1. Introduction
1.1. As part of the University’s commitment to providing an environment for engaging and robust debate, the following process is in place to assist academic and professional service colleagues when booking external speakers and events.
1.2. The booking process is a light touch monitoring system which sits within our broader safeguarding requirements. This process document is to be used in conjunction with the University’s Code of Practice on Freedom of Speech and the Colleagues and Guest Event Code of Conduct.
2. Remit
2.1. The Academic and Professional Service event booking process covers a wide range of events including (but not limited to) charitable events, conferences, meetings and workshops featuring external speakers. Specifically, the process is aimed at:
- All events held on Westminster premises, and those held elsewhere using the University of Westminster brand
- All external speakers invited by colleagues to speak on Westminster premises and those held elsewhere but using the University of Westminster brand
- All events which are affiliated to external organisations and/or involve the collection of money for charitable purposes
3. Booking requests
3.1. Booking requests should be submitted via the relevant College’s online booking form which includes a request for details of any external organisation/charity associations and a simple assessment requirement for any event which is to feature external speakers. The links can be requested via the College Events Co-ordinators.
3.2. Where the event is University wide or not affiliated to one College, the request can be submitted using any of the College request forms and selecting the “University wide/non-college affiliated event” box.
3.3. All booking requests are received by the relevant College Events Co-ordinator who will review the information and conduct a thorough evaluation of the event requirements, paying particular attention to external speaker requests, affiliated external organisations and any charity/fundraising requirement.
3.4. Events are assessed as low-medium or medium-high risk, and all event assessments are approached with a view to facilitation in accordance with the Code of Practice on Freedom of Speech and in keeping with advice from the Charity Commission’s online search facility. Where possible all events will be swiftly approved with any relevant facilities/mitigations in place.
3.5. During the assessment stage, the College Events Co-ordinator may directly contact the requesting colleague to ascertain further details which can be used to assist in reaching a fully informed decision.
4. Speaker assessments
Low-mid risk events (Stage I)
4.1. Events featuring speakers assessed as low-mid risk (levels 1-2 on the speaker assessment criteria) can be approved without mitigations by the relevant College Events Co-ordinator, providing any given charity information has also been approved using the online search facility.
4.2. Approval notifications are communicated to the requestor, the room booking is confirmed, and any other event requirements are supported by the College Events Co-ordinator.
Mid-high risk events (Stage II)
4.3. Events featuring speakers assessed as Mid-High risk (levels 2-3 on the speaker assessment criteria) are referred by the College Events Co-ordinator to the appropriate Associate Head of College (External Relations) for further review.
4.4. The Associate Head of College (External Relations) will conduct the review in keeping with the Code of Practice on Freedom of Speech and again using the Speaker Assessment Criteria (Appendix A) to reach a risk level.
4.5. Once a review has been completed the Associate Head of College (External Relations) can:
- approve the event with mitigations (e.g. increased security, ensuring a balanced debate. etc.)
- choose to reject the request booking on the basis that the event does not meet the University’s expected standards and no suitable mitigations can easily be put in place
- escalate to the relevant College Executive Group for a collective decision
5. Referral to College Executive Group (Stage III)
5.1. Where a decision could not be made on whether to approve or reject a booking request, it is escalated to the relevant College Executive Group for collective consideration.
5.2. Referrals are not to be used as a place for further assessment as the assessment has already been conducted twice. The College Executive Group will only consider booking requests with a view to providing suitable facilities and mitigations to allow approval.
5.3. The decision of the College Executive Group is final, and the College Event Co-ordinators are to maintain records of all request decisions, communicating these to requesting colleagues.
6. Expectations placed on external speakers
6.1. All external speakers invited to speak at University of Westminster seminars, workshops, or other such events under the University of Westminster brand, are required to abide by both the University’s Code of Practice on Freedom of Speech and Colleagues and Guest Event Code of Conduct. Both documents exist to protect freedom of speech, encourage debate, and ensure all colleagues, students, guests and other stakeholders are free to gain the most from any University of Westminster event.
7. Sharing of event data
7.1. A full list of all events bookings is maintained and may be presented as part of regular updates to the University’s Executive Board, providing assurances of active oversight.
Appendix A
Speaker assessment criteria
The following is intended as an aid to paragraph 4.3 and 5 of the Code of Practice on Freedom of Speech. Used in conjunction, the assessor is requested to assign a ranking of low, mid or high risk. Assessors may struggle to agree on a single category in which case a ranking of low-mid or mid-high may be assigned.
Values and views
1. Low:
- has a comprehensive understanding and ability to promote both UK and University of Westminster values
- encourages critical thinking, development of new ideas
- accepts the principles of the Code of Practice on Freedom of Speech
2. Mid:
- has limited understanding of UK and University of Westminster values whilst expressing views and ideas which question those values
- expresses views which may undermine the ability of others to engage
- takes issue with being subject to the principles of the Code of Practice on Freedom of Speech
3. High:
- explicitly criticises UK and University of Westminster values and expresses views or beliefs which are in direct opposition
- part of an organised campaign or known activism linked to current affairs which seeks to recruit to an ideology or grand strategy in opposition to UK and University of Westminster values
- refuses to engage with the principles of the Code of Practice on Freedom of Speech