• Home
  • Hosting an Event
  • Logistics & Planning

Logistics & Planning

Thinking about hosting an event? Read this information FIRST.


Event Planning Best Practices

We’ve compiled the resources on this page (and throughout the Hosting an Event section of the Fuqua411) to be as comprehensive as possible so it is useful for planning any type of student event (e.g. speaker events, conferences, socials, etc.). All of the information provided here may or may not be relevant to your event, but by following the guidelines and timing below, you will be prompted to think about all the critical areas and tasks that go into planning an event.

Is my event BIG or SMALL?

The process and timeline for planning an event at Fuqua will depend on whether your event is considered “BIG” or “Small”.

BIG” events require date approval by the MBAA. They also involve longer lead times for planning and finalizing logistics. Conferences, symposia, and large club parties are the most common types of big events held at Fuqua. Specifically, a BIG event meets one or more of these criteria:

  1. Has a target audience of 50 or more
  2. Will use Geneen, Fox Center, HCA, McClendon, and/or multiple classrooms
  3. Includes one or more C-suite, Fuqua Board of Visitor, or Duke Board of Trustees speakers

SMALL events are any events not meeting the criteria for a “big” event. These are often short workshops, seminars, club happy hours, etc. They usually have fewer speakers (if any), a smaller audience, and are only an hour or two in length. Planning for a small event requires less lead time and the date does not need to be approved by the MBAA. Even though date approval is not required for small events, you may find it’s helpful to check the OrgSync and GTS calendars for other events before setting your date.

General timing and specific steps for both BIG and small events are outlined in the table below:

StepAssociated Task(s)Lead Time: "BIG" EventLead Time: "Small" Event
1st: Book Date & Space
Set date and get approved*, reserve space, put event on OrgSync6-12 months

*Note: you must have your date approved by the MBAA if you're hosting a big event. There will be a process in Spring 2 to request event dates for the next academic year. If planning outside this window, you should connect directly with the MBAA VP of Student Organizations.
1-2 months

*Note: though date approval is not required for small events, you may find it's helpful to check the OrgSync and GTS calendars for other events before setting your date.
2nd: Secure Speaker(s) / Design Content
Design event content, invite speakers, develop risk management plan, contact corporate sponsors, set-up catering

**Note: major sponsors and speakers (Fuqua BOV, C-suite) can have longer lead times and must be coordinated with Fuqua Corporate Relations.
3-6 months1-2 months
3rd: Plan Logistics
Event marketing, parking for guests, space set-up, confirm catering, etc.1-3 months2-4 weeks

Reference Event First Steps below for additional details on your immediate first steps for planning an event at Fuqua. More information and resources on all of the steps outlined above can be found throughout the Hosting an Event section of the Fuqua411.

BOTTOM LINE: Hosting a successful event requires a great deal of advanced planning. While the timeline provided above is a good starting point, you can truly never start planning an event too early. Set yourself up for success by allowing yourself a long lead time to think through all the details of your event and troubleshoot any issues with your logistics.


Key Contacts

Office/Department/Contact Contact Information What they cover
BMO Copy Center copy-bmo@fuqua.duke.edu; (919) 660-8089 Copy/print services, course materials and pre-assignments
BMO Events events-bmo@fuqua.duke.edu; Scott Plueddemann, Events Manager – (919) 660-1987 Event management, space reservations, directional signage
BMO Operations operations-bmo@fuqua.duke.edu Facility operations, including recycling, course packs, mail services, phone and fax services, etc.
Bon Appetit catering@fuqua.duke.edu Catering services
Career Management Center (CMC) cmc-info@fuqua.duke.edu Student advising, particularly related to career conferences/events. Contact your club’s CMC liaison for help.
Multimedia multimedia@fuqua.duke.edu Tech (projectors, microphones, etc.) for events, podiums, and recordings (manned recording or panopto)
Parking ptsevents@duke.edu Parking for events (conferences, symposium, etc.)
Student Life studentlife@fuqua.duke.edu (general questions); Sara Wakefield, Student Life club liaison – sara.wakefield@duke.edu General questions, advising on event planning best practices, etc.
External Relations Club-ExtEngage@fuqua.duke.edu Help with securing corporate partners or sponsorship, connecting with Fuqua alumni, or securing event speakers.

