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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.
Club or organization wanting to host an event
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.
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.
Must follow all policies set forth by the relevant funding body, Student Involvement & Leadership, Student Organization & Programming Finance (we recommend you email email@example.com with any questions before making purchases).
Residential organization wanting to host an event
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.
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.
Residential student wanting to host an event
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.
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.
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:
If you are planning to have amplified sound at your event, you can only have it at the following times:
(Amplified Sound Policy and HRL noise ordinance for outdoor events will be enforced.)
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.
If you plan to use Duke Dining for food and/or alcohol service, please email firstname.lastname@example.org 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:
If you are expecting 25 participants or more, please register it on Duke Groups 5+ days in advance.
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.
Below are some vendors that student groups have worked with previously.
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 email@example.com 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.
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 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).
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.
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).