How to organise an Event with an External Speaker

How to organise an Event with an External Speaker

If you wish to invite an external speaker to attend an organised event, you must seek approval through the University’s relevant 'External Speakers' process below.
An external speaker includes anyone who is invited to YSJU who is not a YSJU student or member of staff. 

Your request must be submitted no later than 10 working days before the event is due to take place.

If there is a query about the speaker under the University’s Freedom of Speech Code of Practice, your request will be forwarded to the Chief Operating Officer for consideration.

You must not publicise your event referencing the external speaker until it has been approved.


External Speakers presenting at an event on University premises for students or staff only:

You will need to complete and submit an 'External Speakers Request Form'. This form needs to be fully completed and submitted to the Conference & Events Manager: externalspeakers@yorksj.ac.uk who will then assess the speaker and confirm approval. 

External Speakers presenting at an event on University premises which the general public are invited to attend:

After you have booked your room (on campus) for your event you will need to complete the 'Internally Hosted events booking form' and 'Risk assessment '. This form is sent to you by the Conference & Events Team in order to authorise the use of space and assist where we can in facilitating your event. This form needs to be fully completed and submitted to the Conference & Events Manager: externalspeakers@yorksj.ac.uk who will then assess the speaker and confirm approval.

External Speakers presenting at a YSJU affiliated, funded or branded event at non-University premises:

If an event is being run off campus to which YSJU are associated, be it as co-organisers, through funding or branding of the event, you will still need to complete the 'External Speakers Request Form' and submit it to the Conference & Events Manager.

Externally Hosted Event & External Speaker Request Booking Form (PDF, 0.2MB)

Internally Hosted Event (PDF, 0.2MB)

Risk Assessment (DOC, 0.3MB)

Please complete and submit to externalspeakers@yorksj.ac.uk  

Helpful links:

Prevent

York St John University Freedom of Speech Code of Practice