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Event and Meeting Requests, Procedures, and Policies

  • In keeping with our mission, event and meeting spaces in Perkins, Bostock, and Rubenstein Libraries support the academic and research-related activities of students, faculty, and staff. Our goals are to promote academic scholarship, disseminate diverse perspectives, spark creativity, and foster enthusiasm for teaching and learning. Subject to the availability of space, the Libraries will try to accommodate events sponsored by university-affiliated departments, programs, individuals, and groups that conform with these goals (e.g., author talks, panels, guest lectures, research workshops, round table discussions).
  • Other campus locations and organizations (e.g. University Center Activities & Events, the Link) provide spaces that faculty and student groups can reserve for social or otherwise non-academic activities. We encourage groups to explore these options for non-academic events.
  • For specific details about hosting an event in The Edge in Bostock Library, see The Edge Use Space Guidelines.
  • All room requests are processed on a first-requested, first-accommodated basis.
  • Because of the high volume of requests we receive, we cannot guarantee that we can accommodate every request.
  • We generally cannot accommodate standing weekly meetings. Recurring meeting requests will be evaluated by date, time, and frequency.
  • Room reservation requests should be submitted 10 or more business days in advance. The more notice you provide, the better able we are to accommodate your event. If your event will occur on a weekend, you must submit your request at least 15 business days in advance. 
  • We generally do not accommodate events that fall outside of our hours of operation. However, requestors may be granted permission on an individual basis by the University Librarian and Vice Provost for Library Affairs. Event organizers should check our online schedule of library hours for the most current information.
  • We reserve the right to deny the use of library facilities for purposes that are inconsistent with the policies set forth here. We also reserve the right to decline requests for major events from members of the university community when other public facilities at Duke are available.



Room Access and Use, Procedures, and Policies

  • At the time of an event, the event contact may check out the room key from the Library Service Desk on the first floor of Perkins Library. Room keys must be checked out by a Duke-affiliated individual or group with a valid Duke ID. The event contact is responsible for the reserved space from the Start Time listed on the room request form to the return of the room key to the Library Service Desk. 
  • Event organizers are responsible for arranging tables and chairs in the space to fit their needs. They are also responsible for resetting the space to its original format at the conclusion of the event. Library staff are not available to arrange tables and chairs. For assistance with moving or arranging furniture, contact DeHaven's Transfer and Storage or discuss room setup with your caterer prior to the event.
  • During an event, room doors must be closed to prevent disturbing those working nearby.
  • Room furniture may not be placed outside of the room for any reason. This is a fire code violation.
  • No adhesives or tape are permitted on the doors, adjacent hallways, or interior walls of library event and meeting rooms.
  • During event breaks, attendees should maintain quiet voices and respect the designated Quiet Zones and No Food Areas of the Libraries.
  • At the End Time listed on the room request form, the event contact is responsible for ensuring that the room is returned to its original state:

- All food, beverages, and paper products are placed in trash receptacles.
- Chairs and tables are returned to their original configuration.
- Whiteboards are cleaned (if applicable).
- AV equipment is turned off.
- Lights are turned off.
- Door is locked.
- Key is returned to the Perkins Library Service Desk.

  • Failure to adhere to these policies may result in the loss of room reservation privileges.



AV Procedures and Policies

  • For technical support of all AV equipment in Perkins, Bostock, and Rubenstein event and meeting spaces, contact Trinity Technology Services (TTS). This information is posted in each conference room.

Trinity Technology Services (TTS)
Phone: (919) 660-3088
Submit an IT Ticket to TTS
Hours: Monday – Thursday, 8:00 a.m. – 8:00 p.m.
Friday, 8:00 a.m. – 5:00 p.m.

  • If you would like an orientation of AV equipment in the event space, contact TTS at least 48 hours prior to your event.
  • TTS and the Duke University Libraries do not provide on-site event AV or desktop support. If you would like to have a technician on-site during your event, contact University Center Activities and Events.
  • Remember to turn off all AV equipment before you vacate the room.



General Information (Housekeeping, Catering, Parking, Etc.)

  • Depending on the time and nature of an event, individuals or groups may be charged direct costs for housekeeping services or additional security.
  • Catering is permitted in most library conference rooms. The event contact is responsible for meeting caterers at the event or meeting space. Library staff will not meet caterers and let them into the room for you.
  • The Libraries are not responsible for items left in event or meeting rooms overnight or after events.
  • The Libraries do not provide parking for events and meetings. The nearest paid visitor parking is the Bryan Center Parking Garage (Parking Garage IV) and the Bryan Center Pay Lot, just outside of the parking garage. If special parking arrangements are required, the event contact is responsible for coordinating with Duke Parking and Transportation Services to accommodate guests, caterers, and vendors.



Special Guidelines for Reading Days and Finals

For Spring 2022: Students may use the following rooms on a first come, first accommodated basis during all hours the library is open (unless otherwise noted) from 8 a.m. Thursday, April 21 until 7 p.m. Saturday, April 30: Perkins 118, Bostock 225, Perkins 218, RL 249 (Carpenter), RL 349 (Breedlove), RL 350, RL 351, RL 359 (Gravatt)

  • As they can at other times during the year, student, staff, and faculty groups can reserve Rubenstein 350 and 351, The Edge Workshop Room (Bostock 127), Perkins 118, 217 (Korman Assembly Room), and 218 (Tarasoff Family Reading Room) and Bostock 039 and 042 for academic activities during Undergraduate Reading Days and Finals at the end of the fall and spring semesters.
  • Groups wishing to reserve these rooms are encouraged to do so for times between 5:00 p.m. and 8:00 a.m. Reservation requests for other hours will be considered and filled if possible.
  • Groups who have reserved Perkins 118, 217 (Korman Assembly Room), or Perkins 218 (Tarasoff Family Reading Room) and Bostock 039 and 042 should gain access to these spaces by checking out the keys at the Perkins Library Service Desk. They should leave rooms as they find them (lights off; trash thrown away; tables re-set, if necessary) and return keys to the Service Desk before leaving the library. Groups that do not adhere to policies may be denied future access to library spaces.
  • Library staff are not able to assist with IT needs, furniture arrangement, or publicity/marketing for groups requesting spaces for events during Undergraduate Reading Days and Finals. Rooms are self-service.
  • A group may reserve Bostock 039 and 042, and Perkins 118, 217 (Korman Assembly Room), and Perkins 218 (Tarasoff Family Reading Room) a total of five times during Undergraduate Reading Days or Finals (e.g., a single group may request the Tarasoff Family Reading Room for up to 5 days between 5:00 p.m. and 8:00 a.m.). Single reservations should not exceed 5 hours in length. The reserving group is responsible for picking up any trash, cleaning the general area, and resetting any moved furniture prior to the end of their reservation period.
  • Rubenstein 350 and Bostock 225 will be open to all students, faculty, and staff on a first-come, first-accommodated basis (no reservations accepted) between 5:00 p.m. and 8:00 a.m. during Undergraduate Reading Days and Finals. Rubenstein Library and ADS staff will be responsible for opening Rubenstein 350 and Bostock 225 each evening and then checking the rooms before 8:00 a.m. to be sure they are clean and furniture has been reset, if necessary. Before each Reading Day/Finals period, ADS staff will ask housekeeping staff to check and clean Rubenstein 350, Perkins 118, 218 (Tarasoff Family Reading Room), and 217 and Bostock 039 and 042 during Reading Days and Finals.