External Speakers

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Self-referral

When you complete the external speaker section of the events form, you will be asked whether you want to refer the speaker for a more detailed evaluation. You should refer the speaker if you answer yes to any of these questions: 

1. The speaker or topic has attracted controversy in the past or is likely 

2. The event or speaker is likely to attract media attention/interest. 

3. The external speaker is on a tour across several institutions or organisations. 

A referral does not mean your event will be cancelled or rejected, it just allows us to help make sure the event can go ahead safely and be as successful as possible for your student group. 

If you do not self-refer the speaker, but our initial evaluation concludes that they meet one or more of the criteria above, we will refer them for a further evaluation. Therefore, if you think the speaker meets any of the criteria, it saves everyone time if you self-refer in the first instance and reduces the risk your event will be postponed or cancelled. 

 

TOP TIP: Processing referred speakers requires the Union and university to take more measures to organise regulatory steps to ensure an event can go ahead. If you are inviting a speaker who meets the criteria listed above, the Union recommends you plan your event 4-6 weeks in advance to make sure you have time to advertise and promote your event.

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Assessment Process

For speakers that are not referred, we may decide they need a more detailed evaluation if any of the following occurs: 

1. Our Google search shows the speaker to be the topic of mainstream media coverage 

2. Our Google search shows that the speaker is on tour across a number of institutions 

3. Our search shows that the speaker has social media accounts with more than 10,000 followers 

 

Referred speakers will then be sent to the University for approval, the same way that they are currently. 

If you do not refer your speaker and we notice that they meet one or more of the requirements above, we will simply refer them ourselves. 

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Referred Speakers

Following a referral, the Union will complete an evaluation of the event risk relating to the speaker. Please note that high risk does not mean the event will be cancelled or the speaker rejected, just that we will help manage the risk and ensure the event can go ahead! 

Risk will be identified as low or high in relation to the following categories:

1. The speaker is linked to a proscribed organisation as defined in the Terrorism Act 2000.
2. The likelihood of the speaker’s presence at the event resulting in a platform for the expression of promotion of extremism or radicalisation as defined in the Charity Commissions Guidance. 
3. The potential for the speaker’s presence to cause breach of the peace and / or fear or alarm to students, staff or other members of the public. 
4. The potential for the speaker’s presence at the event to cause the Union to be in breach of the Union or City St George’s Equality, Diversity and Inclusion Policy.
5. The potential for the speaker’s presence to give concern for the health and safety of students, staff or members of the public.
6. The Union’s requirement to uphold the freedom of speech as per the University’s Code of Practice in relation to education legislation, as set out in our Code of Practice with the University. 
7. The opportunities and risks to the Union’s reputation of the speaker’s presence at a Union event. 
8. The need for the Union to be seen to be and to be independent from party politics as defined in the guidance on Campaigning and Political Activity By Charities (CC9).
9. Any other risk to the wider legal framework in which the Union operates. 

 

Reccomendation

After a referred speaker is evaluated the Union may make one or the following recommendations: 

1. To permit the external speaker to speak at the event with no further regulatory steps.
2. To permit the external speaker to speak at the event subject to the implementation of regulatory steps designed to reduce the event risk.
3. To not permit the external speaker to speak at the event.

Once the Union has evaluated the speaker and made reccomendations, the external speaker will be sent to the University for review and approval. Upon completion of the University's review, the Union will communciate the decisison regarding the external speaker to the event organiser in writing.

Mitigations/Regulatory Steps

The Union may permit the external speaker subject to the implementation of several 'regulatory steps' or mitigations. These mitigations will help your event run smoothly, and should anything happen support you to manage any issues that arise. You can find a full list of potential regulatory steps here.

Event organisers who fail to implement the required regulatory steps may face disciplinary actions.

TOP TIP: If you have referred your speaker, review the examples of regulatory steps and consider which steps could be implemented to ensure your event runs safely.

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Training 

If you need some further guidance please look at our training below. If you need an different layout for the training or a more accessible format please contact us.

External Speaker Training

 

Multiple Speakers Form - Must be submitted within the Events Form