Meeting Room Policies

In keeping with our mission, vision and values, meeting spaces in the Libraries are made available for collaboration among the members of the Duke University community. Priority is given to library staff. Students do not have access to the Event Management System (EMS) and must have a faculty sponsor to make a reservation. For social activities, we encourage groups to explore other campus locations. Meetings must occur within public library hours.

To request a reservation, read this policy and click “Agree” at the bottom of the page.

Making a request

• All rooms are self-service.
• A Duke NetID is required to make a reservation in the Libraries.
• A University fund code is required to make a reservation in the Libraries in case of damages or housekeeping fees.
• Classes are not to be held in meeting rooms. Please contact the Registrar’s Office to schedule class space.
• We cannot accommodate standing weekly meetings.
• You must include set up/breakdown time in your original request.
• We reserve the right to decline meeting requests that exceed our capacity.

Accessibility

• For assistance with accommodations, please contact the Disability Management System, and the Accessible Event Planning FAQ.

Audio/Visual support

• The A/V equipment in the rooms is self-service. Library staff cannot provide A/V support for your event.
• If you need help with A/V or room technology, please contact the Office of Information Technology (OIT). OIT can provide an orientation to the A/V equipment as room availability allows, Monday through Friday, 8am - 5pm. First, schedule an additional reservation for the room where you will have your event. Then, contact OIT AV (oitav@duke.edu) to let them know of the location and time of the orientation. OIT AV needs at least 72 business hours advance notice to conduct an AV orientation.
• OIT AV can also be contacted for on-site troubleshooting from 8am - 8pm Monday through Thursday and 8am - 5pm on Fridays using the phone number below; however, they cannot attend the event to provide constant service.
  • 
    Office of Information Technology (OIT)
  • Phone: (919) 660-3088
  • Email: oitav@duke.edu
  • Submit an IT Ticket to TTS
• The Libraries cannot provide any additional A/V equipment not already in the room.
• You must turn off all A/V equipment after your event.

Food and beverage

• Catering is only permitted in the Holsti-Anderson Family Assembly Room.
• Food must be served/staged inside the room. Staging outside the room is a fire code violation.

Furniture

• The library does not provide furniture outside of what is already in the room. You may bring in equipment rentals from university approved suppliers.
• You may reconfigure in-room furniture yourself or contract with a Duke-approved vendor for furniture moving/storage.
• Rooms must be reset to their original configuration at the end of your meeting.
• Room furniture may not be placed in hallways outside of meeting rooms. This is a fire code violation.
• Any damages or liability issues that occur during a move are the financial responsibility of the requesting department.

Housekeeping / closing

• Wipe tables after the meeting. Please provide your own cleaning supplies.
• You must ensure that the space is returned to its original state — this may require wiping surfaces, resetting furniture, turning off lights and A/V equipment, etc.
• The library is not responsible for items left behind.

Keys

• Keys to your meeting room may be checked out at the Perkins Library Service Desk and must be returned after the meeting. Ensure the door is locked when you depart.

Parking

• Visitor parking is available at multiple lots across campus. Parking Garage 4 and the Bryan Center Lot are closest to the Perkins, Bostock, and Rubenstein Libraries.
• For additional information, contact Duke Parking and Transportation.

Signage

• You may bring wayfinding signs, but signs must not be taped to doors or walls. Instead, place signs in sign stands that you provide, and remove sign stands after the meeting.
• The library will not provide signage or sign stands.

Failure to adhere to these policies may result in the loss of room reservation privileges. Policies are subject to change without notice.

Agree and Make a Reservation