Fun @ Duke

SpaceFinder compiles a range of spaces managed by different University units including Housing & Residence Life, Conference & Event Services, Athletics, and more into one sign up form.

All campus spaces listed in SpaceFinder are available to student organizations with a fund code. A fund code is required to reserve many of the non-residential spaces so any unexpected housekeeping fees can be charged as a contingency should there be clean up issues after the event.

Your SpaceFinder confirmation will provide you with next steps based on the location of your event.

Things to Note:

• Individual students can only reserve residential spaces for private events here and here;
• The event host must be a resident of the Quad
• Alcohol is not allowed on East Campus.
• If you have an event involving alcohol and select a “Licensed Service” in Step 6, you must contact catering@duke.edu to reserve areas attached to on campus vendors like Devil’s Krafthouse (Crown Commons) and The Loop (The Landing & Patio).

If you are expecting 25 participants or more, please register it on Duke Groups 5+ days in advance.

• If you are registering your event as a Student Organization, SLG, Quad Council, or LLC, go to Duke Groups and click “Create Event” to get started.
• If you are registering as an “Individual Student,” please click here.

If you would like to arrange food and/or entertainment for your event (and have received funding for it through your relevant funding body, if applicable), please indicate that in your Duke Groups registration.

• Food Trucks & Catering
  Email catering@duke.edu to coordinate with on-campus caterers and food trucks listed here. When reaching out, please provide the following information about your event request:
  • Date
  • Time
  • Location requested
  • Number of attendees
  • Menu service requested

Below are some vendors that student groups have worked with previously.

• Promotional Products
  • AD Resources
  • AD Spice
  • G. Alan Inc.
  • FedEx
  • To see the full list of approved vendors by Trademark & Licensing, click here.
• Entertainment Rental Vendors
  • Best Rental
  • Interactive Playgrounds
  • Zim Zoom
  • Balloons and Tunes
  • Triangle Party Rental
  • American Party Rental

For student organizations: Off-campus vendors must have a PCI compliant, secure way of accepting payment. If you are concerned about a vendor not meeting compliance, please reach out to sopfinance@duke.edu while you are in the planning stages so they can confirm.

Visit the Guidelines for Events Involving Alcohol page to learn how students can host these events safely and in alignment with university policy and procedures.

Events with alcohol that have over 25 people in a residential space will require a brief risk management meeting with an HRL Residence Coordinator prior to the event being approved.

Social Hosts

Any event with alcohol needs one social host for every 25 attendees. Social hosts are sober, active bystanders that assist in promoting safe, social behaviors for all those attending. All social hosts must undergo a Social Host workshop once a year. Register for an upcoming workshop here.

Food

Food and non-alcohol beverages are required to be provided at events involving alcohol. Students can purchase food and/or alcohol service through Duke Dining for their social event or through a third-party of their choosing (check with event space about food policies).

• Email catering@duke.edu to coordinate with on-campus caterers and food trucks listed here. When reaching out, please provide the following information about your event request:
  • Date
  • Time
  • Location requested
  • Number of attendees
  • Menu service requested

NOTE: For events where alcohol is requested, a minimum of 10 business days is needed to fulfill the request and plan the event. There may be times when events cannot be accommodated by on campus providers, in which case an off-campus provider may be requested.

Funding

For undergraduate organizations: visit SOFC for specific policies around how to purchase alcohol with SOFC funding.

It is imperative to make sure you are being respectful of Duke spaces and the housekeeping team that cares for them. Please make an action plan (deciding who will stay to clean up, etc.) to ensure the space you reserve is cleaned up. Failure to do so may result in the host student organization fund code(s) being charged for cleanup expenses (if reserved as a student organization) and/or being referred to your Residence Coordinator (if reserved as an individual student).