Logistics & Planning

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.

Use the guidance below to reserve space at Fuqua, elsewhere on Duke’s campus, or off campus.

At Fuqua

Reserve all Fuqua spaces through the Event Management System (EMS). The Building Management Office (BMO) will review your request and email you once it 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 and Space Setups

If you need tables, chairs, staging, or another specific setup, email your request to the Events team as soon as possible after reserving the room and no later than two weeks before your event.

Depending on the event date, time, and setup needs, staffing or overtime charges may apply. BMO will let you know if fees are expected.

Don’t have access to reserve space at Fuqua? All non-Fuqua affilated groups should contact the Events Office directly. Review the Events at Fuqua Guide before reaching out.

Events elsewhere on Duke’s Campus

Some Duke spaces, including recreation fields, may also be reserved through EMS. For recreation-space details, visit Duke Recreation Facility Rentals.

Off-Campus Events

Off-campus venues often require more lead time and financial coordination.

• Book early. Popular venues may require deposits and fill quickly.
• Review the Recommended Vendors list for venues commonly used by Fuqua students.
• Do not sign a contract. Submit all vendor contracts to the
  MBAA Student Organizations: Financial and Contract Services Request form

  for review and signature. Allow at least 2–3 weeks for review and execution.

• Confirm deposits, cancellation terms, and minimum-spend requirements in writing before moving forward.
• Review the Managing Finances page for payment and reimbursement options.
• If alcohol will be served or the venue is far from campus, consider transportation and security needs when building your event budget.

*All Fuqua student organizations must use transportation vendors approved by Duke University, per Duke Procurement and Risk Management.*

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.

*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.

Planning a service activity or partnership with a local nonprofit or community organization? Start by connecting with the MBAA VP of Service & Sustainability and the Office of Student Life.

Fuqua has ongoing service initiatives and community partnerships that your club may be able to build upon. We can help you:

• Identify potential community partners and appropriate contacts
• Connect with other Fuqua staff, students, or clubs that may support your initiative
• Coordinate service activities happening across the Fuqua community

Donation Drives & Fundraising

Before promoting or collecting money or goods, such as canned food, coats, or gifts, you must contact both the MBAA VP of Service & Sustainability and the Office of Student Life.

This helps ensure fundraising and donation drives are appropriately coordinated with other Fuqua initiatives and do not place overlapping demands on students.

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

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:

1. Review the Policy
   • Read the full Food Truck and Mobile Vendor Policy to understand all requirements and timelines.
2. Check Availability
   • Contact the BMO Events team to:
     1. Confirm that your proposed date and time do not conflict with other Fuqua events.
     2. Determine the best onsite location for the vendor.
3. 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.

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.

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 4 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 allowed 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 to Fuqua’s Accounting department via the MBAA Student Organizations: Financial & Contract Services Request form. 

Just like any other club/MBAA expenditure, you MUST seek approval from your treasurer before submitting the contract for signature.

Personal mail and packages may not be delivered to Fuqua. However, student groups may ship items purchased for a club event or student group initiative.

When shipping items to Fuqua:

• Clearly include the club or student group name (for example, “Marketing Club”) and the name of a club contact on the shipping label.
• For large or heavy shipments, or shipments with multiple packages, notify BMO in advance at operations-bmo@fuqua.duke.edu to coordinate delivery and storage.
• Pick up all packages from the BMO mailroom by 3:00 p.m. each day. Packages not picked up by that time will be available the following business day at 9:00 a.m.

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.