External speakers

3.1 All events that fall under this Procedure must be organised by at least one organiser who is responsible for the event and is a member, staff member, or student.

3.2 The Event organiser must report the planned external speaker event by completing and sending the External Speaker and Designated Activities Request Form, which includes a risk assessment, at least 15 working days before the date of the proposed event to the University Secretary. The External Speaker and Designated Activities Request Form shall include the following:

(i) Information about the title and content of the event;

(ii) the date, time and place of the event;

(iii) in the case of staff and student-organised events, the name of the individual or group responsible for them and, where it is a group, the name of the individual who will act as correspondent to the group;

(iv) in the case of other events, the name of the individual or group responsible and, where it is a group, the name of the individual who will act as correspondent to the group, plus where possible the name of at least one member of staff, who together with the correspondent or organising individual shall sign an undertaking to comply with all lawful instructions of our university authorities regarding the organisation of the event;

(v) information regarding the speaker, their profession, organisations that they are affiliated with;

(vi) risk assessment;

(vii) the arrangements proposed for security measures, if necessary.

3.3 In planning any speaker event, organisers should consider the following key questions:

(i) is there any possibility of a situation arising in which people might experience harassment, intimidation, verbal abuse, or violence?

(ii) is the speaker likely to express controversial views/likely to express views that may attract protest? is the speaker known to hold controversial views/known to hold views that may attract protest?

(iii) is the speaker from an area where the geo-political situation may attract protest?

(iv) is the subject matter relating to an area where the geo-political situation may attract protest?

(v) is the subject matter, topic, or title controversial, or likely to evoke a strong emotive response if advertised to the general public?

3.4 If the answer is ‘yes’ to any of the above questions, the event is classified as a ‘designated activity.’ Responsibility for overseeing ‘designated activities’ rests with the University Secretary. If you are in any doubt whether the event is classified as a designated activity, you should inform the University Secretary for assessment. You may be asked to provide information as to how your assessment was reached. Having your event classified as a ’designated activity’ will not necessarily mean that it will become more complicated. It is a measure to consider mitigating conditions to ensure the event proceeds smoothly and safely. The designated activities should not be promoted before they are approved by the University Secretary.

3.5 To ensure efficiency and clarity, the [University Secretary will review and respond to each submitted External Speaker and Designated Activities Request Form as soon as practically possible. In instances where there is a risk of any situation occurring as described in Section 6.4 of the Code, the University Secretary [will take into account University’s legal responsibilities in deciding whether to:

• allow the Event to proceed or be postponed;
• withdraw an invitation;
• impose conditions to mitigate identified risks.

3.6 The request to host an External Speaker will be denied only under the exceptional conditions outlined in Section 6.4. of the Code, specifically when risks cannot be mitigated or the event organiser refuses to comply with any imposed conditions. Decisions of the University Secretary will be communicated in writing. If a request for an event involving an external speaker is denied, the notification decision will always include clear and detailed reasons for the refusal.

3.7 Risk mitigation conditions may include, but are not limited to, the following arrangements:

• briefing our University’s Security staff;
• ensuring that additional security staff are on duty;
• booking an alternative, more appropriate room; or changing the date, time and length of the activity;
• appointing a chair and/or requiring that a debate take place with speakers holding opposing views;
• the event being ticketed, or invitation only;
• ensuring that an adequate number of stewards are available, in addition to any of our University’s Security staff that might be required to maintain safety and order, and;
• briefing our University’s Corporate Communications Team, so that they are aware in advance of any possible press interest.

3.8 Our aim is to make the process of compliance as straightforward as possible, to ensure that events can take place as planned. It is very rare that events cannot proceed. While it is uncommon for events to be cancelled, providing insufficient notice may require us to postpone the event.

3.9 We will not require any individual or group using our premises to pay for any part of the security costs related to their use, unless there are exceptional circumstances.

3.10 The Event organiser is responsible for informing external speakers about our Code, ensuring they comply with it and any conditions set at the time of booking, including:

• They are not permitted to express views that are illegal or incite breaches of the law;
• They must not encourage or glorify any acts of terrorism;
• They are not permitted to express views which constitute a criminal offence, and/or unlawful discrimination, harassment or victimisation;
• They must not present a threat to the health and safety of the public, students, staff or individuals attending the event