As a student group you may be interested in inviting in guest speakers or someone in who is more experienced with in the topic, industry or activity that your group focuses on. This is always great for members to gain more experience and get involved in possibly trying something new.  

Although we love getting guest speakers involved in what we deliver through our student group, we need to make sure we are doing it safely! Therefore, we ask that all External Speakers are approved before any activity takes place.  

 

Step by step guide to booking an External Speaker 📣 

1. Decide on an event and External Speaker 🌟 

• Identify the purpose of the event and why an external guest speaker is required. 

• Choose a speaker who is knowledgeable in the relevant subject area and aligns with the values of the Students’ Union. 

• Confirm availability with the speaker. 

 

2. Contact the Students’ Union 📑 

• Reach out to the relevant campus Student Opportunities Coordinator (SOC) via their personal email or SUOpportubites@uwtsd.ac.uk to inform them of the planned event. 

• See necessary forms to be completed alongside External Speaker form: 

• Trip Proposal Form (if applicable) 

• Event Proposal Form 

 

3. Complete and submit the External Speaker From📝 

• Complete the External Speaker Form with the following details: 

• Date, time, and location of the event. 

• Topic/subject of the speaker’s presentation. 

• Speaker’s name and background information. This can be links to social media accounts/websites 

• Indicate whether the event is student-only or open to the public. 

• Submit the completed forms to the campus SOC at least 4 weeks before the event. 

 

4. Approval Process🌟 

• The Chief Executive Officer of the Students’ Union will review the External Speaker Form to ensure: 

• The speaker’s background aligns with the Students’ Union’s aims and values. 

• The speaker has no history of hate speech or extremist views. 

• If approved, the SOC will contact the student group to confirm approval and proceed with event planning. 

• If declined, the speaker will not be permitted to participate in the event, and alternative arrangements will need to be made. 

 

5. Promotion and event planning 📣 

• ! Do not promote the event until approval is granted by the Student Opportunities Team. 

• Once approved, proceed with event logistics, risk assessments, and marketing. 

• Ensure all relevant safety and accessibility measures are in place for the event. 

 

6. Event Execution and Compliance 🚀 

• Ensure that the speaker follows the Students’ Union’s expectations, including: 

• Engaging in respectful and inclusive dialogue. 

• Maintaining professional conduct. 

• Complying with all relevant policies and guidelines. 

• A risk assessment should be in place covering any potential issues associated with having an external speaker. 

 
 

What happens if the External speaker or event is not compliant? 

• If an external speaker does not adhere to the policy, the Students’ Union may take actions such as: 

• Cancelling the speaker’s presentation. 

• Removing the speaker from the event. 

• Revoking invitations to future events. 

• If a student group fails to comply with the policy, consequences may include: 

• Event cancellation. 

• Disciplinary action. 

• Suspension or disbandment of the group. 
   

By following this guide, student groups can ensure a smooth and successful process when inviting external guest speakers to their events while following Students’ Union policies