Students Staff

28 September 2018

Simpler system for external speakers and room bookings

Filed under: Latest news — Heather Leathley @ 3:11 pm

A new user friendly external speaker and room booking system is being launched on Thursday 4 October.  We explain how it works.

Why was a new system needed?

It should make booking rooms for non-teaching events and notifying the University about an external speaker simpler and easier as they are now two separate forms.

What is an external speaker?

An external speaker is a person (or organisation) who is not a staff or student member of the University of Essex, the University of Essex Students’ Union or the University of Essex Multi-Faith Chaplaincy, who is invited to speak at an event.

An event is any meeting or activity which is organised by a staff or student member of the University of Essex, the University of Essex Students’ Union or the University of Essex Multi-Faith Chaplaincy which does not form part of a programme of study leading to an award from Essex.  An event might take place at one of our campuses or an off-campus event in the University name.

Why are they important to Essex?

External speakers play a key role in university life, giving staff and students an opportunity to hear a broad range of views and beliefs and allowing students to develop their own informed opinions.  The external speaker notification system ensures that external speakers are aware of our expectations that they promote academic freedom, freedom of speech and equality and diversity, and remain within the law.

Who will give approval?

Since 2016 designated staff from the University and the Students’ Union have reviewed the external speaker notifications.

Is there a deadline for submitting a request to book an external speaker?

External speaker notifications should be submitted at least 15 days ahead of the event, and will normally receive the outcome of their review after five days.

You can find the forms here:

Who do I contact?

If you have any questions about the new forms, please contact:

Central Room Bookings:  rooms@essex.ac.uk

External Speaker Notifications:  externalspeaker@essex.ac.uk

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