VENUE & PRODUCTION MANAGEMENT
VENUE RESERVATIONS

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VENUES

The following spaces are reserved and operated by the Venue & Production Management team:
  • Page Auditorium
  • Reynolds Industries Theater
  • Griffith Film Theater
  • Sheafer Lab Theater
  • Baldwin Auditorium
  • The Arts Annex
  • The Rubenstein Arts Center:
    • von der Heyden Studio Theater, Ruby Lounge, Ruby Film Theater
    • Studios 124, 131, and the Murthy Agora

RESERVATION PROCESS

  1. Please submit a completed form NO LATER THAN 8 WEEKS prior to your requested event date through the link below.
    For inside Duke Departments and Student orgs submit this form here
    For Non-Duke requests submit this form here
  2. Within 7-10 business days, a member of our team will reach out with information. If we are able to accommodate your inquiry, you will receive a space agreement to sign and return with fund code. Upon receipt of the agreement, you have 7 days to sign and return the document. Reservations with late or incomplete space agreements will be released.
  3. One month prior to your event, a member of our team will schedule a meeting to finalize the details for your event.
  4. One week prior to your event, all applicable production materials (lighting, audio, video needs, etc) must be submitted to [email protected] .
  5. One week prior to your event, the lead production technician assigned to your event will reach out to confirm event details. We work together to have a successful event and look forward to seeing everything come together!
     

RESERVATION POLICIES

Please read the following general policies carefully. Additional policies are outlined in the Venue Space Agreement.
  • Inquiries must be made a minimum of eight (8) weeks prior to your requested event date. Exceptions will be made on a case-by-case basis and are in no way guaranteed.
  • Inquiries must be submitted via the completed form linked above. Incomplete forms will result in booking delays.
  • All Ticketing or registration for events in the venues operated by VPM must be through the Duke University Box Office. Tickets or registration through third-party sites like EventBrite and Ticketmaster, or through the "Register Now" function on DukeGroups, will be deemed invalid at the door.
  • Food and drink is permitted in some instances. For receptions, a space that can accomodate a reception must be reserved, or a secondary space must be reserved. Food and drink in the house or lobby of all venues is prohibited. The exceptions are the Ruby Lounge, Griffith Film Theater, and the common areas of the Arts Annex. All food and drink must have advance approval, and environmental services arranged through your reservation in advance, which will incur additional charges based on the size of the event scope. All food served on premises must be through a licensed caterer, we highly recommend using a vendor through Catering at Duke, who are familiar with the venues and are able to cater to a variety of needs. If you wish to use an outside caterer or vendor, please contact us to arrange for approval.
  • Registered Student Organizations (RSO) must also register and submit the event reservation through DukeGroups at least five (5) or more days before the event date for final approval by the Office of Student Involvement and the Duke Group approval process. The Venue Space Agreement for RSO's are contingent upon final approval of Duke Group approval process. If the event is not given the final approval within Duke Groups, the event will be cancelled and the Space Agreement becomes null and void. Individual students in need of a space for a non-group, individual need may contact our office for a case by case evaluation and discussion.
  • Duke University Departments and units using a fund code to reserve and pay for services, costs are based on package rates, or if an event is more complex, may be based on time and materials. Duke entities may not reserve venues on behalf of external organization use, or front a reservation, to pass a University rate to an external entity. Cost estimates will be developed during a scheduled advancing meeting approximately one month prior to the event. A list of package rates will be posted online soon.
  • External, non-University entities, the reservation calendar opens in April for the following Fall and in October for the following Spring. Requests prior to these dates will not receive response. Costs are based on package rates, or if an event is more complex, may be based on time and materials. A Duke entity may not reserve venues on behalf of an external organization, or front a reservation, to pass a University rate to an external entity. If that is the case, the external rate will apply upon settlement and the full cost will be transferred to the department or the external entity will have the opportunity to pay via credit card or money order a full deposit prior to the first event date. Cost estimates will be developed during a scheduled advancing meeting approximately one month prior to the event. A list of package rates will be posted online soon.
  • Private Individuals are typically not eligible to reserve a venue for an event due to insurance and liability requirements.

Six to eight (6-8) weeks after your event, an invoice will be sent to you via campus or postal mail by the Student Affairs Business and Finance office. If you wish to have this emailed, please contact [email protected] after your event has been billed. Venue and Production Management does not generate or distribute final invoices.
 

OTHER FREQUENTLY REQUESTED VENUES