Franklin Center Space PolicY
Effective July 1, 2019, the John Hope Franklin Center for Interdisciplinary and International Studies will charge non-Franklin Center residents a nominal fee for use of Franklin Center space. Our goal is to enable the maximum use of facilities while maintaining a cost-neutral impact on the Franklin Center. Facility space will be made available when it is not needed for classes, continuing studies, and Center programmatic activities related to the mission of the John Hope Franklin Center and its residents.
A Duke 25Live reservation request can be found at the following URL: http://bit.ly/2xcbveT. A reservation request is required to request the use of any space within the Franklin Center. Additionally, reservations for the Ahmadieh Family Conference Hall (room 240) requires that the Ahmadieh Family Conference Hall Rental Agreement form, found here, be completed: https://duke.qualtrics.com/jfe/form/SV_e9zTF1tNzVPSpfL. The form must be completed at the time of the Duke 25Live request. Questions or issues with completing the online forms should be directed to the Building Manager or the Director of Operations. The reservation forms must be completed for both the Franklin Center residents, units, and departments and non-Franklin Center units and departments.
TRAINING REQUIRED FOR ROOM RESERVATIONS
Prior to room reservation confirmation, the individual requesting the reservation must attend training for that room. Training will be scheduled at the time of reservation confirmation to occur 1-3 days prior to the event.
RESERVATION AUTHORIZATION AND TIME FRAMES
All reservations are at the discretion of the Franklin Center Director and Building Manager. Reservation requests will not be processed until all academic classes have been assigned when requesting classroom space in the Franklin Center. Reservations are processed 30 days prior to the start of the semester.
Franklin Center space may not be used for programs involving children under 9 years of age. This includes offering childcare services in support of an event. This is a Duke University policy aimed at reasonable youth protection.
Franklin Center space may not be used for student social events during the academic year. Exceptions must be authorized by the Franklin Center Director.
Should a reservation be made under false pretenses, the group, unit, or department may no longer have the privilege of reserving space in the Franklin Center.
RESTRICTIONS FOR USE
Furniture in the classroom must be returned to its proper arrangement by the event organizers unless otherwise approved by the Building Manager. The Building Manager will provide information on the layout which the room should be returned to at the conclusion of the event.
After 5:00 pm, the person who reserved the room is responsible for securing it by turning off lights and equipment, as well as, closing all windows and doors.
Space in the Franklin Center is not available from 3:30 am- 8:00 am for cleaning.
Classrooms and commons areas cannot be scheduled during reading and exam times.
Franklin Center space may not be available at certain dates or times based on sustainability measures or maintenance upgrades.
Any advertising for the event should refer to the space or location as John Hope Franklin Center, Ahmadieh Family Conference Hall, Room 240.
RIGHT TO REFUSE OR CANCEL RESERVATIONS
The Franklin Center reserves the right to deny or cancel any reservations that conflicts with the priorities of our mission and if the intended event for the reservation conflicts with our policies, whose function is not suitable for the requested space, or which may be unlawful, present a risk to public safety or persons using the facility, or be contrary to public policy. Refusals and cancellations are final.
HEALTH AND SAFETY
Room capacity may not exceed posted “seating capacity” for the reserved room.
No smoking or use of tobacco products is permitted on the Franklin Center grounds (inside or outside) as Duke University is a smoke-free campus. This includes the use of e-cigarettes.
Animals, with the exception of service animals, are not permitted in classrooms. Prior notification is expected, if possible, if any service animal will be in the building so that the Franklin Center staff can make the appropriate preparations if necessary.
FOOD AND DRINK
Room signs indicate whether food and/or drink are allowed in a space. Groups renting the space are required to comply with these posted instructions. Food and drink should be noted during the reservation in 25Live.
Trash without food must be bagged and taken to the area designated by the Building Manager. For trash containing food, it must be bagged and taken out to the dumpster or prior arrangements must be made with the Building Manager prior the start of the event.
Alcohol use at Duke University and in the classroom must strictly follow the University Alcohol Policy.
No sales or solicitations are permitted.
No admission fees can be charged for meetings or events in Franklin Center space.
FEES FOR USE OF FRANKLIN CENTER SPACE
Duke University Schools & Units Reservations
Official Duke University-approved student groups, professional school faculty and staff, departments, centers, and University institutes may reserve space for non-credit, non-revenue generating programs with no rental fee. However, all units may incur charges for additional housekeeping, special security, audiovisual support, or damages. Hourly rates for room use cover the costs associated with additional wear and tear on the facility, assists in covering the costs associated with audiovisual and technology provided in the room and additional housekeeping and security costs. The hourly rate for the Ahmadieh Family Conference Hall is $55/hour.
Non-Duke, Duke-sponsored Organization Reservations
Non-Duke, external organizations may rent the Franklin Center space only if sponsored by a Duke department, unit or faculty member who is integral to the program to be offered. Non-Duke organizations will be charged a rental fee (see Rental Fee Rate Structure below) for use of Franklin Center space. In addition, such organizations are liable for the full cost of any damages.
Revenue Generating Event Reservations
The Franklin Center will charge a rental fee (see Rental Fee Rate Structure below) for space reservations for revenue-generating events. The Franklin Center space reservation fee will encompass the cost of the maintenance and operations (M&O) of the space.
Rental Fee Rate Structure
More than 4 hours
Classroom 1,000 sq. ft. or more (Room 240)
(4-hour minimum charge; no overnight reservations allowed)
If the event takes place outside of normal business hours, the department, unit, or center will be responsible for housekeeping changes and night manager costs. These costs will be communicated at the time of the reservation request from the Building Manager. Housekeeping rates are set by Environmental Services with a minimum charge of 2 hours.
Should your event require after-hours personnel provided by the Franklin Center or Duke University, this fee will be passed on to the unit, department, or center using the space and charged to the cost object provided.
DISCLAIMER AND LIABILITY
Duke Police, the University Registrar Office, and the Franklin Center reserve the right to move or cancel an event that disrupts the educational, research, or administrative functions of Duke University, or emergency maintenance-related situations.
Franklin Center space is used at the sponsors’ own risk. Users will be held responsible for the condition of the room and all furniture and equipment within. The Franklin Center is not responsible for damage or loss of personal effects or personal equipment, nor injury to users or participants. The department, unit, or center will be responsible for providing a cost object to be used if facilities and equipment are damaged during setup for the event, during the event, or post-event. It is the responsibility of the person who made the reservation to notify the Building Manager immediately should damage to the room or equipment occur. The Franklin Center understands that there is common wear and tear on the facilities and if there will be a charge for damaged facilities and equipment, prior notification will be made to the individual who reserved the space before the charge occurs on the provided cost object.