Thinking about hosting an event? Read these tabs FIRST!
BLUF: The very first steps for any event are: 1) get a date, 2) reserve a room, 3) add to calendar. The need to get your date approved vary depending on if your event is BIG or SMALL, as defined in the section above — “Does your event need approval?”
If you are planning an event for Fuqua or that will happen at Fuqua, please start with these three steps, according to the size/scope of the event:
BIG EVENTS
STEP 1: Get event date approved The Fuqua student events calendar is managed by the MBAA and administrators to avoid major conflicts for larger events. If you are planning a “big” event, you need to apply to the MBAA VP of Student Organizations with a request for a date. Note that extracurricular events cannot conflict with academic class block times.
STEP 2: Reserve rooms Once you have an approved date, you need space! All Fuqua spaces are reserved via the online Event Management System (EMS). The BMO has a list of approved event dates and will verify your request. Your room request will not be officially approved until you have received a confirmation email from the BMO. If you need assistance or advice on space, contact BMO at events-bmo@fuqua.duke.edu.
STEP 3: Put your event on FuquaConnect Add your event to FuquaConnect as early as possible. Reference the FuquaConnect Resources page of the Fuqua411 for help.
Your event is not official at Fuqua until these three steps are completed. At this point, you can follow up with the BMO with any special requests or for help in understanding logistics and next steps in planning your event (email events-bmo@fuqua.duke.edu). Also consult the Fuqua411 for additional tips & policies on planning.
SMALL EVENTS
STEP 1: Choose a date Consult the FuquaConnect and Fuqua CareerBridge calendars to find a date that will work for your event and minimize conflicts for students. NOTE: extracurricular events cannot be scheduled during academic class block times.
STEP 2: Reserve rooms All Fuqua spaces are reserved via the online Event Management System (EMS). The BMO will verify your request. Your room request will not be officially approved until you have received a confirmation email from the BMO. If you need assistance or advice on space, contact BMO at events-bmo@fuqua.duke.edu.
STEP 3: Put your event on FuquaConnect Add your event to FuquaConnect as early as possible. Reference the FuquaConnect Resources page of the Fuqua411 for help.
Your event is not official at Fuqua until these three steps are completed. At this point, you can follow up with the BMO with any special requests or for help in understanding logistics and next steps in planning your event (email events-bmo@fuqua.duke.edu). Also consult the Fuqua411 for additional tips & policies on planning.
Whether your event requires approval from the MBAA VP of Student Organizations depends on whether it’s considered a Big Event or a Small Event.
BIG EVENTS
Big events require date approval from the MBAA. They typically involve longer planning timelines, large audiences, or major speakers.
A Big Event Meets One or More of These Criteria:
- Attendance of 50+ people
- High-level external speakers (e.g., C-suite executives, Board of Trustees, Board of Visitors)
- Use of large Fuqua spaces (e.g., Geneen, Fox Center, multiple classrooms or event spaces)
Examples of Big Events
- Conferences or symposia
- Large social events or parties (open beyond club members)
- Events co-hosted by two or more clubs
- Cultural events tied to specific days or weeks
- Multi-day events such as Global Week or Energy Week
- Select administrative or MBAA events (e.g., Club Fair, formals, end-of-term parties)
Date Approval Process
- Spring 2: Submit priority dates for Fall 1 and Fall 2 events.
- Fall 2: Submit priority dates for Spring 1 and Spring 2 events.
- Questions? Email the MBAA VP of Student Organizations.
SMALL EVENTS
Small events do not require MBAA date approval. They usually have a limited audience and require less planning time.
Examples of Small Events
- Workshops or seminars
- Club happy hours
- Short meetings or networking events
Even though approval isn’t required, it’s still a good idea to check the FuquaConnect and Fuqua CareerBridge calendars to avoid scheduling conflicts.
Event Planning Overview
The resources in this section are designed to help you plan any type of student event – From speaker panels and conferences to socials and networking events.
Not every detail will apply to your situation, but by following the guidelines and timelines below, you’ll be sure to cover all the major steps in hosting a successful event.
