Students Staff

20 September 2019

Booking external speakers and rooms

Filed under: Latest news — Heather Leathley @ 11:30 am

If you invite external speakers to University events, here’s a reminder about how to use the booking system.

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 Faith Centre, 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 Faith Centre which does not form part of a programme of study offered by the University or which is considered by the University as a centrally delivered learning event.

An event might take place at one of our campuses or an off-campus event in the University’s name and the event organiser’s responsibility and oversight of the event starts with the initial planning, includes all marketing, promotion, ticket sales and related communications and continues throughout the event and any post-event related incidents.

Why are external speakers 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?

Designated staff from the University and the Students’ Union review the external speaker notifications.

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

External speaker notifications should be submitted no less than 15 days ahead of the event, and event organisers will normally receive the outcome of their review after 5 days.

You can find the forms on our website:

Who do I contact?

If you have any questions please contact:

External Speaker Notifications:  externalspeaker@essex.ac.uk

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