University Center Activities & Events (ucae)

Policies

 

Duke University policies are designed to help provide expectations about the use and access to variety of resources and privilages. In addition to the policies listed below, you may wish to refer to the complete Duke University Community Standard as wells as a full listing of Duke University Policies.

UCAE's Commitment to You

  1. Student organizations and their activities will be offered advisement, support, and the opportunity to conduct their business.  Student organizations will adhere to Duke University policies and procedures, as well as, all COVID guidelines.
  2. Student organizations and their activities include, but are not limited to: on and/or off campus meetings, activities and events, programs, and student and organization space.
  3. Providing in-person and virtual opportunities for student organizations to conduct business will be our priority.  The format, venue, and advisement for students and their organizations will be offered through a team approach and include: UCAE Student Engagement, Event Management, and Theater Operations and Technical Services.
  4. All major campus events, including dates, timelines, and formats will have to be reviewed and reconsidered given the new academic calendar, the additional demand for space by campus constituents, and to be in compliance with all COVID policies and procedures.

 

Your Commitment to Duke and the Greater Community

  1. All Student Organization leaders must complete the online registration process in DukeGroups (Dukegroups.com) and receive online approval status.
  2. This year, a newly created position, the Student Event Manager, has been created to insure the safety of all students and our entire community. 
  3. Complete all training modules, including training on COVID prevention.

As we continue to navigate ever-changing situations and circumstances, we want to keep you as safe as possible. Please follow the below Event Guidelines as they correlate with your specific event. Additional policies and procedures can be found on this site.

Student Affairs Departmentally Sponsored Event Guidelines

  • The event takes place on-campus and be approved by the appropriate department head of their designee to use the Student Affairs facilities and associated grounds.
  • At least one Student Affairs staff member must be present throughout the duration of the event.
  • Events taking place outdoors cannot exceed 25 students including hosts.
  • Events taking place indoors cannot exceed 10 students including hosts.
  • The sponsoring organization must enforce Duke Compact Regulations (face coverings, social distancing, hand sanitizers, SymMon, etc).
  • The event may be promoted to the undergraduate community preapproved to be on-campus using DukeGroups, listservs, social media, etc. HRL House only events are closed to only the building resident (no campus wide advertised events).
  • The host is responsible for tracking attendance at each event and preserving the attendance record for 30 days post-event.
  • No food or drink should be provided at the event - Because of the high risk of COVID-19 transmission from group dining, no food or drink may be provided. Attendees may bring their own water bottles, but may not bring any other food or drink.

Undergraduate Student Group Event Guidelines

  • The event must be registered in DukeGroups to be evaluated for appropriate risk mitigation planning (allow 14 days for processing)
  • Approved events for undergraduate student organizations will be capped at 4 per day. No group can have more than one in-person event per week. (This will allow more groups to have events)
  • Events taking place outdoors cannot exceed 25 students including hosts.
  • Events taking place indoors cannot exceed 10 students including hosts.
  • The sponsoring organization must enforce Duke Compact Regulations (face coverings, social distancing, hand sanitizers, SymMon, etc).
  • The event is closed to the group’s membership - no public or advertised events.
  • The host is responsible for tracking attendance at each event and preserving the attendance record for 30 days post-event. (We recommend using the QR code in Dukegroups)
  • No food or drink should be provided at the event - Because of the high risk of COVID-19 transmission from group dining, no food or drink may be provided. Attendees may bring their own water bottles, but may not bring any other food or drink.

Graduate and Professional School Event Guidelines

  • The event takes place on-campus and the appropriate Dean or designee permits the student organization to use the school facilities and associated grounds.
  • Events taking place outdoors cannot exceed 25 students including hosts.
  • Events taking place indoors cannot exceed 10 students including hosts.
  • The sponsoring organization must enforce Duke Compact Regulations (face coverings, social distancing, hand sanitizers, SymMon, etc).
  • The event is closed to the group’s membership - no public or advertised events.
  • The host is responsible for tracking attendance at each event and preserving the attendance record for 30 days post-event.
  • No food or drink should be provided at the event - Because of the high risk of COVID-19 transmission from group dining, no food or drink may be provided. Attendees may bring their own water bottles, but may not bring any other food or drink.

All Activities - At this time, in-person events are under strict attendance limitations. Indoor gatherings are limited to 10 people or less, while outdoor gatherings are gatherings are limited to 25 people or less. This includes all events, programs, meetings, and social gatherings. Additionally, please note that many policies have been adapted and/or changed to comply with COVID Guidelines. All policies and procedures are subject to change in accordance with meeting the expectations of Duke University and COVID Guidelines.

