as soon as possible.
What is the deposit for?
The deposit is a standard security deposit to be paid directly at the time of booking. It is intended to ensure that monthly payments are made and other obligations under the contract are met (e.g. payment of damages caused by the resident). The deposit is always equals two times the monthly accommodation fee.
What is the final cleaning fee for?
As soon as you move out of your room we clean and prepare it for it’s next resident. Just like it was when you moved in!
I have a technical problem in my room. Who can help me with this?
Please inform us through your mybase-area. Our house technician will take care of it as soon as possible.
I have been locked out! What should I do?
If you have locked yourself out during the day, please contact our service team immediately. Outside our opening hours, you will unfortunately have to hire a locksmith at your own expense. Please clarify the costs in advance!
I have lost my key! What should I do?
Unfortunately, losing a key can be expensive! It is therefore essential to take care of your key. However, if it should happen, we unfortunately have to change the lock for security reasons (approx. EUR 200,--). Contact us immediately!
Outside our opening hours please send an email to firstname.lastname@example.org. Please tell us your name, your Viennabase incl. room number and a phone number where we can reach you.
I would like to rent a parking lot. What should I do?
I would like to rent a music room. What should I do?
There are 14 music rooms available at Viennabase11. If you are interested in booking a music room simply contact directly your housing coordinator.
Mail: I ordered something online and now I’m expecting a package. What happens if I am not at home?
If you are expecting a package and you are not at home when it is delivered there is following option: The Austrian postal service can place the package in our post boxes in the foyer. The new A1 parcel station on the forecourt of Viennabase19 offers you the opportunity to store and collect orders and deliveries at any time, regardless of opening times.
Can I smoke in the building?
No. There is a complete ban on smoking in all areas of the building due to the smoke detectors and overarching fire protection regulations. You may only smoke in the designated smoking zones and outside by the ash trays.
Please note that triggered fire alarms will be charged to the originator!
When is the night´s rest at Viennabase?
The night rest in all Viennabases is from 10 pm to 6 am in the morning. During this time, we kindly ask all residents to stay quiet in the building and to show respect to other residents. Of course, you should also be considerate during the rest of the day. Playing loud music or instruments is generally not permitted in rooms or shared areas.
How and when will I receive my key?
You can always move in on the 1st working day (from 2 pm until 3:30 pm ) of the month in which you move in.
You are free to move in on the 1st working day of the month that you move in. Here’s an example for clarification: If you have a confirmed room from 1st October and this day is a Sunday, you can collect your key on the following day (Monday 2nd October) during the opening times for Viennabase administration. Unfortunately, no keys are given out on weekends.
However, if you are in arrears with payments or are no longer a student, an extension is unfortunately not possible. Unfortunately, no keys are issued at the weekend.
Unfortunately I can’t come and pick-up my key during the office opening-hours. What should I do?
If you can't pick up the key yourself you can send someone else to pick it up for you. The person needs to bring an ID for the pick-up. However, please send us a message beforehand via your mybase-area with the name and confirmation that we may hand over the key.
When is it possible to move in before the semester begins?
It is always possible to move in on the first working day (from 2 pm) of the move-in month. Moving in before the start of the contract is only possible after consultation. (additional costs may be charged)
What’s important for the key pick-up?
We need a photo ID from you when you move in. We have already received all other documents and information from you as part of the registration and application process. We do not need anything more from you here.
What else is there to do after I picked up my key?
After you have taken over the keys, we will send you an inventory list. Please use this list to check your room/apartment for completeness and any defects. Should there be any discrepancies, please report them to us within 24 hours via your mybase-areaFurthermore, you have to register at the registration office within 3 working days.
What should I do if there are any defects in my room when I move in?
Of course we check all of our rooms on defects and damages before you move in. If, however, anything is broken, we kindly ask you to report this through your mybase-area . To be sure, take a photo of the defect. We will try to repair the damage as soon as possible
Where and within what time period do I need to report my new residence?
When you receive your key you will also receive a confirmed registration form. Within three days after the key pick-up you have to register your residence at the "Meldeamt". If you have more questions regarding the registration office or the registration itself click here.
I would like to move out earlier. What does the cancellation policy look like?
If you terminate until the end of April, you can move out by the end of June or July. If you terminate until the end of November, you can move out by the end of February. Pease send us your cancellation request via your personal mybase-area.
What do I have to do before I move out?
When moving out you need to take all your things with you and make sure that the room is relatively clean. The move-out day is always the last day of the month. On that day you need to move out of your room by 9 am. Please stick to this deadline – if there’s a delay we have to charge you for it. The key may be placed in the key box in your Viennabase or may be handed over personally to your housing coordinator in your Viennabase.
Please do not forget to de-register from this address at the registration office. Please also change your postal address everywhere or submit a forwarding order.
Not sure if your suitcase is too heavy for your return journey?
No problem, you can borrow a luggage scale from the service desk in your Viennabase.
So nothing stands in the way of your way back home.
I just moved out. How long does it take to get my deposit back?
You will receive your deposit after moving out and your contract has ended. If damage has been found in your room/apartment, this may delay the repayment.
Please log into your mybase-area and send us your bank details as well as the de-registration confirmation (from the registration office), so we can transfer the deposit back to you.
To what amount will I get my deposit back?
Please note that the final cleaning fee gets deducted from your deposit according to your contract. Damages in the room caused by you will be deducted from your deposit. There shouldn´t be outstanding bills towards Viennabase.
Which account will my deposit be transferred back to?
The deposit will be transferred back to the account where we took your monthly accommodation fee from, after moving out. If you want to have the deposit transferred to another account please let us know the bank details (account holder, IBAN and BIC) via your mybase-area. Please note that you will have to pay any bank charges incurred for foreign transfers!