Event First Steps

BLUF: The very first steps for any event are: 1) get a date, 2) reserve a room, 3) add to calendar. Details vary if a BIG or SMALL event, as defined below. Your event is not official until these steps are complete.

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 Event:           meets one or more of these criteria   (nope. I’m doing a small event. Click here.)

  • Has a target audience of 50 or more
  • Will use Geneen, Fox, HCA, McClendon and/or multiple classrooms 
  • Includes one or more C-level, Board of Visitor, or Board of Trustee speakers

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 class sessions.

STEP 2: Reserve rooms
Once you have an approved date, you need space! All Fuqua spaces are reserved via the online 25 Live system (Log on with your Net ID at 25LIVE and follow the instructions to request rooms). Please note that all Fuqua clubs should use “Fuqua – MBA” as your organization when reserving a space. Include your club name in the Event Name so the BMO will know the sponsoring organization. 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 Orgsync
Add your event to Orgsync as early as possible. You can create an event and enter details using the “Events” tab. Click the green button on the right to “Create an Event”. 

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 Event:        any event that doesn’t fit “Big” event criteria noted above  

STEP 1: Choose a date
Consult the Orgsync and GTS calendars to find a date that will work for your event and minimize conflicts for students.  NOTE: extracurricular events cannot conflict with academic class block times.

STEP 2: Reserve rooms
All Fuqua spaces are reserved via the online 25 Live system (Log on with your Net ID at 25LIVE and follow the instructions to request rooms). Please note that all Fuqua clubs should use “Fuqua – MBA” as your organization when reserving a space. Include your club name in the Event Name so the BMO will know the sponsoring organization. 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 Orgsync
Add your event to Orgsync as early as possible. You can create an event and enter details using the “Events” tab. Click the green button on the right to “Create an Event”. 

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.


Now, the date of your event is set and approved. Time to tackle logistics! 


Banned Decorations

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)

Direct all questions on these issues to the BMO.


Booking a Room / Reserving Space

At Fuqua:

All Fuqua spaces are reserved via the online 25 Live system (Log on with your Net ID at 25LIVE and follow the instructions to request rooms). Please note that all Fuqua clubs should use “Fuqua – MBA” as your organization when reserving a space. Include your club name in the Event Name so the BMO will know the sponsoring organization. The BMO will verify your request and send you a confirmation email when your reservation is secured. If you need assistance or advice on space, contact the BMO at events-bmo@fuqua.duke.edu.

Room Set-Up Needs: if you have specific set-up needs (tables, chairs, etc.), you will need to communicate those to the BMO to ensure the space is ready for your event. You should share your set-up instructions with the BMO as soon as possible after reserving your room, or 2 weeks out from the date of your event. Overtime staff fees may apply for facilities set up/clean up depending on room usage and event dates.The BMO will advise if charges are likely to apply.

Non-Fuqua spaces:

Book your space early.

  • Some tried & true venues Fuquans have used to good result in the past are listed below under Recommended Vendors.
  • The venue will likely require advance deposit or minimums, so be aware of what the commitments are.
  • If your vendors requires you to sign a contract, please review the information in the Travel & Risk Management section of the Fuqua411 before you sign. Your contract will need to be reviewed by Fuqua Accounting; allow 2-3 weeks lead time.
  • Consider providing shuttles for your participants, especially if alcohol will be a part of the event.

See the information in the Managing Club Finances section of the Fuqua 411 for how to pay for vendors and event expenses.


Bus Vendors

Your event may require use of transportation to and from a location off-campus.

