University Events and Activities Policies

Event: any gathering, meeting, event or activity, regardless of size, that occurs in a university building or outdoor space centrally managed by Campus Life, whether on or off campus. An event may be course-related, non-academic, or community-sponsored including, but not limited to, social, cultural, vigils, educational, academic conferences, student organization activities, guest lectures, and social gatherings.

Event Organizer: the individual or organization/group responsible for the planning and execution of an event in accordance with this and related university policies.

External Organization: any organization or group not officially affiliated with or recognized by Duke University. External organizations must obtain approval from the Office of the Vice President for Communications, Marketing and Public Affairs before being permitted to host an event on Duke property. If an external organization is involved in an event, a department or recognized student organization must act as the event host and must oversee and manage all actions of the external organization throughout the event. This includes compliance with applicable university policies and procedures.  

Campus Life: Campus Life oversees student organizations, leadership development, and the management of outdoor spaces, multipurpose spaces, and performance venues, in an effort towards creating a dynamic and engaging campus experience. Campus Life includes Conference and Event Services (CES), Venue and Production Management (VPM), and Student Involvement & Leadership (SIL).

• CES is responsible for the planning, coordination and execution of conferences, meetings, special events, and other events in indoor and outdoor spaces on campus, including but not limited to, Abele Quad, Bryan Center and Plaza, Penn Pavilion, Brodhead Center, Baldwin Quad, East and West Duke Lawn.
• VPM is responsible for managing reservations for Duke University theater venues including Page Auditorium, Baldwin Auditorium, Reynolds Theater, Rubenstein Arts Center, Sheafer Lab Theater, Arts Annex, and Griffith Film Theater
• SIL is responsible for student organization recognition and training, for both University Sponsored Organizations (USO) and Recognized Student Organizations (RSO), provides leadership development opportunities, and provides resources to support student-led initiatives and campus activities.

• All events must be registered and approved in advance. Event request should include all details about the event including, but not limited to, desired location and purpose of the space, anticipated size of the event, noise, event plan, site map, designated point of contact, and if a temporary structure is requested, specifications for the structure. A fund code must also be provided with the request.
• Event organizers must submit requests as follows:
  • Requests for outdoor events at least 15 days in advance;
  • Requests for indoor events at least 5 days in advance; and
  • Requests, whether indoor or outdoor, where a temporary structure is needed, at least 30 days in advance.
• Event organizers must submit requests for approval to the appropriate office in Campus Life or to the academic department for academic or administrative events within a department. Event organizers can use Space Finder to locate space and submit requests. In addition, any event hosted by a student or recognized student organization must also be submitted in DukeGroups for approval by Student Affairs.
• Event organizers must wait for approval and notice of registration before proceeding with any further event related activities including advertising or setting up structures. Duke reserves the right to determine whether to approve or deny an event based on a range of factors including, but not limited to, the purpose of the space, anticipated size of the event, official university events, impact on university educational activities or other essential functions, adequate and suitable accommodations in the requested location, compliance with applicable laws and university policies, and potential risk to the health or safety of participants, observers or other members of the Duke community. 
• Once approved and registered, the event organizer will be notified and an agreement completed that includes all agreed upon details for the event, including any necessary insurance requirements or additional costs for external organizations. Event organizer may not transfer approved reservations to another individual or organization or use the space for some other purpose.
• Student organizations (recognized or university sponsored) must submit a post-event report in DukeGroups within 10 days after the event, including details on attendance, any incidents and financial outcomes.

• Duke may limit multiple registrations or event registrations during certain periods including, but not limited to, holidays, exam and reading periods, due to health, safety and security, official university events and activities, and/or scheduled maintenance and repair.
• Duke may relocate any event to another space or reschedule due to unforeseen or uncontrollable circumstances, for official university events, or for other reasons outlined in this policy.

• Events may not interfere with the regular operations of the university, including academic and administrative functions.
• Events are generally permitted only between the hours of 8:00 AM and 10:00 PM. Except in extraordinary circumstances, events proposed outside of these timeframes will not be approved.
• All events must have a designated point of contact present throughout the duration of the event.
• All events must be inclusive and accessible to the Duke community.
• Event organizers are responsible for all aspects of the event including, but not limited to, arranging necessary facilities like seating, audio-visual equipment, and catering, and ensuring the space is left clean and free from debris. Event organizers are also responsible for all costs associated with the event, including venue rental, security, and cleanup. Event organizers must maintain accurate financial records for all events and ensure proper budgeting and expenditure tracking.
• All events must be conducted so that campus traffic (pedestrian, bicycle, and vehicular) is unimpeded; events cannot block or otherwise interfere with ingress and egress into, within, and out of university buildings; and members of the university community, not participating in the event, must be able to proceed with their normal activities.
• Event organizers cannot use their privileges for access to university facilities and space inappropriately for any external or unauthorized group. Community members should not reserve spaces for events that they are not directly sponsoring, for which they do not have financial responsibility, do not have active involvement, and/or for which they will not be present.
• Any event involving minors must be registered and approved by the Youth Protection office and adhere to the Minors in Duke University Programs Policy and applicable standards.