Click here to learn more about the Duke Compact.

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A-Z Student Conduct Policies - We want to provide you the most up-to-date information on UCAE and University policies. That includes Student Conduct policies. To learn more about these Student Conduct policies, click here.

Admissions, Tax Liability and Amusement Tax - UCAE will have complete and sole supervision of the creation, sale and distribution of all admission (ticketing, conference entry or other). Renter may not create, sell or issue tickets by other means, including third party websites or phone numbers – including but not limited to the use of PayPal, Venmo, and Eventbrite. UCAE is not responsible for any admission issued fraudulently by the Renter or third party. Failure to comply will result in charges and penalty.  All sales must comply with University regulations and use approved vendor sales solutions. Per NC HB#998, sales tax of 7.5% (Durham County) will be included in the face value of the ticket or admission price. Taxes collected by UCAE will be remitted via Duke Corporate Tax on a monthly basis.

Alcohol - All sales must be made in accordance with North Carolina law. Users of the Campus Center agree to abide by and enforce the University policies regarding the consumption of alcoholic beverages. All alcoholic beverage service arrangements for events in the Campus Center must be coordinated through Duke Dining Services and UCAE. Campus Center events held by undergraduates must use a Duke Dining approved bartender. No BYOB events or casual use are allowed in the Campus Center without prior written approval from UCAE or the Office of the Vice President of Student Affairs.

Amplified Sound - Amplified sound and Tabling are no longer permitted inside of the Bryan Center until further notice.

Amplified sound on the Bryan Center Plaza is limited to:

  • 12:00pm-1:00pm Monday-Friday
  • 1:00pm-2:00am Saturday
  • 1:00pm-6:00pm Sunday

All other times small amplified sound sources must be limited to an appropriate level as to not disturb the academic, residential, and clinical functions of the campus. 

Amusement Tax - (See Admissions)

Animals - No events with animals are permitted until further notice. 

Banking - Banking for student organizations should be conducted through the University Center Activities and Events Business and Finance Office.  All transactions and appointments will be done virtually.  For details see:  https://studentaffairs.duke.edu/ucae/finance

Banking off Campus- Note:  Departments, student groups and organizations, or individual employees or faculty may not establish bank accounts using either the name or tax identification number of Duke University or the Duke University Health System.  Individuals with knowledge of, or reason to believe, that an unrecorded bank account has been established with the name or tax identification number of either entity should immediately report this information to Resource Administration or Treasury and Cash Management

Bake Sales (also see Food) - Bake sales are not permitted until further notice.  This includes any preparation of, distribution of, and or cooking of food for more than individual/personal use.  Any and all fundraisers must occur within a virtual platform and/or no in person.

Banners - Promote your event/activity/philanthropy by hanging your pre-purchased and printed banner in the Bryan Center.  Just email us at eventservices@duke.edu with the subject line of your email labeled “Banner”. One of our team members will assist you with the logistics from there.  Please plan ahead early and contact us preferably with a two-week notice.  Banners will hang in the Bryan Center for one week.

Bicycles/Rollerblades/Scooters/Skateboards/Longboards/Motorized Vehicles -Bicycles, rollerblades, scooters, skateboards, longboards, and or motorized vehicles of any kind are prohibited from being used inside or around the Bryan Center or any campus center facilities. In addition, they may not be operated near building entrances, on steps or walls (including Plaza stage and bridge). Motorized Vehicles (including Golf Carts and Gators) are not allowed on the Plaza.

Bulletins - The following is a checklist of procedures with reference to the posting of notices on university bulletin boards, building doors, containers, light posts, trees, and sidewalks:

  • Posters/flyers must provide information regarding student activities, give information of an academic nature, make announcements pertinent to the business of the university, or supply information to members of the Duke community regarding available events, services, or products.
  • Advertising of alcohol and tobacco related events is prohibited.
  • Posters/flyers must state the name of the sponsoring organization, business, department, or person responsible.
  • As appropriate for the surface, staples, thumbtacks, magnets, masking tape, or transparent tape may be used to attach posters/flyers to approved bulletin boards or posting areas. The use of glue, nails, and duct tape or any other heavy-duty tape is prohibited.
  • Posters/flyers must never be attached to doors, windows, trashcans, entryways, exteriors of buildings, interior walls, stairway railings, floors, benches or ceilings, nor may they be placed on the windshields of parked automobiles or on sidewalks.
  • Posters/flyers may NOT be attached or affixed to any tree or utility pole.
  • Posters/flyers (and the fasteners used to attach them) must be removed within three days after the advertised event.
  • All posters/flyers may be periodically removed from bulletin boards as part of routine maintenance.

