• Most spaces are available to book in Astra. However, the Executive Suite (105, 106 & 107) will only be available to book through our internal Room Reservation Form.
• To check what when the Executive Suite is available, you can find them by subscribing to the rooms’ Google Calendars:
  
  • Open your Google Calendar and click on the search bar on the left hand side
  • Click on the plus sign to the right of  "Add a coworker's calendar"
  • Select "Browse resources"
  • Select "Lucas Hall" from the list of options
  • Check off the boxes for the conference rooms you'd like to add
  • The new calendars will appear under "Other calendars"
• If you need to book recurring meetings in the Executive Suite or just need to use all three spaces for the event, please submit the reservations using the sample spreadsheet.
• All room requests MUST include setup time and break down time when booking the space. Do not book just the event time.
• Please allow for at least 48 hours for your request to be processed.
• Priority is given to meetings or events sponsored by the Leavey School of Business. Events are booked on a first come, first served basis, with exceptions made for grand scale Leavey events or events deemed of high priority by the Dean.
• If an event is canceled and the room is no longer needed, you are required to release the room. Please email the Leavey FinOp team at least 10 business days in advance of the reservation. Individuals who repeatedly fail to release unneeded rooms may have their reservation rights revoked.
• There are a two instances where rooms are automatically booked together to reduce noise impact on events:
  • Executive Lounge 105 & Reddy Executive Classroom 106
  • Barsema Conference Room 301 & Kouzes Posner Terrace

Access to the conference rooms:

• This is via an Onity card, which can be checked out at the Duke Business Service Center during business hours. During the months Dukes is not open, you can check out your card from the Dean’s Suite at the front desk.
• Onity cards can only be picked up by the person who has made the reservation or the person listed as the Sponsoring Organization Contact. 
• They are available for pickup prior to your event and must be returned immediately after the event has concluded.
• If your event is outside of Dukes’ hours, please plan to pick it up before they close and return the following morning when they open. If a card is needed for the weekend, please pick it up Friday afternoon/evening before the reservation and return Monday morning.
• Only one access card will be given for each event.
• If the Onity card fails and the room is locked, please ask a Representative from Dukes for support.  If the Onity card fails and the room and Dukes is not open, please call Campus Safety at (408) 554-4441 to have it unlocked.

• Return Onity card to Dukes as soon as possible. If they are not open, please return the card during their next opening shift.
• Failure to return Onity cards, after your event, to the Dukes Business Center will result in a $50 fee.  Individuals who repeatedly fail to return their key will have their room reservation privileges revoked for the quarter.

• Tables must always have someone in attendance.  The tabler must stay at the designated location, not wander around or otherwise bring attention to their display.
• Tables are not to be used as unattended sources of information.
• Items unattended will be discarded.
• Audio/visuals are not permitted.
• The Dukes Business Service Center does not store items.
• Signage taped behind the table provided is not allowed.
• Furniture: Tables may only be reserved in designated locations.  Only tables provided by the Dukes Business Service Center may be used; therefore, standard Lucas Hall tables cannot be used for tabling.  A single chair is provided for each table reserved, unless otherwise requested.
• You can distribute food, but you are responsible for cleanup.
• The Dukes Business Service Center and the Leavey School of Business reserve the right to define appropriate behavior as needed to ensure a peaceful academic environment.

If you would like a welcome table for your event in Forbes, please note this in your Astra request form, and please submit your request through the Room Reservation Form. Note that this tabling is not guaranteed. You also may not be the only table in the space during that time.

Additional guidelines for employer/partner tabling is available through the Undergraduate Business Programs Department. Please reach out to Brenda Versteeg, Senior Director, Career & Leadership Programs, for further information. Further restrictions may apply.