Duke Conversations Guidelines
Process
Students interested in hosting a Conversation should fill out the online application form. An OSAF staff member will follow-up with the student about the application. Students should not make any verbal or written arrangements until they receive application acceptance or denial. Guidelines may be amended, so please check back for the most updated version.
General Guidelines
The spirit of the Duke Conversations program is to provide an environment conducive to dialogue and learning between guest and students. Further, the policies for the program enable the effective and efficient planning and implementation for student hosts.
Statement on Inviting Political Figures
Statement on International Guests
1. The Conversation guest must be willing to visit Duke free of charge. There must be no compensation nor paid honorarium.
2. Approval will not be given for a Conversation in which transportation, hotel, and/or airline reservations have already been booked for the guest. Applications submitted after a program has taken place will not be considered.
3. The Conversations program is not intended to host panel discussions or a meal for a speaker who is already visiting Duke for other purposes. The Conversations program is not a funding source.
4. Duke Conversations will cover the following expenses only: travel to and from Durham, hotel room at appropriate hotel for no more than 2 nights, one Conversations meal, and local ground transportation costs for the guest. If appropriate, the program will provide up to three additional meals per day for the guest only. Incidentals and gifts to guests are not covered.
5. The program is intended to be small and intimate.
- The maximum number of participants permitted is 15.
- The maximum number of participants permitted for a Student Organization or Class Conversation is the roster of students in the class or membership in the group, but no more than 25.
6. The program will provide refreshments or meals for invited guest and participants.
- Meals should not exceed $35.00 per person, excluding tax, gratuity and any room charges. Students may dine on campus (any Dining Services location or approved catering operation) or at a Conversations-approved Durham establishment. Student planner must work with restaurant to provide a private room or alternative set-up with the ability to seat guest and all attendees at one table, making an environment conducive to dialogue among all participants.
- Meals for Student Organization or Class Conversation must be on campus and catered by a Duke approved caterer. Meals should not exceed $25.00 per person, excluding tax, service and delivery charges. Student planner must work with caterer to seat all attendees at a contiguous table set-up, making an environment conducive to dialogue among all participants. Acceptable set-ups include square or horseshoe configurations.
See approved restaurants and caterers
7. Alcohol will not be covered by University funds.
8. Students should expect the planning process to take three to four weeks from application submission to date of the Conversation. All planning should be completed no less than two weeks in advance. All airline tickets MUST be purchased at least two weeks in advance. One student will serve as contact for Conversation planning with OSAF.
9. Immediate family members of student hosts are not eligible for program participation.
10. All itemized receipts must be returned to OSAF within 2 business days of the Conversation. Failure to comply will result in charges to student bursar account.
11. Students must follow cancellation policies of all vendors, including hotel, transportation and restaurants and caterers.
12. Students must submit an evaluation of the program and reflection piece after the Conversation.
13. Misuse of program funding will result in the loss of Duke Conversations participation eligibility.
*Exceptions to the above guidelines will be rare and only considered on a case-by-case basis.
Refer to Conversations Resources for more information.