Cancellation/ No Show – Event Space - Registered student organizations and university departments that fail to cancel at least thirty (30) days prior to the scheduled event will be charged a cancellation fee. Groups that do not show up at the reserved time will be charged a no-show fee. Departments or student groups that continually cancel or no-show may have their reservation privileges revoked. Written notice must be sent to the Conference and Event Services staff at least thirty (30) days from the event (business days are Monday-Friday).

Cancellation/No Show – Theater Space - If the user fails to pay any fee or other sum required to be paid by Renter when due, or otherwise fails to comply with any other provisions, UCAE may immediately terminate all rights of space use. Invoices or portions of invoices which are more than thirty (30) days past due shall be subject to late fees. If user cancels prior to ninety (90) days before the beginning of the event, the deposit may be refunded less any direct costs incurred for the event by the University. If cancellation occurs ninety (90) days to thirty-one (31) days before the beginning of the event, any deposit is non-refundable and the user will be responsible for any additional direct costs incurred for the event by the University.

Candles/Open Flames - Prior authorization for the use of candles or open flames must be obtained by UCAE in conjunction with OESO (Occupational and Environmental Safety and Office). The use of candles or open flames without proper authorization is prohibited. Violation of the Candle/Open Flame policy will result in damage fees, suspension of reservation privileges, and/or cancellation of the event.

Chalking - Chalking is prohibited on any surface, including, but not limited to, sidewalks, archways, and benches.

Cleaning and Trash Removal in Event Spaces - At the conclusion of all meetings and events, it is the responsibility of the sponsoring organization/department or customer to clean all rooms and remove trash, food or other material used during the meeting or event. Event sponsors using approved caterers must inform caterers of these expectations.  If the caterer does not clean up after the event, the client must assume responsibility for the cleanup. Excessive cleanup charges may be applied post event if additional housekeeping services are required.

Collection Boxes - There are designated areas in the Campus Center complex that have been designated for collection box locations. Student organizations and departments wishing to collect items such as clothing, supplies, canned goods and books for donation to a charitable organization must receive approval from UCAE prior to setting up collection boxes. Collection Boxes may not be placed elsewhere in the Campus Center complex without prior written approval.

Contracts - Students are not permitted to sign contracts, including but not limited to, artists, speakers, musicians, rental agreements, payment authorizations, equipment, and/or services of any kind.

Decorations, Exhibits, Table Tents, and Displays Decorations to be used in any part of the Campus Center must be approved in advance by UCAE and must comply with safety and fire laws. All items must be removed at the conclusion of the event by the user. Any damages incurred due to the placement or removal of items is the responsibility of the renter. Table Tents are not allowed in the Campus Center facilities without approval from UCAE. Groups are subject to additional cleanup charges if deemed necessary.

Digital Signage Use - University departments and registered student organizations may publicize upcoming events on the digital signs located throughout the Campus Center. This service is available exclusively to university departments or registered student organizations. The decision to post flyers is at the discretion of the sign manager. For more information about digital signage go to flyer.duke.edu.  

Duke Compact- https://returnto.duke.edu/the-duke-compact/

Duke United- https://returnto.duke.edu/

Evacuations, Shelter in Place, and Fire Alarms - Students, staff and visitors will be notified of an emergency or threat to safety by an alarm, the Campus Center staff or Duke Police. If necessary, the facility will be evacuated in a calm and orderly fashion. In case of an emergency, all persons are to remain in the designated assembly areas until they are instructed to return to normal operations.

Event Space Approval and Planning - After your space request is submitted, it will be reviewed, and you will be contacted by UCAE to discuss additional details within three to five business days. Approval and confirmation of space use may vary depending on the complexity of the space use request. Advancing of event technical information and artist riders may be required and event approval may take an extended amount of time.

Event Registration (Student Organization Event Registration Policy) - Once (and if) restrictions are lifted and students are permitted to conduct business beyond virtual platforms, all meetings, programs, events, and/or organized activity by a student organization, either or off campus, must be registered in DukeGroups at least 4 weeks prior to the event date.

