Guidance on applying the Code of Practice for Freedom of Speech when organising events, meetings, and demonstrations

The Code of Practice for Freedom of Speech [PDF 318KB] sets out the principles and procedures to be followed to ensure we comply with our duties to promote freedom of speech. More detailed information on the Code and its application can be found on the Guide to Freedom of Speech webpage.

This page sets out the principles that apply in preparation for events, meetings, and demonstrations.

This may include events involving a visiting speaker (i.e. persons who are not staff, students, or other members of the University, who are to be invited to speak by the University, or its staff and student on University premises).

If the event is organised by an external organisation, there should still be a Principal Organiser within the University (i.e. University staff or student).

The full procedures can be found in Appendix B of the Code of Practice for Freedom of Speech.

1. The organisers of any event shall ensure that a single person from among their number is appointed as Principal Organiser. For student societies affiliated to the Guild of Students, this will be the Guild President or their nominee.
2. The Principal Organiser is responsible for compliance with the Code, including the guidance and requirements of this Appendix. Organisers of events have a duty to ensure that the law is not infringed in the preparations for, or conduct of, an event.
3. Where an event is being proposed where there may be particular sensitivities or risks the Principal Organiser should discuss this at an early stage, ahead of the invitation being issued, with their Head of School or Professional Services Director. Where the invitation is to be issued by the Guild or its related bodies, this should be discussed with the relevant department manager in the Guild or the Student Groups Coordinator, who will bring it to the attention of the relevant Authorising Officer or their delegate if the event is taking place on University premises.
4. When preparing the agenda for an event, organisers should be aware that, in general, promoting balanced debate and challenge is one of the most effective ways to ensure the promotion and protection of free speech. Consideration should therefore be given at an early stage as to whether the programme for an event allows debate, whether all the speakers or views and perspectives to be expressed are similar, and how opposing sides of a debate may be facilitated.
5. The chair of an event has an important role in ensuring that freedom of speech is upheld. It is the responsibility of the Principal Organiser to ensure that the chair of an event is fully aware of the requirements of the Code.
6. All Colleges have a process for considering requests for Visiting Speakers, including those speaking as part of normal teaching, research or professional activity, and those at other organised events. In the first instance the Principal Organiser should contact their Head of School to discuss the invitation and consider any risks. Each area also has a nominated contact, details of whom you can find on the Guide of Freedom of Speech webpage. Where no potential risks are identified in relation to the speaker, this will be recorded by the nominated contact, and no further action is required. Where potential risks are identified, then this will require escalation to the Authorising Officer through the submission of an Event Authorisation Form. These risks might be due to the subject of the event (for example, it is contentious or sensitive in the current political climate), the nature of the speaker (for example, they are particularly high profile or known for holding views that some may find contentious), or because there is a risk of people being drawn into terrorism.

   Under which circumstances should I submit an Event Authorisation Form for my event or activity?

   The Event Authorisation Form should be completed and submitted for:

   • Any event which may or may not involve a Visiting Speaker where there is a risk associated with the event or speaker.
   • Any activity taking place in teaching, education, and research settings, as well as other academic activities that take place within a School or College, where there may be particular sensitivities or risks, and it has been agreed with the Head of School/Head of College that it should be escalated to the PVC-Education or PVC-Research for consideration.
   • Any events or activities organised through the Guild of Students or an affiliated student society, which is taking place on University premises and there is a risk associated with the event or an invited speaker.

    

   The kinds of risks which may require an Event Authorisation Form might be due to the subject of the event (for example, it is contentious or sensitive in the current political climate), the nature of the speaker (for example, they are particularly high profile or known for holding views that some may find contentious), or because there is a risk of people being drawn into terrorism.

   Under these circumstances, please submit the Event Authorisation Form by following the link below. The form should be completed by the Principal Organiser of the event, who should be a staff member or student at the University. You should submit the form at least 14 days before the date proposed for the event.

   To help you identify when you should submit an Event Authorisation Form, we have put together this Event Authorisation Form decision tree [27KB].

   Event Authorisation Form

   Why do I need to seek approval for certain events or activities?

   As set out in the Code of Practice, the University’s starting point is that events and activities should be supported to go ahead. However, in some cases a judgement is required when balancing the University’s duties, and it may be necessary to put in place measures to ensure compliance with these duties. Two main duties to consider when making this assessment are:

   • The University’s duty to protect academic freedom, and to take reasonably practical steps to secure freedom of speech within the law for its staff, students, and visiting speakers;
   • Public Sector Equality Duty (PSED) as set out in the Equality Act 2010, which requires the University to have due regard to the need to eliminate discrimination, harassment, victimisation, and to advance equality of opportunity and foster good relations between people who share ‘protected characteristics’ and those who do not.

    

   For a full list of the duties that may intersect with freedom of speech, please see sections 3.3 and 3.4 of the Code of Practice.

   The Event Authorisation process is designed to identify which, if any, measures need to be put in place to manage these duties and ensure the event can go ahead lawfully and safely.

   How and when will a decision be made on my event?

   Once submitted, the form will be considered by the Authorising Officer. 

   Recognising the University’s duty to promote and protect freedom of speech, the starting point for any event will be that it is able to go ahead. In some cases, the Authorising Officer may need to use their judgement to balance the promotion and protection of lawful free speech with other legal duties such as those set out in section 3 of the Code of Practice. The Authorising Officer will assess any risks and consider whether the Principal Organiser has proposed measures which would adequately address those risks. If adequate notice (14 days) has not been provided by the Organisers, there may not be sufficient time to consider the risks and mitigations and the Authorising Officer may decide that the event cannot go ahead on the date requested and should be rearranged to a subsequent date by which the risks can be considered.

   The Authorising Officer will make a decision as to whether the event can go ahead. One of three decisions will be taken:

   • The event can go ahead as proposed,
   • The event can go ahead with some mitigations in place,
   • The event cannot go ahead, and needs to be postponed or cancelled.

   Once made, the decision will be communicated back to the Principal Organiser, usually within 5 working days of receipt of the completed Form.

   If the event is to be held outdoors on University premises, it is also subject to the procedure for holding an outdoor event on University premises.

   Ref: Code of Practice Appendix B, 4.1

   How far in advance should I seek approval under Freedom of Speech to organise an event or activity?

   The Principal Organiser should submit the Event Authorisation Form at least 14 days before the date proposed for the event.

   If adequate notice (14 days) has not been provided by the Organisers, there may not be sufficient time to consider the risks and mitigations and the Authorising Officer may decide that the event cannot go ahead on the date requested and should be rearranged to a subsequent date by which the risks can be considered.

   How can I prepare the Chair of my event?

   If there is a Chair at your event or activity, they play an important role in ensuring compliance with our duty to Freedom of Speech. To support them to fulfil this role, the Principal Organiser is responsible for ensuring that:

   • The Chair is briefed and understands they are responsible for managing the event in line with the Code of Practice on Freedom of Speech on Campus;
   • The Chair knows what to do in the case of a disruptive audience, or threatening or abusive behaviour by anyone taking part;
   • The Chair and staff/students running the event are briefed on emergency procedures for the venue – for example fire evacuation, medical emergency;
   • An organiser (named in your event application form) is present who takes overall responsibility for the event and venue.