Event Planning Timeline
| Step | What to do | Big Event Lead Time | Small Event Lead Time |
|---|---|---|---|
| 1st: Book Date & Space | – Choose your event date – Get MBAA approval (for Big Events)** – Reserve space – Add event to FuquaConnect | 6-12 months | 1-2 months |
| **Big Events require date approval from the MBAA VP of Student Organizations. The approval process opens in Spring 2 for the next academic year. If planning outside that window, contact the MBAA VP directly. **Approval isn’t required for Small Events, but it’s wise to check FuquaConnect and Fuqua CareerBridge for conflicts before setting your date. |
|||
| 2nd: Secure Speaker(s) & Design Content | – Develop your event theme – Invite speakers** – Create a risk management plan – Coordinate with sponsors** – Arrange catering | 3-6 months | 1-2 months |
| **If your event involves major sponsors or high-level speakers (e.g., Fuqua Board of Visitors, C-suite guests), coordinate early with Fuqua Corporate Relations. | |||
| 3rd: Plan Logistics | – Finalize event marketing – Plan guest parking – Confirm space setup & catering – Coordinate volunteers and staff | 1-3 months | 2-4 weeks |
Next Steps
Check out the Event First Steps section section for more details on what to do right after you start planning your event. You’ll also find additional tools and templates throughout the Hosting an Event section of Fuqua411.
Bottom Line: Plan Ahead
Hosting a great event takes time, coordination, and attention to detail. Even though the table above offers a helpful guide, you can never start planning too early. Give yourself plenty of lead time to think through logistics, secure speakers, and address potential issues before they arise.
| Office / Department / Contact | Contact Information | What each department covers |
|---|---|---|
| BMO Copy Center Jared Smith, Copy Center | Inquiries: copy-bmo@fuqua.duke.edu Place a print order here! | Copy/print services for your event (posters, banners, flyers, and more) |
| BMO Events Scott Plueddemann, Events Manager | Email: events-bmo@fuqua.duke.edu Phone: (919) 660-1987 | Event management, space reservations, directional signage |
| BMO Operations | Email: operations-bmo@fuqua.duke.edu | Facility operations, including recycling, building maintenance requests, guest parking for less than 5 guests, mail services, and other general building support needs |
| Bon Appetit | Email: catering@fuqua.duke.edu | Catering and food service for events |
| Career Management Center (CMC) | Email: cmc-info@duke.edu | Student advising for career-related events or conferences – Contact your club’s CMC liaison for help |
| Multimedia | Email: multimedia@fuqua.duke.edu Phone: (919) 660-7974 | Event technology such as projectors, microphones, podiums, on-site staff support, recordings (Panopto or staffed) |
| Parking | Email: ptsevents@duke.edu Phone: (919) 684-PARK (7275) | Guest parking arrangements for conferences and large events |
| Office of Student Life | Email: daytimembastudentlife@duke.edu | General event planning guidance, best practices, and support with ticketing or logistics |
| External Relations | Email: Club-ExtEngage@fuqua.duke.edu | Assistance with corporate partners, sponsorships, alumni connections, and event speakers |
Now, the date of your event is set and approved (if applicable) - It is time to tackle logistics!
The following decorations cannot be used at events held at Fuqua:
- Helium balloons (there are several areas within the school where the fire alarm will sound if a balloon interferes with facility fire systems and sprinkler systems would be initiated)
- Confetti
- Glitter
- Sand
- Hay
- Popcorn
- Flame (e.g. candles)
Event signs or banners can be hung in your event space, but they MUST be taped up using only blue painter’s tape. Use of duct tape, scotch tape, or packing tape is not permitted.
Direct all questions on these issues to the BMO.
Guidance for reserving rooms and venues at Fuqua, across Duke, and off campus.
AT FUQUA
All Fuqua spaces must be reserved through the Event Management System (EMS). Once submitted, the Building Management Office (BMO) will review your request and send a confirmation email once the reservation is approved. Review how to book space via EMS here!
Need help? Email events-bmo@fuqua.duke.edu for assistance or guidance on choosing a space.
Room Set-Up Requests
If your event requires a specific room setup (e.g., tables, chairs, staging), you must provide those details to the Events team at the BMO in advance.
- Timeline: Submit setup instructions as soon as possible after reserving your space, or at least 2 weeks before your event date.
- Note: Additional staffing or overtime fees may apply for setup or cleanup depending on the time and day of your event. The BMO will confirm whether charges are likely to apply.
EVENTS ON DUKE’S CAMPUS
Some non-Fuqua spaces across Duke (including recreation fields) are also available through EMS. For more information on reserving recreation spaces, visit Duke Recreation.
OFF CAMPUS EVENTS
Off-site venues are popular but require extra lead time and careful financial review.
- Book early. Popular venues require deposits and can fill fast – Secure your date as soon as possible.
- Recommended vendors: Review the Recommended Vendors list for venues commonly used by Fuquans.
- Contracts: Do not sign contracts on behalf of Duke or Fuqua. All vendor contracts must be submitted for review. Fuqua Accounting will review and the contract must be signed by Accounting, OSL, or the Senior Associate Dean depending on contract value. Allow at least 2–3 weeks for review and execution.
