Reserve a Library Meeting Room

Guidelines

In keeping with our mission, event and meeting spaces in Duke Perkins, Bostock, and Rubenstein Libraries support the academic and research-related activities of the university.

You must have a Duke NetID and system permissions to make a room reservation in Duke Libraries via EMS.

All rooms are self-service. Library staff are not able to assist with coordinating your event.

Requests that do not adhere to Library Meeting Room Procedures & Policies may be declined.

Procedures

  1. Review Meeting Room Procedures & Policies.
  2. For rooms individually listed below, use the Event Management System (EMS) to make your reservation request.
    1. Requests must be submitted at least 5 business days in advance of the meeting or event, and more lead time is preferred.
    2. You will receive an email confirming your request. If you do not receive this confirmation within 1-2 business days, please contact lib-spaces@duke.edu.
    3. Within 3-5 business days of making your request, you will receive a second email indicating whether your request was approved. You may modify your request and/or approved reservation in your EMS dashboard, up to 72 hours prior to the event.
  3. For rooms not listed below, see Find Library Spaces.
  4. For help with the EMS, see this How-To guide.

About our event spaces

Rubenstein Library 153 — Holsti-Anderson Family Assembly Room

photo of meeting room
  • Size: Up to 99 people
    • Standard lecture-style seating
    • 2 head tables with 4 chairs
  • A/V:
    • Projector & computer with HDMI laptop cables (we do not provide Mac adapters)
    • DVD Player
    • Zoom available via in-room computer
    • Panopto recording capability. If you are interested in recording via Panopto, you must provide a 7-day notice to: vaugh.stewart@duke.edu
  • Microphones:
    • Handheld wireless microphone with table stand (x2)
    • Lectern (x1)
    • Lapel (x1)
  • Other:
    • Podium
    • Sign Stand
    • Coat closet
    • Large credenza
    • Extra table (x3)
    • Trash bin

Rubenstein Library 249 — Carpenter Conference Room

photo of meeting room
  • Size: Up to 40 people
    • Fixed, board-style table with 17 chairs around the table and 23 chairs distributed around the room
  • A/V:
    • Projector & computer with HDMI laptop cables (we do not provide Mac adapters). Presenter can connect through the HDMI laptop cables and electrical outlets in the center of the tables.
    • Zoom available via in-room computer
    • Panopto recording capability. If you are interested in recording via Panopto, you must provide a 7-day notice to: vaugh.stewart@duke.edu
  • Other:
    • Credenza
    • Trash bin

Rubenstein Library 359 — Gravatt Seminar Room

photo of meeting room
  • Size: Up to 16 people
    • Board-style seating configuration with 16 chairs around the table
  • A/V:
    • Portable flatscreens with HDMI connection
  • Other:
    • Extra table
    • Small end table
    • Trash bin

Bostock Library 121 — Murthy Digital Studio

photo of meeting room

This room is intended to support workshops/group work centered around digital projects and tools.

  • Size: Up to 16 people
  • A/V:
    • Two stationary flatscreens with HDMI connection
  • Other:
    • Portable white board (x2)
    • End table (x2)
    • High table (x1)

Bostock Library 127 — The Edge Workshop Room

photo of meeting room
  • Size: Up to 34 people
    • Standard, classroom-style seating configuration
    • Head table with chair
  • A/V:
    • Projector & computer with VGA and HDMI laptop cables (we do not provide Mac adapters)
    • Zoom available via in-room computer
    • Panopto recording capability. If you are interested in recording via Panopto, you must provide a 7-day notice to: vaugh.stewart@duke.edu
  • Other:
    • Rolling podium
    • Trash bin

The Edge regularly hosts workshops, programs, and special events that showcase scholarly research. We are particularly interested in programs that:

  • Engage users in new research methods
  • Engage users with important research issues, such as intellectual property and open access
  • Include researchers across disciplines
  • Showcase research, especially cross-disciplinary research
  • Leverage new technologies
  • Are open to the entire Duke Community

Preference is given to events that align with The Edge's mission to provide a collaborative space for interdisciplinary, data-driven, digitally reliant or team-based research.

Gothic Reading Room, Ahmadieh Family Commons, Edge Lounge, and von der Heyden Pavilion

Available for reservation ONLY for events sponsored by Duke University Libraries or by senior University administration. Reservations must be approved by the University Librarian and Vice Provost for Library Affairs. Staff interested in reserving these spaces may contact lib-spaces@duke.edu.

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