**Important Note Regarding Contracts**- Students MAY NOT sign rental agreements, contracts or payment authorizations for their organizations. If you have any questions email us at ucae@duke.edu

Exhibits, Decorations, Table Tents, and Displays Decorations to be used in any part of the Campus Center must be approved in advance by UCAE and must comply with safety and fire laws. All items must be removed at the conclusion of the event by the user. Any damages incurred due to the placement or removal of items is the responsibility of the renter. Table Tents are not allowed in the Campus Center facilities without approval from UCAE. Groups are subject to additional cleanup charges if deemed necessary.

External Fundraising Guidelines (student organizations)

All external fundraising events/activities must be virtual.  No in-person events are allowed until further notice. In general, student groups may at times may engage in various forms of off-campus fundraising. Review this policy for details and instructions on obtaining approval of your fundraising activities.

Food (Also see Bake Sales) - Until further notice any/all events with food of any kind is prohibited. Students are not allowed to cook and/or serve food to others in any capacity.  This includes any preparation of, distribution of, and or cooking of food for more than individual/personal use.  Any and all fundraisers must occur within a virtual platform and/or no in person.

Fire Lanes It is illegal to park in any designated Fire Lane.  Violation of this campus and local law may be subject fines assessed by University Parking and Transportation.

Fundraisers - Virtual fundraising events are permitted.  In-person events are not permitted until further notice. (Also See: External Fundraising Guidelines)

Furniture - Furniture from common areas and lounges may not be moved into meeting rooms or vice versa. No furniture can be added or removed from the existing reservable spaces without approval and coordination with UCAE venue management. Exceptions may only be granted by Campus Center staff.

Gambling & Raffles - According to the current Duke University Information and Regulations Bulletin, it is against North Carolina state law and Duke University policy to gamble. A person/organization is guilty of gambling if he/she/it operates, plays, or bets at any game of chance at which any money, property, or other thing of value is bet. The current version of the NC state law can be found in Section 3.(e) of the North Carolina State Lottery Act.

General Liability - Any group or party using the Campus Center shall adhere to all university and campus center policies, guidelines, rules, as well as Local, State and Federal laws. Violations may result in loss of facility use privileges, referral to Student Conduct, Dean or Department Head or Duke Police. Any damage occurring during use of Campus Center facilities will be the responsibility of the group confirming the reservation. Non-University groups must procure, at their expense, a policy of commercial general liability in accordance with limits set by each venue rental agreement. A copy of the policy must be effective for the duration of the space use and received prior to use or space confirmation.

Gifts, Prizes and Awards - Approval for the use of gifts, prizes, and/or awards must be obtained from UCAE prior to the purchase of:

  • Any gift, prize, or award for a Duke University employee, student, or friend including monetary awards and non-monetary items;
  • Donations to not-for-profit organizations from events sponsored by student organizations.

It is strongly suggested that the value of any gift, prize, or award be kept under $100 due to tax purposes. The recipient of the gift, prize, or award must complete the prize winner form via DukeGroups.  The transaction is completed once it is signed off by an UCAE staff member.

Inclement Weather - Reservations may be cancelled due to natural disasters, severe weather (snow, hurricanes, etc.) resulting in campus closures. Rescheduling of these reservations will be given first priority of new reservations to assist in providing a successful event. Duke maintains sole and final discretion to cancel an event if conditions warrant. Should the event be cancelled, postponed or otherwise adversely impacted because of a force majeure event, Duke will use all reasonable efforts to work with client to reserve a venue and schedule the event at a later date.

If the event is successfully rescheduled, there shall be no refunds for payments already received from the client. Any ticket or registration monies collected from the general public by Duke may be refunded at Duke’s discretion and/or honored at the rescheduled event. If the event is canceled, Duke will refund all patrons the amount paid for admission or attendance if money has been collected by a UCAE entity. The client is responsible for any incurred expense by Duke prior to the cancellation. Additional fees may be incurred as a result of a cancellation or reschedule of the event. All additional expenses incurred will be the sole responsibility of the client.

Loading Dock Use - The purpose of the loading dock is for deliveries and loading/unloading of vehicles only. The loading dock is not a parking facility. Vehicles must be cleared within a 30-minute loading time and moved to a parking facility on campus. Extended loading and delivery must be coordinated in advance with space use. NO UNATTENDED VEHICLES LEFT RUNNING are allowed in the loading dock. It is the responsibility of the party receiving the delivery to make arrangements in advance to ensure that goods and merchandise are properly managed and removed from the dock area in a timely manner. UCAE is not responsible for any lost or stolen items. Vehicles in violation will be ticketed or towed at the owner’s expense.

