Room Scheduling and Event Support Services

Additional details for each space can be found in the 25Live links below.

All members of the Duke University community (faculty, student, staff, emeritus, affiliate) may view room availability and submit a reservation request for a classroom or other reservable space by logging in to 25Live Pro with a NetID and password at https://25live.collegenet.com/pro/duke.

If needed, there is a short training video under the ‘How to’ section of the Registrar’s webpage: https://registrar.duke.edu/courses-classrooms/reserve-classroom. For additional help, please reach out to the Duke 25Live Help Desk at help-25live@duke.edu or (919) 684-2813.

Please be prepared to enter a valid fund code in the request form. Also take a moment to determine your setup and breakdown time requirements and include them in your overall reservation request. It is the client’s responsibility to remain onsite until cleanup is complete and the event space(s) are returned to their original condition/layout.

Room set up and break down

Certain rooms require set-up and break down time. Set up and/or breakdown assistance may be provided by Storr Office Environments, 919-313-3890, dukerequests@storr.com or by preferred caterers, at their discretion, with your catering order. SOM Room Scheduling determines set-up and break down times. Please contact SOM Room Scheduling, 919-943-1779, somroomscheduling@duke.edu should you need further instructions or clarification.

Liability

You are responsible for any damages to the facility and/or equipment. Damages will be billed directly to the payment method. Medical Education Room Scheduling will ensure the facility’s equipment is functioning properly and offer instructions upon request prior to the event start. 

Event Setup and Breakdown
Allow up to 2 hours before and after event. Users are required to coordinate set up and breakdown with one of the following trained and preferred caterers.   If you are not using a caterer for your event, it should be noted that TSCHE does not provide any setup of events.  Assistance can only be provided by use of Storr listed on the approved caterer menu.  A person responsible for your event will need to meet their representative on-site to provide direction.  Events may be set by members of your team, but it is also a requirement to remove any and all objects directly after your event.  Failure to do so will result in our contacting Storr, charging for removal and any additional time will be billed accordingly to your existing reservation.

Catering

Preferred Caterers are required to be used for all events in the Great Hall of the Trent Semans Center for Health Education.  Caterers not on the preferred caterers listing may deliver to rooms and/or spaces throughout the building with approval from School of Medicine Administration.

AV Support

If you require onsite AV support, you will be charged for service.  You will not be charged for issues related to multimedia equipment operation or needs for repair/ resolution provided negligence is not determined to be the cause by our IT department.

*Please note that any video streaming and/or recording support service is provided by our Med Ed IT department only. This service will be charged the rates as outlined on the event contract.

Requests may be made to:

• Med Ed IT: Submit a ticket to https://oit.duke.edu/enterprise/applications/supportatduke.php and click on the Support@Duke Service link. Please be sure to authenticate with your login and click on “Create a New Request” located under the Top Request section. Also, Med Ed IT can be reached at 919-907-0025. 

Should you need to cancel an event and AV support (if requested), please contact the Room Scheduling office via email or phone. If we receive cancellation notice at least a minimum of 48 hours prior to your start time, payment will be canceled. If we receive cancellation notice less than 48 hours of your event start date, Medical Education reserves the right to retain full payment for all services requested via the fund code provided at reservation request.  We will not be responsible for fund code changes during or after the event.  Billing to the provided fund code occurs the month following the actual date of the event.

Pets and/or Animals

With the exception of ADA approved service animals, pets and/or other animals are not allowed in the Trent Semans Center for Health Education.