Fun @ Duke

As part of the University’s QuadEx initiative, various steps have been taken to make the undergraduate, on campus social experience more inclusive and engaging for students. QuadEx focuses not only on where you live, but how you live. As a result of this work, individual students, recognized student organizations and/or any group of friends can now reserve spaces on West campus for social events and programming, including Events Involving Alcohol (EIAs). This change allows any Duke student the space and ability to celebrate a birthday, personal success, or any other important event/milestone on campus alongside their peers. In fact, through conversations with students we’ve found that on campus social events are safer, more convenient to attend, and more inclusive due to their costless nature.

Below are some steps to take advantage of Duke’s policies, designed by students, for students to make Fun @ Duke accessible for Anyone, Anywhere.

1. Determine who is hosting the event.

Club or organization wanting to host an event

Funding

These groups receive a fund code and therefore can access funding from SOFC, CEF, and University departments for various events. Policies for funding are set by specific funding bodies and include funding for food, entertainment, and more. Alcohol can also be purchased with SOFC funds for 21+ undergraduates as described here.

Space

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 after the event.

Policies

Must follow all policies set forth by the relevant funding body, Student Involvement & Leadership, Student Organization & Programming Finance (we recommend you email sopfinance@duke.edu with any questions before making purchases).

Residential organization wanting to host an event

Funding

Quad Councils and LLCs each have respective FundCodes with a set allocation to use for programming. These funds can be accessed by working with your Residence Coordinator (Quad Councils) or your LLC Advisor.  SLGs would need to reach out to their respective Quad Council representatives to request and receive approval for funding.

Space

All campus spaces listed in SpaceFinder are available to student organizations with a FundCode. A FundCode is required to reserve many of the non-residential spaces so any unexpected housekeeping fees can be charged after the event.

Policies

Must follow all policies set forth by the relevant funding body, Student Involvement & Leadership, and Housing & Residence Life (see Residence Coordinator).

 

Residential student wanting to host an event

Funding

No funding is available for events and programs hosted by an individual student. However, students are encouraged to collaborate with Student Organizations and Quad Council on events since those groups have access to funding.

Space

Individual students can reserve Residential spaces on West and East for private events here and here; the host of the event must be a resident of the Quad. Note that alcohol is not allowed on East Campus.

Policies

Must follow all policies set forth by the relevant funding body, Student Involvement & Leadership and Housing & Residence Life (see Residence Coordinator).

Picking the right day and time for your event is critical to ensuring its success. Note that there are some restrictions to keep in mind when planning:

Sound

If you are planning to have amplified sound at your event, you can only have it at the following times:

  • West Campus Residential Quads (indoors)
      • Monday through Thursday 5:00-7:00pm
      • Friday 5:00pm-2:00am
      • Saturday 1:00pm-2:00am
      • Sunday 1:00pm-6:00pm
  • East Campus Residential Houses (indoors)
    • Friday 5:00pm-12:00am
    • Saturday 12:00pm-12:00am
    • Sunday 12:00pm-6:00pm
  • Outdoors:
    • Monday through Friday 5:00pm-11:00pm
    • Saturday and Sunday until 11:00pm

(Amplified Sound Policy and HRL noise ordinance for outdoor events will be enforced.)

Attendance

If you are expecting 25 participants or more or using student organizational funds for your event, you must complete the event registration through Duke Groups 5 or more days in advance.

Dates

  • Events are not permitted from the last day of classes through the end of exams
  • Events involving alcohol
    • cannot be scheduled during typical class times
    • must be limited to no more than 4 hours in length
    • must conclude prior to 2AM
    • must refrain from using alcohol in the name or as a recruitment element for the event
    • cannot happen during orientation week
    • during the first week of the fall semester must be at least one of the following
      • invite only events for those of age
      • utilize on-campus venues that can support licensed service
      • create a secure perimeter in an approved on-campus location that can support a licensed vendor
    • are allowed in HRL spaces beginning the second week of classes
    • may not be allowed on certain dates based on University Calendar/Events including:
      • LDOC
      • Final Four or National Championships
      • any date after the last day of undergraduate classes

 

Duke Dining

If you plan to use Duke Dining for food and/or alcohol service, please email catering@duke.edu at least 10 days in advance and prior to submitting your event in Duke Groups.

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).

Campus Contacts