- Payments: See the Managing Finances page on the Fuqua411 for vendor payment options and expense procedures.
- Transportation: If your event includes alcohol or is distant from campus, consider arranging shuttles for participants.
Quick tips before you sign anything
- Forward contracts to Fuqua Accounting before signing.
- Confirm deposits, cancellation policies, and minimums in writing.
- Budget for transportation and security if needed.
*NEW POLICY (as of October 2024): To mitigate liability risks, Duke Procurement and Risk Management requires all Fuqua student organizations to use transportation vendors approved by Duke University.*
Your event may require use of transportation to and from a location off-campus.
The below companies have a fully executed contract in an Active status with Duke. The contract meets the minimum insurance requirement that Duke requires to transport Duke Employees and Students.
| COMPANY | OFFERING | CONTACT NUMBER |
|---|---|---|
*Carolina Livery | Bus | 1-919-957-1111 |
| *Holiday Tours, Inc. | Bus | 1-336-498-9000 |
| Academy | Bus | 1-800-222-4793 |
| Blue Diamond Transportation | SUV, Van, Bus | 1-919-772-9595 |
| Champion Coach, Inc. | Bus | 1-800-583-1668 |
| Charlene’s Safe Ride, Inc. | Car, SUV | 1-919-744-4444 |
| EcoStyle | Car, SUV, Van, Bus | 1-919-680-0070 |
| McKenzie L & W Bus Lines, Inc. | Bus | 1-910-648-2799 |
| S & H Transportation | Car, SUV, Van, Bus | 1-919-680-0070 |
*Recommended by Fuqua admin. More information can be found here.
Important Note: If you are providing transportation for event attendees, consider having participants complete a liability waiver. More information can be found in the Travel and Risk Management section of the Fuqua411.
BLUF: If you want to engage local nonprofits/organizations for your events or to do service, connect with the MBAA VP of Service/Sustainability and/or Eric Lindsay in the Office of Student Life.
Engaging with a local nonprofit for an event or service activity is a great way to get outside Fuqua, broaden your perspective, and add value to the community. There are lots of service partnerships and activities ongoing at Fuqua, so there may be preexisting partnerships that you can leverage. Connect with Eric Lindsay and he can:
- help you find an organization to partner with and who to contact there
- help you find others at Fuqua to help support your initiatives
We also want to hear about the service you are doing so we can keep a full picture of the activities happening. If you are planning to collect money or goods (canned foods, coats, gifts, etc.) from students as part of a fundraising initiative, please connect with both the MBAA VP of Service/Sustainability and the Office of Student Life before you market your event or initiative to the Fuqua community. We want to be sure that fundraising initiatives across the school – clubs, Fuqua administration, etc. – are coordinated and timed appropriately with other activities to minimize financial or physical demand on the student body.
BLUF: There are internal (BMO Copy Center) and external print services available to you. Email the BMO Copy Center to determine if they are able to fulfill your marketing collateral request.
BMO COPY CENTER
The BMO can provide affordable, high quality print services with very short lead time. Guidelines for print/copy jobs for Student Clubs:
- Files to print must be ready to print and saved in PDF format
- Files are to be sent to copy-bmo@fuqua.duke.edu and must include the appropriate fund code for club
| PRINT SERVICE | DESCRIPTION |
| Copy Services | Includes small posters, business cards, letterhead, envelopes, etc. Color prints are $0.55 per side (8.5 x 11) and $1.00 per side (11 x 17) |
| Wide Format Printer | CMYK full-color, horizontal or vertical formats, typical poster sizes include 16×20, 18×24, 22×28, and 24×36. Available on paper, canvas, vinyl, magnetics, and a variety of other media. |
| Poster Board Cutter/Mounter/Laminator | Foam board, sintra PVC, gatorboard and corrugated (coroplast) signage. |
| Cutting Services | Custom cutting for items such as note pads, tickets, luggage tag inserts, wallet cards, decks of cards and much more. |
| Booklet Services | Custom book binding – Coil Binding Document Puncher and Thermal Binding |
| Notepad Creation | Custom note pads |
| Brochures | Available in half-fold, tri-fold, and z-folds for pamphlets. If you need a different fold, contact the copy center |
Misc. Notes for print/copy jobs
- Rush jobs (with less than 24 hour notices) should be brought to attention of the BMO Copy Center.
- If you have any questions, please speak directly with the copy center by emailing copy-bmo@fuqua.duke.edu.
EXTERNAL PRINT OPTIONS
Quick Tip: You should connect with the BMO Copy Center to discuss your printing needs, prior to sourcing an external vendor. The BMO Copy Center will usually save your club funds!
