Our policy on external speakers is designed to maintain open debate and provide the greatest freedom for speakers and attendees.
Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø has a long tradition of seeking to safeguard freedom of speech and is committed to upholding academic freedom of enquiry in its teaching and research and to ensuring that free and open debate can take place in an atmosphere of tolerance.
The invitation to Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø of external speakers is a fundamental part of an active and stimulating academic environment and we will always seek to allow events to go ahead providing they are within the law and are notified in line with the appropriate procedure.
All events held on Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø premises or using Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø branding are covered by the Code of Practice on Freedom of Speech. This includes in person events, as well as online events such as those hosted on online platforms like Microsoft Teams.Ìý
Staff and students who wish to organise events that involve external speakers are responsible for notifying Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø of the invited speakers. They are also responsible for ensuring requests are made with sufficient notice to allow Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø to assess any potential risk relating to the event and make arrangements to mitigate this.
Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø considers that a balanced debate enables open and transparent academic challenge, and, in light of this, encourages organisers to consider holding both in person and virtual events in which topics have speakers for and against (without prejudice to the protections for freedom of speech). To enable a balanced debate, in person and virtual events should have an independent chair.Ìý
In Person Events
When inviting external speakers and booking Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø owned space staff and students should use the  and follow Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø's Procedure for the Management of Events that Include External Speakers. The Procedure for the Management of Events that Include External Speakers governs the booking of Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø space for any form of non-teaching event, which does not form an intergral part of the normal academic and/or administrative business of Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø. This procedure still applies where teaching or research events include a speaker likely to pose a risk.
Download Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø’s Procedure for the Management of Events that Include External Speakers
In line with Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø’s Code of Practice on Freedom of Speech, so far as is reasonably practicable, being part an event should not be denied to any individual or body or persons on any grounds connected with the beliefs or views of that individual or of any member of that body or the policy or objectives of that body. The only exclusion would be where the speaker belongs to a body which is a as defined by the UK Home Office.
However, potential risks must be considered when reviewing an in person event including student, staff and speaker wellbeing, reputational risk, the history of the speaker and any media attention that they have received previously. UK law regarding discrimination, incitement and intimidation should be considered when reviewing the history of the invited speaker to ensure that Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø are not providing a platform for illegal activity.
Students who invite external speakers for events related to clubs and societies should use the .
Online events
If staff or students are organising a Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø event or meeting online that will include an external speaker, they are responsible for ensuring that the Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø Code of Practice on Freedom of Speech is adhered to by all participants.Ìý
Students who invite external speakers for online events related to clubs and societies should use the .ÌýThese policies and procedures would be the same for an on-campus event as for a virtually hosted event.
We would expect departments to complete a risk assessment on any events that are occurring on an online platform with an external speaker. If it is decided that the department is unable to make an assessment or it is considered medium to high risk, the assessment should be escalated to the SRS compliance team.
Download the Risk Assessment form
In line with Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø’s Code of Practice on Freedom of Speech, so far as is reasonably practicable, being part of an online event should not be denied to any individual or body or persons on any grounds connected with the beliefs or views of that individual or of any member of that body or the policy or objectives of that body. The only exclusion would be where the speaker belongs to a body which is a as defined by the UK Home Office.
However, potential risks must be considered when reviewing an online event including student, staff and speaker wellbeing, reputational risk, the history of the speaker and any media attention that they have received previously. UK law regarding discrimination, incitement and intimidation should be considered when reviewing the history of the invited speaker to ensure that Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø are not providing a platform for illegal activity.
Data Collection
Any data collected through the risk assessment or room bookings process is collected under the Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø General Privacy Notice .Ìý
For more advice and guidance on hosting an online event with an external speaker, please contact srs-compliance@ucl.ac.uk .
For questions about planning an online event with clubs or societies as part of the students’ union Ïã¸ÛÁùºÏ²ÊÖÐÌØÍø, please contact su.activities@ucl.ac.uk .