Fuqua frequently uses the following companies for transportation needs (see additional details in Recommended Vendors below):

Duke also has relationships with a number of other approved and recommended providers:

Vendor Contact Name Phone Number
Abbott Bus Lines Frances Waters Direct: (540) 343-1133; Business: (800) 433-1111
Academy Bus Lines Clarisse Smith Direct: (919) 688-1230; Business: (800) 222-4793
Champion Coach Craig Dance Business: (800) 583-7668
Escot Bus Lines Brian Scott Business:  (727) 545-2088
Harrison Global (Boston Coach) Brad Jackson Business: (919) 439-2024
McKenzie L&W Bus Lines Timekie Merriweather Business: (910) 648-2799
McLaurin Travel Services Jan McLaurin Business: (919) 782-8050
Peter Pan Bus Lines Thomas Lynch Business: (800) 334-6464
Southern Express Van Hoover Business: (919) 682-8767

If you are providing transportation for event attendees, you may want to consider having attendees complete a liability form. More information can be found in the Travel and Risk Management section of the Fuqua411.


Community Engagement & Fundraising

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 Sara Wakefield in the Student Life Office.

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 Sara Wakefield and she 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 limit demand on the student body.


Copying & Printing

BLUF: there are internal [BMO] and external print services available to you!

INTERNAL PRINT OPTIONS @ the BMO
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 charges to be sent

Pricing for print/copy jobs – All Student Club Copy Jobs received in the BMO Copy Center, regardless of whether or not there is a charge, will require your Club Fund Code.

  • B & W prints (on white or colored paper) will require your club fund code
  • Color prints are $0.55 per side (8.5 x 11) and $1.00 per side (11 x 17)

BMO Copy Center Capabilities:

  • Letter Folding
    • 8.5 X 11 can be folded either tri-fold or z-fold, up to 200 within 24 hours
    • Over 200, please call 919-660-8089 to discuss turnaround time
  • Booklets
    • 11 X 17 sheets into 11 X 8.5 booklets
    • 8.5 X 11 sheets into 8.5 X 5.5 booklets
  • Laminating
    • Up to 100 sheets within 24 hours
    • Over 100 sheets, please call 919-660-8089 to discuss turnaround time
  • Inserts
    • White – unlimited inserts
    • Color – up to two different colors can be inserted
  • Binding
    • Thermal tape binding up to 125 sheets
    • Up to 100 sets within 24 hours
    • Over 100 sets, please call 919-660-8089 to discuss turnaround time
  • Staples
    • Staple portrait upper left corner up to 100 sheets
    • Staple landscape upper left corner up to 100 sheets
    • Staple booklet dual staples up to 70 sheets
  • Duplex copies
  • Paper – Stock items include the following
    • 8.5 X 11 white (reg. weight)
    • 8.5 X 11 3-hole punch white (reg. weight)
    • 8.5 X 11 (24% cotton) white (high quality paper)
    • A4 international size white
    • 8.5 X 14 white (reg. weight)
    • 8.5 X 11 white and many colored card stock
    • Transparencies
    • 11 X 17 white (reg. weight)

Misc. Notes for print/copy jobs

  • Rush jobs (with less than 24 hour notices) should be brought to attention of the BMO.
  • If you have any questions, please speak directly with Laurie Kennedy in the BMO. She will be happy to answer questions.
  • Special requests or special binding will need to be sent to an outside vendor. Southport Graphics will typically handle these jobs. The BMO can provide information on these special projects. The student/club will be responsible for working out billing and payment directly with the vendor.
  • Large, high end signage that is commonly seen in the mallway require an outside vendor. The BMO can suggest several preferred vendors (see vendors listed below too). The student/club will be responsible for working out billing and payment directly with the vendor.

EXTERNAL PRINT OPTIONS (good for retractable banners, large color posters, etc.)

FedEx and AdResources are both good options for club event banners. They sell 32 X 80 banners for between $190 – $240. Please see below for details.

FedEx Office Print & Ship Center:

  • 610 9th St, Durham
  • 919.286.1000

Ad Resources: www.adresourcesinc.com 


Hotel Accommodations & using the JB Duke

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, 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.