Lost Property - UCAE is not responsible for lost or stolen items but will attempt to return items and property to its rightful owners. Items not claimed within 30 days will be turned over to the Duke Chapel fellowship for donation. The primary Lost and Found is located at the University Box Office and Visitor Information Desk, located on the upper level of the Bryan University Center, Room 104.  You may inquire about any lost or found item by visiting the office weekdays between 11:00 a.m. and 6:00 p.m. or by calling 919-684-4741.

Mail Policy- Student Organizations - UCAE allows student organizations to receive mail as long as the responsible party follows the proper guidelines. Any breach of this policy may result in returning the mail to the sender and/or loss of the privilege to receive mail in UCAE. Enforcement of this policy is at the discretion of UCAE. This service is not intended for individuals, but for student organizations only.

Mailings - In order to receive mail for your student organization, you must sign up for a mailbox in UCAE. At the conclusion of each semester, all mailboxes will be cleaned and any remaining mail will be returned to its original sender.

Packaged mail - Packages and/or boxes must be picked up within 10 business days. An email will be sent when a package arrives. Failure to pick up packages on time will result in UCAE sending the package back to its original sender. If extra time is needed, please consult with the UCAE front desk staff.

Please list your group’s mailing address as:
Student Name
Student Group
Duke University
036 Bryan Center
Durham, NC 27708

NOTE: You may also receive packages in the care of an UCAE staff member. The staff member must be aware of any packages arriving in his/her name. Please have such packages addressed according to this model:

  • Student Name c/o Staff Member Name
    Student Group
    Duke University
    036 Bryan Center
    Durham, NC 27708

NOTE: UCAE is not responsible for any lost or stolen items. Students are fully responsible for checking their mail on a regular basis.

Movies/Public Viewing Licenses - In accordance with federal copyright laws, institutions, organizations, and individuals wishing to engage in non-home showings of videos, films and DVDs must secure licenses to do so, regardless of whether or not an admission or other fee is charged.

Noise and Amplified Sound - The use of amplified sound will follow relevant noise guidelines established by Student Affairs for events. Amplified sound use for outdoor spaces is limited to:

Monday through Thursday 5:00 p.m. to 7:00 p.m.

Friday 5:00 p.m. to 2:00 a.m.

Saturday 1:00 p.m. to 2:00 am.

Sunday 1:00 p.m. to 6:00 p.m.

On the Bryan Center Plaza amplified sound is allowed between 12:00 p.m. to 1:00 p.m.  

All other times small amplified sound sources must be limited to an appropriate level as to not disturb the academic, residential, and clinical functions of the campus. UCAE has the right to require amplification systems to be turned down or off entirely if it is determined the sound level presents a disruption to services, students or other events. All outdoor events must comply with city and local noise ordinances. 

Amplified sound is not allowed inside Campus Center buildings unless prior approval by UCAE has been given. The suggested sound level is below 65 decibels, but UCAE has the discretion to determine whether the event is impacting normal operating procedures and/or other events.

Pickets, Protests & Demonstrations Policy - Duke University respects the right of all members of the academic community to explore and to discuss questions which interest them, to express opinions publicly and privately, and to join together to demonstrate their concern by orderly means. Read the complete policy.

Reservations:

Fronting and Transferring - Departments and Student Organizations should not reserve space for events, which they are not directly sponsoring, present at and involved in the event planning.  Reservations are non-transferable. One sponsoring organization/department cannot transfer a reservation to another group. Instances of “fronting” or “transferring” can result in an adjustment of all related fees to the appropriate rate category and loss of future reservation privileges

Reassignment and Cancellation - UCAE reserves the right to assign, reassign, or terminate space for a meeting or event when circumstances demand.  Reasonable attempts will be made to accommodate the sponsoring organization, department, or client in finding alternate space.

No Show - Registered student organizations and university departments that fail to cancel at least two (2) business days prior to the scheduled event will be charged a cancellation fee. Groups that do not show up at the reserved time will be charged a no-show fee. Departments or student groups that continually cancel or no-show may have their reservation privileges revoked. Written notice must be sent to the Conference and Event Services staff at least two (2) business days prior to the event (business days are Monday-Friday).

Security, Supervision and Emergency Medical - UCAE in consultation with the Duke University Police Department may assign event security, EMS and/or administrative staffing for scheduled events if deemed appropriate to ensure the safety and well-being of all parties. The staffing costs will be the responsibility of the customer.

