Guest Speaker Event Booking Form

This form should be completed by any groups wishing to bring someone onto campus whose presence on campus might be considered to be potential disruptive. It is not to stop such a person coming to speak. It is instead to ensure that the correct arrangements can be put in place to allow such an event to take place safely.

The form should be completed by the group with the reception team. If groups complete it separately they may be required to complete another form as details could be missed.

Please be aware that the Reception team may require a risk assessment form to be completed if they feel it is necessary.

Name of Society/Club: ...............................................................................................Name of Organiser: ....................................................................................................

Contact Email: ...........................................................................................................Contact telephone no: ..............................................................................................

Event Details

Title of Event: ............................................................................................................Date of Event: ...........................................................................................................

Speaker details:(This should include name, position and organisation they’re related to, the subject they will be speaking about and any other information you think we need to be aware of).

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Suggested location of event: ......................................................................................

(Please be aware that if the event is due to take place in University premises, they will make their

own assessment and may require additional information and documentation from the group)

Society or Club Signature ............................................................................................

Reception Signature .......................................................

Date Director of Membership Services Informed

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To be completed by Reception:Any other information about the event uncovered through research which might be important for assessing the event:

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Guest Speaker Policy

Cardiff University Students’ Union External Guest Speaker Policy

Aim The aim of this policy is to clarify the position of the Students’ Union with regard to the hosting of guest speakers as part of the activities of student activity groups. This document should ensure that student groups that are inviting guest speakers to the institution are enabled to do so within what is reasonably practicable. Scope This policy relates to the hosting of guest speakers for all affiliated student groups of the Students’ Union including Societies, Sports Clubs and Student Run Services. The policy relates to those elements of support that can be provided by the Students’ Union rather than other bodies, including the university. Requirements All student groups must inform the Students’ Union of their intention to host a guest speaker and supply the following information before any venue booking will be confirmed:

Full name of the guest speaker Topic or topics that the guest speaker will be delivering

For each request to host a guest speaker the Students’ Union shall:

Aim to host guest speakers within the Students’ Union building where ever possible. Undertake a risk assessment when appropriate regarding the individual and the topic

for presentation and take appropriate measures to protect people and property. Work with appropriate agencies to provide support for hosting guest speakers Reserve the right to restrict access to Students’ Union property and may ask for

proof of identity in order to gain entry to events. Reserve the right to withdraw an event if adequate arrangements cannot be made to

ensure that good order is maintained. In the event that hosting the speaker in the Students’ Union is not possible, the Students’ Union will request an appropriate venue within Cardiff University. In this event, the student group may be liable for the costs to utilise the venue. Please be aware that the University has the right to turn down any requests made by Cardiff University Students’ Union. Where a venue is sought within the University, the Students’ Union will

comply with the University’s booking policy provide information about any guest speaker work with the university to risk assess and mitigate any risk involved with the event.

In summary, at all times, the policy will be applied to provide the greatest assistance and facilitation possible to host guest speakers but with a primary objective to protect people and property from harm.