Multimedia Needs

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 us and we’d be happy to meet with you to guide you.
  • 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 you needs.
  • 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 manned 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) 660-7974.


Parking for Guests

You should direct all your guests to the Science Drive Visitor’s Lot. Guests can pay at the pay station within the lot. Parking is $2 per hour up to a maximum of 4 hours (or $8.00). If your visitors are expected to stay longer than the 4-hour maximum, please follow the recommendations below:

  • For event parking needs of 5 or less: You can request parking for your guests 2 ways:
    1. The BMO can provide a paper permit, good for one day only, to allow your visitor(s) access to the Science Drive Garage. Your guests must enter the 751 (Cameron Blvd) entrance (the permit entrance). You will need to provide your club’s fund code and the cost is $8.00 per permit issued.
    2. For VERY special VIP guests (C-Suite or other high-level speakers), you may request a Fuqua Lot paper permit for the gated lot off of the Towerview Rd entrance to Fuqua (guests would turn right at the first stop sign on Fuqua drive instead of going straight to the circle outside of the Fox Center). Please make your request to Ericka Emiliani-Salois, epe4@duke.edu.
  • When event parking needs exceed 5: When parking needs exceed 5, you should contact Duke Parking & Transportation (PTS). For groups of 20 or more, PTS can help arrange parking for you and your guests. PTS must receive requests at least 10 business days in advance, but will accept reservations for up to 6 months in advance. The event parking request will be confirmed by PTS by phone or email within 5 business days of submission. Confirmation will include a cost estimate, parking availability, and equipment/signage information. In some cases, 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. The average charge per officer is $33 an hour with a 4 hour minimum. A $125 charge is mandatory if an event is scheduled 10 days or less before it occurs. Your contact for event parking at PTS is: ptsevents@duke.edu.

Proof of Insurance (for Vendors)

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.


Purchasing & Reimbursements

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 Club Finances page of the Fuqua 411.


Recommended Vendors

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) ProvidedCompany NameContact InfoWebsite
Bus Transportation / Car ServiceCarolina Liverycarvanbus@aol.com; 919-957-1111http://www.carolinalivery.net/
Holiday Toursinfo@trustholiday.com; 336-498-9000https://trustholiday.com/
Greenway Transitinfo@greenwayrides.com; 919-957-8294 http://greenwayrides.com/
Entertainment: DJ, Photographer, Photo BoothComplete Weddings + EventsBilly Ezzell: 919-201-1113;
billy@completeraleigh.com
https://completeweddingraleigh.com/
Entertainment: Photo BoothZimZoom Photo Boothinfo@zimzoomphotobooth.com; 919-670-0250 https://zimzoomphotobooth.com/
SwagSee details in Swag & Gifts section under "Logo Use"
Event Venues
Not exhaustive list, but select venues used to good result
Carolina Innhttps://www.carolinainn.com/meetings-events/chapel-hill-meeting-rfphttps://www.carolinainn.com/
Cotton Room919-530-8380 http://www.thecottonroomdurham.com/
Shooters919-680-0428 https://www.facebook.com/ShootersSaloonDurham/
The TavernThetaverndurham@gmail.com; 919-286-7665 http://www.thetaverndurham.com/
Washington Duke Inn919-490-0999https://www.washingtondukeinn.com/
JB DukeSee details in "Hotel Accommodations & Using the JB Duke" section above

Securing Corporate Sponsors or Event Speakers

Additional information on the process for identifying and soliciting corporate sponsors or event speakers can be found on the Alumni & Corporate Engagement page.


Security Concerns

The Duke University Police Department provides police and security services for special events. Details on requesting security services can be found here. The average cost is $35 per hour for each officer 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.


Shipping items to Fuqua

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 or student group (e.g. “General Management Club”, “Class of 2020 Section 4”) is clearly labeled on the shipping label so the BMO knows where to route the package.
  • Alert the BMO (operations-bmo@fuqua.duke.edu) that you will be expecting packages. This will also help ensure those packages get routed to the appropriate people.