Why Following the External Speaker Process Matters
The University of Wolverhampton is committed to protecting:
- Freedom of speech.
- Academic freedom.
- Open debate.
- Intellectual curiosity.
- Lawful expression of views.
Universities should be places where ideas can be explored, challenged and discussed respectfully, including ideas that some people may find controversial, unpopular or offensive.
At the same time, the University has legal responsibilities to ensure that events are delivered safely, lawfully and in a way that protects participants, visitors and the wider community.
The External Speaker Process helps us achieve both of these aims.
It is designed to support events, not prevent them.
Why Do We Have An External Speaker Process?
The University has legal responsibilities under a range of legislation and regulatory requirements, including responsibilities relating to:
- Freedom of speech.
- Academic freedom.
- Health and safety.
- Equality and human rights.
- Safeguarding.
- Prevent.
- Security and event management.
The External Speaker Process provides a consistent framework that helps organisers identify potential issues early and put appropriate safeguards in place where needed.
Freedom Of Speech Is The Starting Point
A key principle of the University's approach is that:
Freedom of speech is the default position.
The purpose of the process is not to find reasons to stop events.
Instead, it helps the University consider:
- Whether speech is lawful.
- Whether any risks need to be managed.
- Whether additional planning may be required.
- How an event can proceed safely.
Lawful speech may still be:
- Challenging.
- Controversial.
- Unpopular.
- Offensive to some individuals.
Being offended by a viewpoint does not automatically mean that the speech is unlawful.
Why Must The Process Be Followed?
Most external speaker events are low risk and are approved quickly.
However, without an assessment process the University may be unable to:
- Identify safety concerns.
- Consider crowd management issues.
- Plan for protests or counter-protests.
- Assess safeguarding risks.
- Meet legal obligations.
- Protect organisers and attendees.
The process ensures that appropriate support is available where needed.
It also protects event organisers by ensuring decisions are shared and documented appropriately.
What Types Of Events Require The Process?
The process applies whenever external individuals are invited to speak at University events.
Examples may include:
- Guest lectures.
- Panel discussions.
- Conferences.
- Awareness events.
- Student society events.
- Public talks.
- Campaign events.
If you are unsure whether an event requires approval, you should seek advice before proceeding.
What Happens During The Process?
The University uses a staged assessment process.
Most events are approved through a straightforward self-assessment process.
Only a small number of events require additional review.
The process considers questions such as:
Is the intended speech lawful?
Are there any concerns relating to the University's Freedom of Speech Code of Practice?
Could the event attract significant media interest, protest activity or large gatherings?
These questions help identify whether any additional planning may be required.
What Happens If My Event Is Escalated?
An escalation does not mean an event has done anything wrong.
It simply means additional review is required.
This may occur where:
- The topic is particularly sensitive.
- There are safety considerations.
- Significant attendance is expected.
- Protest activity may occur.
- Additional planning may be beneficial.
The University's approach is based upon the principle:
"How can we ensure this event goes ahead safely?"
rather than seeking reasons to prevent it.
What About Controversial Speakers?
Universities routinely host speakers with differing views and perspectives.
The presence of controversy alone does not prevent an event from taking place.
Instead, the University may consider whether additional arrangements are required, such as:
- Appropriate venues.
- Event moderation.
- Security measures.
- Audience management.
- Additional event conditions.
Most higher-risk events proceed with appropriate safeguards in place.
Prevent and External Speakers
The University also has responsibilities under the Prevent Duty.
This means that where concerns arise regarding:
- Extremism.
- Radicalisation.
- Support for terrorism.
- Unlawful speech.
These concerns may require additional consideration.
The Prevent Duty does not prevent lawful debate or discussion.
Instead, it helps ensure that risks are assessed appropriately whilst protecting freedom of speech and academic freedom.
Do Not Assume Approval Before Completing The Process
One of the most important responsibilities for organisers is ensuring that speakers are not given assurances or public commitments before the appropriate approval process has been completed.
This is particularly important where:
- The event may attract public attention.
- Additional assessment may be required.
- Safeguards may need to be agreed.
Following the process from the outset helps avoid disappointment and protects everyone involved.
Why Documentation Matters
The External Speaker Process also provides an important audit trail.
This helps demonstrate that:
- Risks were considered.
- Decisions were proportionate.
- Freedom of speech obligations were upheld.
- Legal responsibilities were met.
Good record keeping protects:
- Event organisers.
- Students.
- Staff.
- Speakers.
- The University.
Where Can I Find The Forms?
Before inviting an external speaker, organisers should familiarise themselves with the University's External Speaker guidance and complete the relevant assessment process.
Further information, guidance and access to the required forms can be found through the University's Freedom of Speech webpages.
If you are unsure about any aspect of the process, seek advice before confirming arrangements.
Who Can Refuse or Cancel An External Speaker?
A common misconception is that an individual member of staff, event organiser or manager can simply decide that an external speaker should not attend an event.
This is not how the University's process operates.
The University has established governance arrangements to ensure that decisions relating to external speakers are made consistently, fairly and in accordance with legal requirements.
Where concerns arise, events may be reviewed through the External Speaker Process and, where necessary, escalated for further consideration.
Importantly:
Only the University Secretary, or a colleague formally acting under delegated authority, can make the final decision to refuse or cancel an external speaker event.
This helps ensure that decisions are:
- Lawful.
- Evidence-based.
- Proportionate.
- Consistent.
- Properly documented.
It also protects staff and students from feeling responsible for making complex decisions involving freedom of speech, safeguarding, security, legal compliance or reputational risk.
In most cases, where concerns are identified, the focus is not on cancelling the event but on considering what reasonable measures may be required to enable it to proceed safely and lawfully.
Examples may include:
- Additional event planning.
- Security arrangements.
- Audience management measures.
- Use of a chair or moderator.
- Venue adjustments.
- Changes to event format.
The University's starting position remains:
"How can we enable this event safely?" rather than "How can we stop it?"
Key Message
The External Speaker Process exists to help lawful events take place safely and successfully.
It is not designed to restrict debate or prevent challenging conversations.
By following the process, staff and students help protect freedom of speech, meet legal responsibilities, manage risks appropriately and ensure that events can proceed in a safe, lawful and well-supported environment.
Remember:
Freedom of speech is the starting point. The process exists to enable events, not prevent them.
If you have any questions or queries, concerns or need for re assurance, please email freedomofspeech@wlv.ac.uk