Information for Guests

Dear Guest,

Congratulations on your invitation to be a Conversations guest. Students are looking forward to your visit. Your student host is in charge of all logistics for your visit, including communicating all expectations and guidelines to your guest, booking venues (hotel, location of Conversation), coordinating travel, inviting attendees for the Conversation, and being your guide to all things Duke on your visit. Please refer any questions about your trip to your student host.

We encourage you to explore the Conversations website for information on guidelines, program statement and past guests.

To ensure a successful visit, please do the following:

Lodging
Your student host will book a room for you at the Washington Duke Inn (or another local venue if the Washington Duke is booked). If you have any special needs, please submit those to your student host. The University will cover the room, tax, meals (see below), and any transportation arranged by the hotel during your visit, but the guest is responsible for all other incidentals.

Transportation
Guests will assist their student host in the booking of transportation. This ensures you the most flexibility in booking.

Flights to Durham (RDU)
If you wish to fly to Durham, please use the Expedia Corporate Travel Website to book your own coach-class or equivalent flight. Be sure your student host has your email address; you will be sent specific directions on how to use Expedia. All tickets must be booked no less than two weeks in advance of travel.

Local ground transportation
University policy prohibits students from transporting any guests at any time, thus your host will book local ground transportation in Durham to and from RDU airport and to and from the Conversations program.

Rental Cars
We can accommodate guests who desire to drive to Durham instead of fly. If you desire to drive to Durham, please rent a car yourself and submit the ORIGINAL receipt to the University for reimbursement. Your student host is responsible for ensuring that the receipt gets to OSAF within 3 days of the Conversation for reimbursement. If the ORIGINAL receipt is not submitted, University policy dictates that we file a 1099 for you and you will be taxed for this expenditure.

Note that liability and insurance regulations that restrict students from driving guests also apply for guests that drive students. We discourage you from driving students. If you choose to transport Duke students, note that Duke insurance and liability does not cover the students as passengers.

Meals/Hospitality
As a guest of the University, you are welcome to dine for up to three meals a day at the Washington Duke Inn (or your hotel)  on your visit. If you choose to eat away from the hotels, we can reimburse you for those meals with original receipts. The program can only cover your meals. If your student host or other guests join you for a meal, they must pay for their meals. Any unapproved charges on the guest’s bill will be assessed to student host’s bursar bill.


Conversation Event
The Conversations program will either be held on campus or at a Durham restaurant.

The Conversations program will not pay for any alcohol. Students and guests must follow all laws and University policy regarding alcohol.

Evaluation
Please feel free to fill out an evaluation of your experience with the Duke Conversations program. As this is meant to be a learning process for students, we encourage you to give your student host feedback about your visit.  See program evaluation.