Events on Campus

Student organizations contribute to the vibrant social life at Duke by hosting a variety of events on campus for the Duke and Durham communities. DSG-recognized student organizations and those affiliated with academic or administrative units may host events on campus. All student organizations at Duke University must update officer contact information annually through the Office of Student Activities and Facilities (OSAF) Web site (http://osaf.studentaffairs.duke.edu) and attend officer training programs in order to maintain their status as official groups.

Space Reservations

Various units on campus manage their individual spaces. Each venue may have its own unique usage policies. Event hosts must follow the policies in this guide as well as specific venue policies. Information for reservable spaces not listed here may be found at http://osaf.studentaffairs.duke.edu.

Classroom Reservations

Students may reserve classrooms for meetings of organizations recognized by the university on a one-time or semester basis by completing the Classroom Reservation Request Form available on the Student Service Center Web site (http://www.duke.edu/studentservicecenter). An officer of the organization must reserve rooms, and groups will be expected to abide by the terms outlined in the classroom reservation confirmation. Students should submit requests to reserve classrooms no later than three business days in advance of their meeting/event.

OSAF Space Reservations

OSAF manages Meeting Rooms A and B and Griffith Board Room in the Bryan Center (West Campus), and the Upper East Side and North and South Balconies in the East Union Building (East Campus). Recognized student organizations or university departments may reserve any of these spaces. The online reservation form can be found at http://osaf.studentaffairs.duke.edu.

Bryan Center Plaza Reservations

The Plaza may be reserved for events hosted by recognized student organizations by contacting the OSAF Event Coordinator at 684-2003 or by submitting the Space Request Form found at http://osaf.studentaffairs.duke.edu.

Commons Room Reservations

Students and/or recognized student organizations may reserve identified commons rooms to use for events. See http://rlhs.studentaffairs.duke.edu for more information.

West Campus Quadrangle Reservations

Recognized student organizations may reserve commons rooms and residential quads via the Space Request Form found at http://osaf.studentaffairs.duke.edu. Only under rare circumstances will the Chapel, academic, or main residential quadrangle areas be made available for events. Those wishing to hold events anywhere in the immediate vicinity of the Chapel must call 684-2572 to secure Chapel approval.

Event Management Reservations

The following spaces are reserved through the Event Management office: Page and Baldwin Auditoriums, Griffith Film and Reynolds Industries Theaters, and Sheafer Mall. Contact Event Management at 660-1750.

Great Hall Reservations

Recognized student organizations may reserve the Great Hall for events after dining hours. The student planner must pick up a paper form from the Dining Administration office in 029 West Union Building and obtain signatures from OSAF before the reservation request will be accepted.

Event Policies

The following policies apply to events in campus facilities and on campus grounds hosted by students and student organizations. Students and student organizations may host events any time during the academic year, except during reading period, exams, and new student orientation, unless authorized by the vice president for Student Affairs, the vice provost and dean of undergraduate education, or her/his designee. The university reserves the right to withhold event hosting privileges if proper advance arrangements are not secured.

• Sponsoring groups or hosts are responsible for the general tone of their events (i.e., proper planning, trash removal, appropriate conduct, discouraging underage drinking, etc.), and they may choose to adopt regulations more imiting than the laws of the state and the provisions of this policy.
• Events with alcohol must:
  • Be designated as BYOB or distribution, but not both. A university-approved bartender must facilitate distribution. Events with alcohol are subject to security coordinated by Duke Police and must follow the
    university alcohol policy (see the Alcohol policy).
  • Have one party monitor for every 25 expected guests (see the Alcohol policy).
• Outdoor events must follow the university noise policy (see the Noise policy).
• Contracts for paid performers, vendors, live entertainment, or other purchased services for events on or off-campus must be executed by an OSAF staff member no less than 14 days prior to the event. Any contract signed by a student will not be honored by the university and will be the personal responsibility of the student. An RLHS staff member may sign contracts related to events occurring in RLHS-controlled space.
• Events have a four-hour time limit.
• Sponsoring groups or hosts are responsible for the space in which the event is held, including the area immediately adjacent to their space (e.g., outside areas, benches, etc.)
• Strippers may not be invited or paid to perform at events sponsored by individual students or groups.
• Duke Police will determine whether the sponsoring group will be required to have police officer(s) monitor the event. Requests for Duke Police or other security must be made by the OSAF Event Coordinator on behalf of student organizations no less than 10 days in advance of the event.
• Students must secure the rights to publicly screen films/movies on campus. See http://osaf.studentaffairs.duke.edu for more information.
• Decorations must adhere to the university's Decorations & Theme Party policy. The most current policy can be found online at http://www.safety.duke.edu/FireSafety. In conjunction with OESO, the campus unit responsible for the space being utilized may provide special permission for alterations to the policy on a case-by-case basis.
  

Promotion of Events with Alcohol

By choosing to serve beverages containing alcohol as part of a social function, you and your group or organization assume responsibilities beyond direct university regulation.

Test cases involving common law precedents and the dispensation of alcoholic beverages are changing the definition of who is liable for a drinker's actions to include the general category of “social hosts.” A social host may be a fraternity, a residence hall organization, a private citizen, or any combination of the preceding. For example, serving alcohol to a minor who subsequently breaks his leg could render an individual or group liable for the minor's medical bills. Serving an individual who is “already” or “obviously” drunk and who subsequently has an automobile accident could render an individual or group liable for the injury or death of third party victims of the accident, or any property damage resulting from the accidents.

In general, creating or promoting any set of circumstances that encourages your guests to consume alcohol to the point of intoxication can have far-reaching negative consequences.

Legal proof of negligence in the dispensation of alcohol usually involves the consideration of wide variety of factors, including the manner in which hosts promote social functions where alcohol is served.

In addition to the responsible monitoring of the social event itself, it is imperative that you and your group or organization do not promote your event in such a manner that a potential guest might reasonably believe your social event is an invitation to become intoxicated. Specifically, flyers, banners, and signs that advertise social events where alcohol will be served must not overtly or covertly state or imply an invitation to participate in excessive drinking. Publicity on East Campus or targeted to first-year students may NOT include a reference to alcohol.

Conferences and Conventions

Event registration of conferences and conventions must occur prior to issuance of invitations to individuals or to organizations outside the university. Consultation with OSAF must occur prior to issuance of invitations to individuals or to organizations outside the university. It is the established policy of the university not to use its residence hall facilities for the housing of convention guests during the academic year. The university does, however, reserve the right to use residence hall rooms for special guests during announced vacations.