Event Checklist

Event Checklist

Hosting an upcoming event at the Duke in DC office? Please review the following checklist to ensure that you address all logistical and technical needs prior to your event. 

Policies

  1. Please check the calendar and request space through our online reservation system found here. Please note that submitting the form does not guarantee space. A Duke in DC representative will reach out via email to either confirm your hold or discuss alternatives.
  2. Once a date is confirmed, a list of approved caterers and AV vendors can be found here. If you need to use a vendor not listed, please contact Sarah Supsiri (sarah.supsiri@duke.edu). The vendor will need to provide a delivery date, time and a certificate of insurance. Hosts/caterers are responsible for providing all utensils, plates, cups, napkins, etc.
  3. Guests are responsible for ordering their own catering and cleaning all trash after the event. If additional trash receptacles are needed, please contact Sarah Supsiri.
  4. For any large loading or unloading, a loading dock is available. Contact Sarah Supsiri to request access to the loading dock.
  5. No later than three (3) days prior to your event, please confirm a point of contact and provide a list of attendees. If you have more than 20 guests, a host is required to assist security in the building lobby at check-in.
  6. Room set-up and final attendance should also be confirmed three (3) days prior to your event. All tables, chairs, and A/V equipment must be returned to the state in which you found them before use.
  7. Within 48 hours of the event, the point-of-contact needs to schedule a walkthrough of the space and learn the AV capabilities. It is highly suggested that if a conference call is being made, the point-of-contact test the telephone line beforehand. There is no tech on site to help in the event of an issue.
  8. The building’s 1201 Pennsylvania Avenue entrance and elevators are open Monday-Friday 7:00am – 7:00pm. The Duke in DC office is open Monday-Friday 9:00am – 5:00pm. Temporary keys are available for groups and individuals using the conference rooms and swing offices. Please contact Sarah Supsiri to reserve a key.
    1. Use of the Duke in DC office space is free, however, office use outside building hours (Mon.-Fri. 7am – 7pm, Sat. 9am-2pm) is charged $50 per hour (pro-rated to the half-hour) for extra HVAC fees. HVAC invoices incurred because of office use are forwarded to the event host/manager. 

Address

1201 Pennsylvania Avenue NW, Suite 500

Washington, DC 20004

Event Space Contact

Sarah Supsiri

sarah.supsiri@duke.edu

O:  202-791-9561 (9AM-4PM)  

Parking

Public parking garages are available around the office. 

    •  1220 E St NW, Washington, DC 20004
    •  1111 Pennsylvania Ave NW, Washington, DC 20004
    •  555 12th St NW, Washington, DC 20004

Metered street parking is also available but is unpredictable and has time-based restrictions.

Wifi

  • Network Name: DukeinDCGuest
  • Password: Duke1201