Before confirming a reservation with any food truck or mobile vendor, please complete the following steps:
- Review the Policy
- Read the full Food Truck and Mobile Vendor Policy to understand all requirements and timelines.
- Check Availability
- Contact the BMO Events team to:
- Confirm that your proposed date and time do not conflict with other Fuqua events.
- Determine the best onsite location for the vendor.
- Contact the BMO Events team to:
- Verify Vendor Approval
- If you chosen vendor is listed as a Duke-approved vendor, you must:
- Notify the BMO Events team at least 7 days before your event.
- If your chosen vendor is not listed as a Duke-approved vendor, you must:
- Notify the BMO Events team at least 21 days before your event.
- Provide the following documentation:
- A Certificate of Insurance (COI)
- A copy of the vendor’s most recent county Health Score, showing a minimum score of 90.
- If you chosen vendor is listed as a Duke-approved vendor, you must:
Important Notes
Food trucks are not permitted during Bon Appétit Café operating hours (8:00 AM – 2:00 PM).
Failure to meet the policy’s requirements or deadlines may result in vendor rejection.
The Fuqua community should utilize the JB Duke Hotel as the first option whenever groups have local hotel or conferencing needs. If space is not available at the JB Duke Hotel, the Washington Duke Inn (WDI) is the next recommended option. More information on the JB Duke’s pricing (including how to take advantage of the Duke discount), dining options, and key contacts can be found in this document.
A list of other options for accommodations in the Durham area can be found here. Be sure to ask if there are any Duke/Fuqua discounts! Additionally, there are instructions for hosting an informal happy hour or club reception at the JB Duke on the Catering page.
If you need AV resources at Fuqua facilities, Fuqua Multimedia is here to help. Here are some quick points to assist you for planning and being prepared to make best use of the equipment and services available.
- If you are going to use the AV equipment in a room at Fuqua, please make appropriate time to familiarize yourself with operation. Most common uses of AV gear in most of our rooms is pretty intuitive. If you have questions, reach out to Fuqua Multimedia .
- If you don’t see what you need, let us know and we may be able to provide supplemental resources to meet your needs.
- If you are planning an event, please reach out in advance to the Multimedia Department and suggest a time to meet and discuss your needs.
- If your event has a hybrid or virtual component, contact the Multimedia Department well in advance of your event to discuss your options and schedule a tech run through to ensure the event goes smoothly.
- Some events will require a dedicated technician from our department to operate equipment that you may not be able to manage. (i.e. multiple microphones, mixers, more complex events that include the auditorium or multiple venues, etc.) There is a charge for this service and adequate time is required to schedule a technician.
- If you need recording, consider what you will do with the recordings you generate (i.e. who will have access, if you’d like to post the video externally, etc.). Classroom capture is available in many of our spaces and is a free resource. There is a charge for in-person video production services and adequate time is required to schedule a technician. We will want to meet and discuss if you want to arrange recording services.
The best way to contact Fuqua Multimedia is multimedia@fuqua.duke.edu. You can also call multimedia at (919) 660-7979.
Some non-Duke vendors may require you to verify liability insurance in order to book services. For information on how to request a certificate of Duke’s insurance (which covers most student activities), visit the Travel & Risk Management page of the Fuqua411.
We encourage you to plan ahead so that you can use the payment methods that don’t require individual members of your club or group to pay out of pocket for supplies or goods purchased on behalf of the club. Policies and methods for purchasing items can be found in the Managing Finances page of the Fuqua 411.
Below is a non-exhaustive list of vendors that Fuqua departments and clubs have used to good result in previous years. We recommend starting here if you are seeking vendors for your event.
| Service(s) Provided | Company Name | Contact Info |
|---|---|---|
| Bus Transportation / Car Service | Carolina Livery | carvanbus@aol.com; 919-957-1111 |
| Holiday Tours | info@trustholiday.com; 336-498-9000 | |
| Duke Transportation | Buses and Vans | |
| Entertainment: DJ, Photographer, Photo Booth | Complete Weddings + Events | Billy Ezzell: 919-201-1113; billy@completeraleigh.com |
| Entertainment: Photo Booth | Loc + In Photo Booth | info@locinphotobooth.com; 803-879-5472 |
| Swag | See details in Swag & Gifts section under “Logo Use” | |
| Event venues *Not exhaustive list, but select venues rendered good results | Carolina Inn | Main: 919-933-2001; Reservations: 800-617-0131 |
| Cotton Room | 919-530-8380 | |
| Shooters | 919-680-0428 | |
| The Tavern | Thetaverndurham@gmail.com; 919-286-7665 | |
| Washington Duke Inn | 919-490-0999 | |
| JB Duke – See details in “Hotel Accommodations & Using the JB Duke” section above. | ||
| Rickhouse | Book a tour or event here. | |
| Hi-Wire Brewing | Book your event here. | |
Additional information on the process for identifying and soliciting corporate sponsors can be found in the Managing Finances page of the Fuqua411. Additional information on securing event speakers can be found on the Securing Speakers page.
