Society How To Guide: External Speakers

Society How To Guide – External Speakers

Society How To Guide

External Speakers

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Society How To Guide – External Speakers What is the External Speakers Policy?

The external speakers policy is a Students’ Union Policy that means that any external speaker that come into speak to a Society must first be approved. This policy is in place because:   

We are required by law to vet all speakers that come onto campus.

The timeframe allows our Community Manager to put any modifications in place, if deemed necessary.

We need to ensure we do not allow a platform for hate speech and must protect our students from it.

Who is an External Speaker ‘External speaker’ is any individual or organisation who is not a student or staff member at UWE or The Students’ Union at UWE. If someone who is not a student or staff member at UWE and has a platform to speak to any UWE student they are classed as an External Speaker This policy covers external speakers at:    

Students’ Union events; Events organised by affiliated groups (e.g. societies and sports clubs) in any venue; Events held in the Students’ Union building (external organisations requesting Students’ Union space); All three Students’ Union venues – Frenchay, Bower and Glenside.

External Speaker Top Tips 

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Give yourself plenty of time – ensure the application is in at least 14 days before. The sooner the application, the more time you have to promote your event. If there are any issues there is time to deal with them and give you time to still promote your event.

Please provide us as much information as possible - the more information you provide the quicker we can do our research and the easier it is for us to research the speaker.

Don’t worry about it – the process is not there to catch you out – it’s to protect you. If you have any questions please get in touch.

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Society How To Guide – External Speakers The External Speaker Process Stage One – Submission of the External Speakers Form   

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When a society is interested in having an External Speaker they should then let your Societies Coordinator know.

It is then the responsibility of the Society to complete an External Speakers Form which can be found here.

The External Speakers Booking Form must be completed at least 2 weeks before the Speaker will be speaking to the Society. No speaker will be allowed to speak unless this form is submitted 2 weeks before.

You should complete an External Speakers Booking Form every time you wish to bring a speaker onto campus, even if they have been approved before.

You should also complete an External Speakers Booking Form for every speaker you wish to bring onto campus, if they are from the same organisation they must have individual Booking Forms.

The form covers questions on: o The Speaker o The Organisation o The Subject of the Talk o Any history of controversy o Social Media Platforms of the Speaker You should return the Completed Form to either: o The Opportunities Team or email suopportunities@uwe.ac.uk o Representation and Community or email to sucommunity@uwe.ac.uk

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Society How To Guide – External Speakers Stage Two – Initial Assessment and Recommendations Once the completed form has been submitted, the speaker will then be research by The Students’ Union. The research may include:        

Internet searches on the Speaker and Organisation Social Media searches on the Speaker and Organisation Research on where the speaker has previously spoken Any Local, National or International News regarding the Speaker or Organisation Consultation with local and national community groups Consultation with local and national organisations Consultation with the council or local police force Consultation with the Government

Issues that will be considered are:   

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Risk to student wellbeing, health and safety; History of the speaker and any media or police attention they have received previously; Laws regarding discrimination, incitement and intimidation are taken into account when reviewing the history of the speaker to ensure that we are not perceived to be providing a platform for illegal activity or potentially illegal activity; and Particular student groups that may take offence at the invitation of the speaker to an event.

Once this research has been completed The Students’ Union will then:  

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If the form is completed and all information is complete and after research no issues have arisen then the speaker will be approved.

If the form is not completed and information is missing the form will be returned to the Society. When the form is resubmitted it will begin the two week submission deadline again.

If the form is completed and all information is completed and after research minor issues have arisen, then the speaker will be approved but with recommendations and conditions. These conditions may include: o Notification of Campus Security o Recommendations on who should be invited to the event o That an additional speaker should be invited to share the platform o The event be observed by Students’ Union, University or third party officials o The event be stewarded or subject to security (or extra security) on the door (at the expense of the club or society hosting the event) o An opportunity to debate or challenge that view o An event closed to society members only be opened to all members of the Students’ Union o A copy of any speech to be delivered by the speaker is submitted to the Students’ Union 3 days in advance If the External Speakers Booking Form has not be approved and there are major issues then the Union will not permit the event with the external speaker to go ahead.

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Society How To Guide – External Speakers Stage Three – Event Approval and Promotion If the External Speakers Booking Form has been approved then the Society can proceed with the Event. It is only at this time that the Society can promote and advertise the Event and confirm the booking with the Speaker.

After Approval you must adhere to the following:   

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If there are any conditions for approval then it is the responsibility of the Society to action them and ensure they are followed.

In some cases you may be asked to complete a ‘Students’ Union Risk Assessment’ form which is to be completed with your Students’ Union Development/Support Co-ordinator.

You must include the ‘Students’ Union Speakers Agreement’ and a link to the UWE Freedom of Speech Policy within all event publicity/emails and share with the incoming speaker. It is essential that this be circulated as due to the nature of some events, even those that are not classified as speakers will be voicing their opinions and contributing to discussions.

The ‘participant agreement poster’ needs to be displayed clearly at the event.

The ‘Guidance for External Speakers at Students’ Union Events at UWE’ must be circulated to all speakers in advance of submission of the form. You then need to confirm with them that they agree to comply with Students’ Union procedures and policies while being hosted at one of our events, and note this on the form.

If you have any questions regarding any of the External Speakers Policy or Booking Form Procedure then please get in touch with your Society Coordinator or:  

The Opportunities Team or email suopportunities@uwe.ac.uk Representation and Community or email to sucommunity@uwe.ac.uk

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