• All Duke event participants must carry, and display upon University official request, valid Duke ID in accordance with applicable university policy including the student code of conduct and Duke Identification Policy. Any external participants must carry a valid form of government-issued ID.
• Certain events, including those with over 50 attendees, will require a security assessment by Duke University Police in advance to determine whether any additional safety precautions should be implemented. Event organizers will be required to collaborate with Duke University Police as directed. Duke reserves the right to require event organizers of larger events to supply additional staff.
• Event organizers must conduct a risk assessment and implement appropriate safety measures.
• Duke reserves the right to assign university police/security coverage to any event deemed necessary. The event organizer will be responsible for any costs associated with this resource.
• Duke reserves the right to approve, restrict, or prohibit any items that are deemed unsafe or inappropriate for the Modification or changes to existing structures, props, scenery, décor, or equipment by the user or vendor are strictly prohibited without prior approval from Campus Life staff.

Except as an official university event, Abele Statue Quad is not reservable, and events are not permitted there unless an exception granted by Campus Life.

Overnight events including encampments, tenting and camping are generally prohibited. In coordination with Duke Athletics, certain overnight tenting for sporting events are permissible.

Any individual or organization intending to use a temporary structure (including art installations and event/activities tents) must include the structure in its event request and obtain prior approval from Conference and Events Services.

• Request for temporary structures must be submitted at least thirty (30) days in advance of the event. Approval must be obtained before any structure can be erected.
• Temporary structures must comply with all safety and fire regulations and must be anchored securely to withstand wind and weather conditions.
• Temporary structures may not be erected for use as a living accommodation on University property.

All events are required to adhere to the Amplified Sound Policy(see policy below).

Duke community members who wish to distribute information, fundraise or promote events using tables in the Plaza or Bryan Center must follow these guidelines:

• Only recognized student organizations or departments may reserve a table from the Bryan Center and a fund code must be provided. Tables are available on a first come first serve basis.
• Tabling in the Plaza requires advance approval from Conference and Event Services. Tables will be provided by Duke.
• Tabling is only permitted in these areas from 10:00 AM to 4:30 PM Monday through Friday.
• Solicitation for monetary contributions is only permitted in accordance with existing university policy. Event organizers must review and be in full compliance with Duke policies concerning solicitation.
• Duke reserves the right to cancel or decline to permit tabling including on days in which scheduled large-scale events or official university activities occur in/or near the Plaza or Bryan Center.

Posters, signs, banners and literature distributed at or in connection with an event must comply with the Postings Policy including placement and removal guidelines.

Chalking is generally not permitted unless on outside chalkboards and upon approval in the event registration.

• Events must be conducted in an orderly and peaceful manner and participants (individuals and groups) may not engage in harassing, physically abusive, disruptive, threatening or intimidating conduct toward any person.
• Participants must not engage in disruptive behavior in violation of the Disruption, Interference, and Disorderly Conduct policy or any applicable Codes and Standards of Conduct.
• Events and participants may not damage, destroy or deface any property of another or otherwise violate the Property/Facilities/Services Event organizers and/or participants may be held responsible for the costs associated with any damages and for violation of the applicable policy.

All individuals and organizations, both internal and external, are required to obtain prior approval from the Office of Trademark Licensing before using any trademarks or logos of the University for any purpose as outlined in the Trademark Policy. 

Event organizers who wish to cancel an event must submit a written notice to the appropriate reservation office (venues@duke.edu for VPM, eventservices@duke.edu for CES) and Student Involvement and Leadership (leadership@duke.edu) as soon as possible.

Duke reserves the right to cancel event registrations, especially in cases of severe weather, natural disasters, public health emergencies or other health and safety concerns. Event organizers will be notified and Campus Life will work with organizers to reschedule the event when possible. Cancellation penalties may apply and will be communicated by the appropriate office in accordance with any existing agreement.

Duke reserves the right to cancel any event that fails to comply with this policy and to prohibit organizations or individuals from hosting future events on Duke’s property. Participants at events held without approval as described in this policy will be required to disperse.

Violations of this and related policies by university members (individuals and organizations) will be subject to disciplinary action consistent with applicable (e.g., student, staff and faculty) disciplinary procedures. Recognized student organizations who proceed without approval or in violation of this policy may lose the right to sponsor events and/or lose recognition status and associated funding with the university. Violations will be referred to the appropriate administrative office.