BLUF: If your event involves travel, physical activity, alcohol, contracts, or any other potentially risky activity, please review the information below.
Risk is everywhere. Our goal is to help you minimize it, for yourself as an organizer and for Fuqua. When planning an event, think carefully about what risks may arise and how to manage them. Fuqua works closely with Duke’s Office of Corporate Risk Management to guide student activities. Remember: you represent both your personal brand and the Duke/Fuqua brand. Your choices carry reputational consequences.
Questions? Email corprisk@duke.edu.
Note: These guidelines are not exhaustive. They cover the most common risks we see, but you should still consider the unique risks of your specific event.
Common sources of risk include (but are not limited to):
Domestic or international travel: Potential illness or injury during travel or security incidents traveling. See additional information in the “Group Travel” section below.
Alcohol: Consumption of alcohol increases risk. Note the Fuqua alcohol policy and adhere to it strictly (see Fuqua alcohol policy). If the policy is ignored, Fuqua could become a dry campus. If alcohol will be a part of your event, use the required caterers/vendors, ensure there is also food and non-alcoholic beverages available, consider providing transportation (buses, etc.) and other strategies to ensure the safety of your participants.
Physical Activities: Risk to facilities or personal injury. Consider potential injuries to participants from physical activities included in your event as well as damages to facilities or property. For high risk activities, you might need certificates of insurance or supplemental insurance coverage (See “Insurance Issues” below).
Contracts: Students cannot sign contracts with vendors/entertainers when planning a Fuqua sponsored event. Note: Student TREKs are not Fuqua sponsored events. Visit the Managing Finances section on the Fuqua411 to learn more about contract review and signing procedures.
Security: Consider the safety of your participants. High level or controversial speakers or participants may add security risks.
Additional potential sources of risk include:
- Large events with over 50+ attendees
- Transportation to and from local events
- Rides, inflatables, or other mechanical devices
- Events advertised and open to the public
- Potential of outside media activity or coverage
- Fire, explosives, or combustibles
- Outdoor events and/or exposure to natural elements
Waivers help protect both you (as the organizer) and Fuqua. Assess your need for a waiver using these questions:
- Does your activity include club, student, or Fuqua-organized travel?
- Does your activity include physical activities where someone could get hurt?
- Will alcohol be consumed at the activity?
- Will there be any other activity or situation as part of event that could be risky?
If you answered yes to any of these questions, please connect with the Office of Student Life (OSL) to assess your need for a waiver.
For trips organized by a Fuqua department (e.g., GATE), check directly with that department for the necessary waiver(s).
Student-Led Treks:
- Treks (e.g., iTrek, Japan Trek) are not sponsored by Fuqua or Duke.
- Trip planners and participants travel at their own risk.
- Planners should reduce liability by:
- Having participants sign waivers
- Working with reputable travel agencies
Liability Waivers: Participants of group travel sponsored by Fuqua may be required to complete a liability waiver and the sponsoring organization (e.g. IPO) will provide the waiver(s) you need to complete. Organizers of student-led treks should consider having participants sign a liability waiver. See the section on liability waivers above for additional information.
Health and Safety While Traveling:
- Duke Student Health Insurance: Covers students in the U.S. and abroad (200+ countries). Learn more
- Duke Student Health International Travel Clinic: Students on the Duke Student Blue plan can schedule an International Travel Clinic for themselves or a group to receive any required vaccinations or prescriptions for their destination. Visit the Student Health provided services webpage and view the tab “International Travel Clinic” for additional details on scheduling a clinic.
- Check the CDC for Health Travel Advisories: The CDC provides health resources, travel notices, and recommendations for travelers. Visit to check notices or recommendations for your destination. Please note: if you schedule an International Travel Clinic, it will encompass all of the recommended vaccines/medications by the CDC.
- International SOS: If your travel is sponsored by, funded by, or officially organized by Duke, you are covered by International SOS. All you have to do is print an I-SOS card and carry it with you. In case of emergency, call the number on the card for help. Learn more
- Check the State Department: Check travel alerts or warnings for your destination and to determine if you need to secure a visa here.
Register Your Travel:
- Duke Travel Registry: Required if your trip abroad is funded by, sponsored by, or counts for Duke credit. Register here
- State Department (STEP Program): Free enrollment for U.S. citizens traveling abroad. Helps the embassy contact you in emergencies and provides travel alerts. Enroll in STEP
- Restricted Regions List (RRL): The Duke Provost maintains a Restricted Regions List (“RRL“) which identifies areas of International Travel where the health, safety and security of travelers are deemed to be at an elevated risk.
Additional Resources:
If you need to verify liability insurance for a vendor, etc., you can get a certificate of Duke’s insurance (which covers most student activities). Access information and the online request form here. Allow at least 2-3 weeks lead time.
If you need to secure supplemental insurance for your event or activity, the Corporate Risk Management office will let you know and help you secure the additional insurance needed.
When in doubt, contact the Office of Student Life (OSL). We can help you find the right resources to manage mitigate risk.
For Contract Review & Signing:
Review the Managing Finances section of the Fuqua411 for contract review and signing process. You should allow at least 3 weeks lead time in order for your contract to be reviewed and signed.
For Certificates of Insurance:
If you have need to verify liability insurance for a vendor, etc., you can get a certificate of Duke’s insurance (which covers most student activities). Access information and the online request form here. Allow at least 2-3 weeks lead time.
