Event Planning Policies & Templates

The Events Office works to support all Law School community members in producing high-quality, cost-effective events. Below are guidelines for determining what type of event you need to plan and how to go about doing so. Please also review the links in the sidebar of this page for more information and advice on planning events.

Are you planning a meeting? Meetings are gatherings of people that DO NOT require assistance from another department or vendor (such as housekeeping, catering, audio/visual support, etc.).

Are you planning a special event? Special Events are gatherings that DO require assistance from another department or vendor (i.e., you need extra tables or trash cans, you need media services to record the event, or you are ordering food). Any event serving alcohol taking place after the normal operating hours of the Law School (Mon – Fri, 8am – 5pm) must have a Duke security officer hired by the event host. Any gathering taking place in Star Commons, Burdman Lounge, the 3rd Floor Mezzanine, the Loggias, Noble Plaza, Beber Sculpture Gardens, or the Alumnae Courtyard will be considered a special event; all reservations for these spaces must be made using the Special Event Request Form.

Is your event part of a class? Additional classes, make-up classes, or changes to existing class schedules can be made with an Outlook calendar meeting request and will be accepted by the Registrar’s Office; please email registrar_office@law.duke.edu directly for assistance.

Once you have reviewed the Law School Master Calendar to select a date, you should submit a Special Event Request Form. Completing this form allows the Event Office to accept your room request and advise you of any potential conflicts for your event.

Are you from outside the Law School community? Groups from outside the Law School may reserve or rent space in the Law School on a case-by-case basis only; external requests should be directed to the Events Office at events@law.duke.edu or (919) 613-8548.

NOTE: No events will be scheduled that will conflict with a Law School sponsored annual event such as Admitted Students Open House, Reunion, Leadership or Named Lectures. Also, only one conference/ symposium will be scheduled on any given day. These events can only be scheduled on Friday, Saturday and/ or Sunday.

Scheduling a Meeting:

Faculty and staff may send an Outlook calendar meeting item to request a room reservation for meetings. Your Outlook request will be reviewed and accepted by the Events Office; please do not consider your appointment confirmed until it is accepted through Outlook. Students must use the Student Meeting Request Form to schedule meetings.

Scheduling a Special Event:

Once you have reviewed the Law School Master Calendar to select a date and checked for the room availability, you should submit a Special Event Request Form. Completing this form allows the Event Office to accept your room request and advise you of any potential conflicts for your event.

The event will also be posted to the Duke Law Calendar at this time. Planners do NOT need to have all event details confirmed prior to completing a Special Event Request Form; additional information may be submitted directly to the Events Office at events@law.duke.edu for posting to the calendar.

After your event has been confirmed by the Events Office, you MUST complete theEvent Manager Questionnaire. This form gathers information about specific needs relating to housekeeping, catering, audio-visual support, etc., and submits your requests to those various departments. This form also helps the Event Office track your requests and ensure you get the support you need. Questionnaires must be submitted no less than 10 days and no more than 14 days prior to the event date.

Templates

Flier Templates in Microsoft Word

Flier Templates in Microsoft Publisher

Instructions: Right-click on the link and save the file on your computer. Choose either "Save link as" or "Save file as."

Poster Templates in Microsoft Publisher

Instructions: Right-click on the link and save the file on your computer. Choose either "Save link as" or "Save file as."

Please contact the Events Office for guidance as you plan your event! We are happy to help you select an appropriate room, review the calendar for potential conflicts, select vendors, or troubleshoot any issues that may arise.