Event security is not required, but is strongly recommended if your event will host more than 250 guests.
The Duke University Police Department provides police and security services for special events. You can request security services for events through Duke Police.
The cost is determined by the number of hours each officer is on site at your event and a minimum of 3 hours is required. Duke Police’s Special Operations unit will determine the number of officers required to cover each event and the need for any special services, such as ambulances. Please make your requests as soon as known, and at least 10 business days prior to the event.
If you plan to charge a registration or ticket fee for your event, you must review the information about collecting money and event registrations on the Managing Finances section of the Fuqua411.
In summary, you must fill out this form on FuquaConnect to request your FuquaPay form.
Students are not able to sign a contract on behalf of Duke University or any subsidiary, including clubs. All contracts must be signed by an authorized employee, such as the Senior Associate Dean for Programs, Associate Dean of Finance, or the Associate Dean of Finance & Administration.
Please submit the contract using the following procedure, which is found on FuquaConnect here.
Just like any other club/MBAA expenditure, you should seek approval from your treasurer or before submitting the contract for signature.
Students are not permitted to have personal mail or packages delivered to Fuqua, but student groups (clubs, sections, etc.) may send items purchased for an event/initiative to Fuqua. If you will be shipping items to Fuqua, please be sure:
- The club/student group (e.g. “Marketing Club”) and name of club contact are clearly noted on the shipping label so the BMO knows where to route the package(s).
- If you are expecting a large shipment (multiple packages and/or heavy ones), alert the BMO (operations-bmo@fuqua.duke.edu) to work out the logistics. This will help ensure the packages are routed to the appropriate people and place within Fuqua.
- All packages must be picked up from the BMO mailroom by 3:00pm daily. If you do not pick up packages by 3pm you will not have access to them until the next day at 9:00am.
VISITOR PARKING
Visitor parking may be arranged in one of the following ways. For all options, we recommend your guests arrive 10-15 minutes prior to their appointment to allow time to walk to Fuqua and navigate through Fuqua’s campus to their destination.
Science Drive Visitors Lot: If your guest is visiting for Fuqua business you may obtain a pay code for the pay stations from the Builiding Management Office (BMO). The BMO will need the date your visitor needs parking, as they’ll provide you the appropriate monthly code to enter. For MBA club events, please provide your club fund-code, the parking fees will be charged to your club. The cost is $5/up to 4 hours, or $10/over 4 hours. The BMO will provide instructions and a map, which you can send to your visitor along with the pay station code.
For non-Fuqua business visitors, all pay stations accept cash, credit and debit. PaybyPhone may also be used for this lot. Rate is $2/hour.
For more visitor parking details, review the Visitor Parking website.
For more than 5 vehicles, see guidelines for Event Parking.
EVENT PARKING
For event parking needs of 5 or less, you may first contact the BMO to see if they are able to provide your guest(s) with a visitor permit. Your request needs to include the event name, number of vehicles, date, and fund code. The parking lots for visitors will be the Science Drive Visitor Lot. However, parking spaces at Duke are reserved on a first-come, first-served basis. With smaller groups, it is still a good idea to contact Duke Parking’s event planning office to check on the availability of parking and other events that day.
When event parking needs exceed 5 vehicles, you must submit a request for event parking spaces to Duke Parking through their website.
For groups of 20 or more, Duke can help to arrange parking for you and your visitors. In some cases, a member of Duke’s campus safety staff will be needed to assist in parking or managing your event. Not all events need an officer, but it is suggested for groups of 20 or more for assistance with parking or attendance. The average charge per officer is $36 an hour with a four-hour minimum.
To book an event, please contact Duke Parking at least two weeks and no more than six months in advance. A $150 fee is required if an event is scheduled ten days or less before it occurs. To request event parking, complete and submit this form. Your event parking request will be confirmed by phone or e-mail within two business days of submittal. Confirmation will include a cost estimate, parking availability, and payment options. Pricing for 2022-23 is available in this document. See Duke Parking & Transportation for more information about event parking.
For questions or follow up, please contact Event Parking Services: Phone (919) 684-PARK (7275), Email: ptsevents@duke.edu.