Smoking - Duke University is a smoke free environment.  Smoking is prohibited.

Sound - (See Amplified Sound)

Space Reservations - (See Reservations)

Sponsored Corporate Solicitation Policy - Until further notice the solicitation policy has been suspended.

Space Confirmation - A confirmation document will be emailed to the customer. It is the responsibility of the customer to read and adhere to the space confirmation instructions.  Certain events will require a signed venue contract.  Program commitments such as: contracts, advertisements, tickets, etc., should not be made prior to receipt of a confirmation from UCAE.

Tabling - Until further notice, tabling on the Plaza and all other spaces on campus has been suspended.

Table Tents, Decorations, Exhibits, and DisplaysDecorations to be used in any part of the Campus Center must be approved in advance by UCAE and must comply with safety and fire laws. All items must be removed at the conclusion of the event by the user. Any damages incurred due to the placement or removal of items is the responsibility of the renter. Table Tents are not allowed in the Campus Center facilities without approval from UCAE. Groups are subject to additional cleanup charges if deemed necessary.

Tax Liability - (See Admissions)

Tents - No rental of tents are permitted until further notice. Areas for tenting are limited on campus. Strict City Codes must be adhered to for all tenting. Any requests for tents must be made one (1) month in advance.  To reserve a tent, email eventservices@duke.edu.

Ticket Sales Tax Policy - North Carolina sales tax of 7.5% will be charged on admission to entertainment activities in Durham County (effective rate is 6.75% in Carteret County). Entertainment activities are defined as any: live performance or event, motion picture or film, sporting event, museum, cultural site, garden, exhibit, show, guided tour, or any admission expense to view or watch an event for entertainment purposes.  Amenities, such as parking, access to services, or food, when included in the cost of a ticket are not taxable. A Duke event may be exempt from sales tax when attendance is limited to a closed group and education is the primary purpose of the event. 

Options to Student Groups for Tax Compliance:

  • Preferred Method: Sell tickets through the Duke University Box Office.  Please contact the Box Office (tickets@duke.edu) at least three weeks prior to the desired ticket on sale date.
  • Deposit cash admissions with the UCAE Business Office. 7.5% of the total deposit will be taken out for taxes.

If your event is being held in a campus theater (Reynolds, Sheafer and Baldwin), you are required to ticket through the University Box Office. Please reach out to the Box Office to discuss ticketing at tickets@duke.edu at least 3 weeks before your desired on sale date.

Trademark: Duke Licensing Policy - The Office of Trademark Licensing provides information, guidelines, and procedures related to the use of Duke's trademarks, in a manner that protects the integrity of the institution's trademarks and ensures such trademarks are used in an appropriate manner. All purchases from outside vendors must be done so with approved Duke University vendors, this includes any promotional item that is paid for with any Duke funds. 

Travel (Student Use of Personal Vehicles) - Until Further notice travel, local/state/domestic/international, is prohibited.
 

 

UCAE with campus partners is proud to announce the development of an online event registration system that will streamline the process of securing resources for events that meet the listed criteria.  This user-friendly tool located in DukeGroups will offer one location to house your event details as well as provide a consistent avenue for requesting services. 

Should your event details meet any of the following criteria, you must register it in DukeGroups no later than four (4) weeks prior to your event’s date. To begin using the system now, please visit www.DukeGroups.com and log in using your username and password.  Find your organization’s page and locate the “Events” on the left side of the page.  Next, click on “Create Event” in the top right corner and proceed to register.

If you have an event taking place that meets any of the following criteria, your event must be registered at least 4 weeks prior to the event date.

Estimated attendance of 100+
Alcohol present
Outdoor amplified sound
Guest Speaker
Political campaign events featuring political candidate for office and/or voter registration drives
Contracts involved and/or paid performer
Off-campus attendees and participants (includes minors)
Charging admission
Outdoor recreation events (5Ks, races, field days, etc.)

We encourage you to register your events as soon as you have an idea and have submitted a space request.  This will give you access to the full DukeGroups event planning tool, which is full of resources and suggestions to aid in the success of your event.  The information submitted through event registration is used to assist your organization with event planning and to ensure that your event adheres to all university policies. Duke University does not restrict any student organization activity based on political affiliation or ideology.

*Please note: if you are not the President or Treasurer of your organization, you will have to be listed as an “Event Planner” in DukeGroups to access those features. 

If you have any questions please contact 919-660-1765 or eventservices@duke.edu