Managing External Speakers Policy

Organisation of Events Involving External Speakers

1. All universities have an obligation by law to protect free speech and academic freedom, while at the same time helping to prevent incitement of hatred, violence or terrorism. This policy enables the Northeastern University London (the University) to fulfil this statutory duty; the safeguards are directed against the kinds of incitement listed, and are neither designed nor intended to limit the number or kind of visiting speakers, or their subject-matter, outside this category.
2. This policy must be read in conjunction with the Prevent Policy, Code of Practice on Freedom of Speech, Health and Safety Policy, and the Events Policy.
3. Definitions:

Requesting an External Speaker Procedure 

4. In conjunction with this policy, the following procedure and Events Booking Form must be used to request the attendance of an external speaker
5. For all other room bookings that fall outside of this policy please refer to the Timetabling Policy.
6. Procedure
   1. Each booking must identify a Principal Organiser (PrO), who is responsible for completing and submitting the Events Booking Form, and is thereby agreeing to the Events Policy. The PrO is also responsible with collaborating with the University staff in the approval and organisation of the event.
   2. Student organised events must have at least one suitable member of staff on duty for the duration of the event.
   3. In all cases, the PrO must allow sufficient time for the booking to be considered using the University’s processes. The University reserves the right to reject the booking on the grounds that there is insufficient time to follow the process if less than fifteen working days’ notice is given. 
   4. The PrO is responsible in the first instance for considering whether there are any major risks or concerns, with particular respect to the duties to protect freedom of speech and academic freedom; to values of equality, diversity, and the dignity of all members of the University; to the Prevent Strategy; and to the potential for infringements of these duties and values (Code of Practice on Freedom of Speech).
   5. On completion of the consideration, the PrO must complete the Events Booking Form for processing and by doing so, agrees to the Events Policy. The Timetabling Manager will provisionally book the room, but this does not confirm nor approve that the event may go ahead. 
   6. The PrO must wait for confirmation from either the PO, the FC or the decision of the appeal panel, whichever is the later, before advertising the event.

Due Diligence and Risk Assessment

7. The Prevent Officer (PO) is responsible for carrying out due diligence and the Facilities Coordinator (FC) is responsible for carrying out a health and safety risk assessment.
8. The PO should carry out due diligence in the following circumstances:
   1. Where a member of the University has requested to invite an external speaker and due diligence by the PO has never previously taken place.
   2. Where due diligence has taken place within the last twelve months and the PO has reason to believe that circumstances and/or content have changed.
   3. Where more than twelve months have elapsed since due diligence took place. If the result of the previous due diligence was assessed as low or acceptable, a full assessment may not be necessary, unless the PO has reason to believe that circumstances and/or content have changed.

Due Diligence Process

9. On receipt of the Events Booking Form, the PO, if appropriate, will carry out an Internet search to confirm the findings of the PrO regarding the external speaker and will record the results. The PO may request further information from the PrO.
10. The risk will be assessed as high only if the external speaker belongs to, or professes to belong to, a proscribed organisation, or the proposed speaker will use the event to support or to further the activities of a proscribed organisation. The event will be rejected at this stage.  
11. If no concerns are identified, the risk will be assessed as low or acceptable (Annex A), and due diligence will have been completed by the PO. The FC will carry out a general risk assessment.
12. The PO may seek the advice from external agencies (including the Regional Prevent Coordinator) at any time during this process if necessary or appropriate.
13. If concerns are identified as a result of the investigations, the risk will be assessed as medium and the PO will initiate the start of an enhanced risk assessment. 
14. The PO may contact the Regional Prevent Coordinator for further advice and may request further information from the PrO or External Speaker.
15. The PO informs the Risk Review Group (RRG), which is made up of the HR and Operations Manager, Head of Quality Assurance and a senior member of faculty, that a medium risk event has been requested.
16. The RRG will review the information gathered and will conclude that the event is:
    1. Manageable with additional control measures. Additional control measures may include:
       1. Challenging high risk speakers with opposing views.
       2. Appointing an independent chairperson to facilitate.
       3. Filming the event to deter the use of unlawful speech.
       4. Appointing additional security.
       5. Ticketing the event.
       6. Requesting promotional materials to be submitted prior to the event.
       7. Postponing the event if necessary to enable practicable steps to be taken. 
    2. Unmanageable and the request is therefore rejected.
17. The RRG will inform the PO and the FC of their decision.
18. The FC will inform the PrO of the conditions and control measures that need to be met in order for the event to be approved.
19. The PRO may appeal the decision of the RRG.
20. The PrO will inform and present evidence to the FC that demonstrates to the satisfaction of the FC that the conditions have been met.
21. When the FC is satisfied they will inform the PrO that the event has been approved and the PrO may now advertise the event.

Appeals

14. Appeals will be heard by the Executive Committee (ExCo). Appeals must be made, in writing, within five working days to the Chief Executive Officer (CEO). A decision will be made within five working days and the CEO will inform the PO, FC and PrO of the decision.

Version History

Annex A