VENUE AND PRODUCTION MANAGEMENT VENUE RESERVATIONS

The Venue and Production Management team oversees the reservations and operations for the following campus spaces: Page Auditorium, Reynolds Industries Theater, Sheafer Lab Theater, Baldwin Auditorium, Griffith Film Theater, Arts Annex, and the Rubenstein Arts Center (including von der Heyden Studio Theater, Ruby Lounge, Film Theater, Studios and Gallery). For information on reserving other facilities on campus, please contact the department affiliated with the space directly. 

Our full service operation includes a wide variety of offerings that can be suited to your specific event needs. We work with groups who are seasoned presenters and groups that are planning their very first event. We are here to work with you through each step of the process. We look forward to making your event a success.

1. REQUEST A DATE

Reservations for the above mentioned spaces are scheduled through Venue and Production Management.
To inquire about available venues, please contact us:
        -  Phone: 919-660-1701
        -  Email: venues@duke.edu 
        
Once you have made a venue request, a Coordinator will contact you to begin the intake process and get more information about your event. Every request is reviewed by our team prior to approval. Campus theaters are in high demand, so we recommend that groups arrange for reservations in advance. If you plan to include a reception, hospitatlity, floral, or delivery of any kind in conjunction with your event please include that information with your request. If you are hosting or expection a high profile guest or artist to attend or perform, please disclose that information as part of your intake. That information will be kept confidential and will need to be taken into consideration before planning can continue. .

We require a minimum of six weeks notice for most reservations to ensure that we can provide staffing and equipment for your event. Venue tours are available by appointment only, please request a tour in advance by phone or email using the information above.

Scheduling priority is given to Duke University entities. Scheduling is opened to the general public to request dates in April of each year for Fall dates, and in October for spring dates.  
 

2. RESERVATION INTAKE AND CONFIRMATION AGREEMENT

During the intake process, the space you have requested will be placed on hold. Your intake will be reviewed within 7-10 business days. Once approved, you will receive a Reservation Agreement. The reservation is not final until you have returned a signed copy of the Agreement with a Duke fund code or deposit and insurance paperwork (if a non-Duke entity). Once the signed copy is received, you will receive an email confirming the space along with additional information on the next steps of the process.  Please note: if the Reservation Agreement is not received by the date requested, the hold on the reservation will be released. 

The Reservation Agreement outlines the dates and space you’ve requested and the rules and guidelines for use of the space, ticketing, production and technical requirements, university regulations, insurance needs, and other items related to use of the venue. Please read the Agreement carefully before signing and contact us if you have any questions or concerns. 

The cost for use of a theater venue varies based on the venue and the scope of your event. Please note that every event may accrue costs associated with equipment and labor regardless of Duke affiliation or non-profit status. A cost estimate can be provided upon request. You will only be charged for the equipment, labor, and services that you utilize. 

All Student Organizations must register their events with DukeGroups. Registration with DukeGroups must be completed at least two weeks in advance of the event. You will be required to present your Reservation Agreement upon registration. Student Organizations are expected to adhere to all Student Affairs Event Registration Policies. 

3. OUR SERVICES

After confirmation, you will be contacted by the Venue and Production Management team to discuss the specific details and logistics of your event. This will include conversations about ticketing, ushers, lighting, sound, video, stage setup, audience attendance, rehearsals, and more. You will be contacted about one month in advance, but if you want to get started early, please let us know when you return your Reservation Agreement.
 

PRODUCTION SUPPORT: 

Your event will be supported by our full time, professional production industry staff. Our staff is trained in every aspect of theater production, design and safety. Staff is assigned to your event based on your event needs. You will be contacted in advance of your event to plan the details of your event related to aspects such as sound and lighting. Our venues are equipped with a wide variety of equipment, with the option to use additional equipment as needed. Please note, some equipment may need to be rented at an additional cost to meet the needs of your event. Pricing for equipment is competitive and based on current price lists or market values of our approved vendors. For an estimate of costs related to equipment and labor, please make a request at any point during the process. It is helpful to get as much detail about your event well in advance so that we have ample time to make the proper arrangements for your event as needed.
 

AUDIENCE SERVICES: 

Audience Services covers the support for your event in the lobby and seating areas. The Audience Services staff provides key functions for your audience experience, assistance and safety. Our professional and student staff working as House Managers, Box Office staff (for events that are ticketed), and Ushers. For high profile events or events with specific needs, we can work with you on an event risk assessment and provide additional event security needs, additional cost will apply.

Our volunteer usher team is a robust team of dedicated community members that are familiar with the Duke venues. For more information and to volunteer for the program, please email venues@duke.edu. 
 

TICKETING: 

In order to sell tickets, you will be asked to fill out the Ticketing Services Setup Form. You may download a copy to fill out and send via email to tickets@duke.edu. This form must be received no later than two weeks prior to your desired ticket on sale date. All on sale dates are on Tuesdays and must be scheduled in advance and approved by the Duke University Box Office in writing.

Tickets are sold online through this website (tickets.duke.edu), by phone at 919-684-4444, and in person at the main Box Office in the Bryan Center, as well as for each performance at the venue Box Office starting one hour prior to the event. Tickets sold by phone and online carry service charges of $2/ticket or $8/subscription package; there is no charge for tickets purchased in person during business hours (Tuesday - Friday 11:00 AM - 4:00 PM, or prior to an events at the performance venue).

All events in a Duke Venue and Production Management venue must be ticketed by the Duke University Box Office. The Box Office can provide services for select events or needs across other campus spaces upon request. Our services can be adjusted to accommodate a wide variety of events and needs. Charges apply for services, which will be included on your estimate.

Note Regarding Tax on Admissions: Per NC House Bill 998, effective in 2014, North Carolina sales tax of 7.5% will be charged on admission to entertainment activities in Durham County. Entertainment activities are defined as: any live performance or event, motion picture or film, sporting event, museum, cultural site, garden, exhibit, show, guided tour, or any admission expense to view or watch an event for entertainment purposes. Tax will be automatically deducted from the final settlement and remitted by Duke University. This tax applies to all organizations, regardless of non-profit status and is non-negotiable. 

4. EVENT LOGISTICS

Based on information collected, our staff will help you execute your event. Production technicians will assist and run the production elements of your performance, box office staff will sell and distribute tickets, and house managers will train and deploy ushers and event staff to facilitate audience needs and safety. We will work closely with you on the night of the event to ensure any last minute details are addressed. Scheduling is done on a monthly basis, which is why advance notice is important for us to fully understand the needs of your event.

Most venues do not allow food and drink inside the seating area. If a reception is planned in conjunction with your event, please include that in your initial request. For catering, we recommend working with Duke Dining , we highly recommend using The Picnic Basket, Beyu Cafe, and Thrive . Please note that all events that include alcohol service must include a licensed bartender - preferrably from a Duke Dining partner.

Access to the venue will be limited to times that Duke staff is on site. All policies and regulations for the safety within the venue are at the discretion of Duke staff. 

5. FINANCIAL SETTLEMENT AND BILLING

Financial settlement occurs after your event. Please allow six to eight weeks to process, at which time you will receive a final invoice or payment from our Business & Finance Office.

If your event is booked through a Duke department or organization, funds will be withdrawn or deposited using the fund code provided on your Reservation Agreement. For non-Duke reservations, you will be required to make a deposit prior to your event up to 75% of your estimate depending on your ticketing arrangement, and then final payment may be made by check or credit card for any amount due. If you are due ticket sales, you will receive a check in the mail from Duke Accounts Payable made out to the organization name on your Reservation Agreement. A valid W-9 must be on file for any checks processed.