Visiting Speakers

KCLSU expects all requests for an event with a Visiting Speaker to be facilitated. KCLSU will work with Kings to enable events to take place. Security costs for events held in Kings venues are a matter for Kings to communicate with the Student Group.

This procedure relates to all events with Visiting Speakers, including in-person or online events, as well as those which involve pre-recorded speeches filmed specifically for the event.

Please ensure the Visiting Speakers form is correctly filled out at least 12 working days in advance of the event. Event organisers must not confirm an invitation prior to completion of this procedure. Submitting events with less than 12 working days notice will result in the following:

• Requirement to reschedule the event with at least 12 working days’ notice; and 
• Requirement to submit a new form, which will reset the 12-working day period.

1. KCLSU Visiting Speaker Procedure – introduction and definition

   1.1. Every year KCLSU, Officers, Student Networks, Academic Associations and Student Groups host thousands of events with Visiting Speakers. These events make an important contribution to the vibrancy of university life at King’s and are a key part of the learning and development opportunities supported by KCLSU. Our Visiting Speaker Procedure ensures that we empower our students to make the most of their educational experience at university whilst following the legislation that we are responsible for upholding.

   1.2. The legal framework (See Appendix 1) that we work within means that all Visiting Speakers at KCLSU ratified Student Group events, both on or off campus (including online), must be agreed by KCLSU and Kings before they can take place.

   1.3. A ‘Visiting Speaker’, is an individual that is not a member of KCLSU or Kings (student or staff) that is invited by a ratified KCLSU Student Group to speak at an event. This procedure only applies to KCLSU ratified Student Groups. While not exhaustive, the following examples depict events involving visitors which do not qualify as “Visiting Speakers”:  

   1. 3.1. Artistic performances, such as those involving singers, dancers or alternative forms of creative expression. 

      1.3.2. Educational workshops aimed at teaching students' new skills.

      1.3.3. Fundraising events with volunteers (i.e. no platform provided for a speaker).

      1.3.4. Widening Participation events led by KCL faculties. 

   1.4. Failure to comply with the Visiting Speaker Procedure will result in disciplinary action under the Student Members’ Disciplinary Procedure.

2. Scope of procedure and Freedom of Expression/Speech principles

2.1. This procedure applies to all events that use the KCLSU name or the name of a ratified KCLSU Student Group, including Academic Associations, Union Development Forum or Networks, whether in a KCLSU, King’s venue (including online spaces) or held externally. 

2.2. Student leadership is fundamental to KCLSU. We are committed to empowering event organisers to make the most of their educational opportunities to explore, debate and challenge issues, including those that may be considered controversial, whilst supporting them in fulfilling their legal responsibilities.

2.3. Freedom of Speech is a human right protected by law.

2.4. Open debate is central to the culture of academic freedom, the development of students’ ideas and understanding, and is protected by UK legislation. 

2.5. In line with KCLSU Bye-Laws, all events must be open to all KCLSU members (students at Kings) to be able to take part. 

2.6. Student safety and welfare is at the heart of KCLSU’s policies and practices.

2.7. KCLSU will work with event organisers to ensure a balance of responsibilities in upholding Freedom of Speech with the need to secure freedom from harm for students, staff, visitors and the wider community.

2.8. Where there is a potential for these rights to come into conflict, KCLSU is committed to collaboration that will allow KCLSU to reach sound, judgements about the Visiting Speaker in question, any associated organisation and the likely impact of them taking part in the event. Based on these judgements, KCLSU may require additional support measures - mitigations - to be put in place to allow the event to take place lawfully and safely. 

3. Booking arrangements and timescales for speaker requests – 12 working days

3.1. KCLSU requires Visiting Speaker request forms to be submitted at least 12 working days before the proposed event date. This timeframe is required to enable KCLSU to work with event organisers and Kings to discuss and agree any mitigations that are required. Requests submitted with fewer than 12 working days notice will be returned to the Student Group. In such cases, the event must be rescheduled, and a new form submitted. Upon submission of this new form, the 12-working day timeframe will reset. The revised event date must comply with this requirement to be processed.

3.2. While provisional room bookings can be made with King’s Venues for events as soon as the form has been submitted, these bookings are not finalised until KCLSU has approved the speaker request form. This means that the event is not authorised until the procedure has been completed. Student organisers must refrain from confirming travel arrangements with Visiting Speakers and making public announcements promoting the event until final approval has been granted by KCLSU. Failing to adhere to this requirement carries significant personal risk in the form of financial losses or reputational damage if the procedure must start over as the initial forms have failed to meet the requirements set out in this procedure. 

3.3. The 12-working day timeframe starts once KCLSU has all the information requested on the booking form from the event organiser. Incorrectly filled out Visiting Speaker forms can result in delays in processing the request. In such cases, a new submission will be required, with the 15 working days resetting upon submission. If this procedure is not followed in full, KCLSU will postpone an event with a Visiting Speaker. 

3.3.1. The Visiting Speakers Form

3.3.1.1. Please submit one speaker request form per speaker and provide useful links for the speaker themselves, i.e. not just for the organisation/company they represent, or LinkedIn profile. Event organisers must ensure the links provided are as up to date as possible, and the content is written in English.

3.3.1.2. Event organisers can submit forms for speakers being considered well in advance of events. The 12-working day timeframe represents the minimum timeframe required between submission and the event date. It is advised that Visiting Speaker request forms are submitted at the earliest possible convenience. This is especially true for larger events comprising of multiple speakers where the event organiser is waiting for them to confirm their availability for the proposed event date. 

3.3.1.3. Visiting Speaker requests that are submitted which do not meet the 15 working day requirement will be ineligible for processing and the event organiser will be requested to submit a new form with a rescheduled event date. 

3.3.1.4. Amendments to an event date following the submission of a Visiting Speaker form will be facilitated on the following conditions:

3.3.1.4.1. The rescheduled event date is within 10 working days of the original event date.

3.3.1.4.2. The revised event date is a minimum of 12 working days from the date the Visiting Speakers inbox is notified of the change.

3.3.1.4.3. There are no other issues with the original form submission.

3.3.1.5. Amendments will only be facilitated once all specified conditions are met. In all other cases, a new Visiting Speaker form must be submitted in line with policy requirements. 

3.3.2. The Visiting Speakers Form Panels of Speakers (conferences)

3.3.2.1. For low-risk events/topics, it may be possible by agreement with the Governance Department to substitute panel members from the same organisation/ company/ institution where the alternate panellist has the same risk rating identified from the criteria for assessment (see section 8 below).

3.3.2.2. Complaints about decisions made in relation to Visiting Speakers must be made under the KCLSU Complaints Policy, through the following link.

4. Event Organiser’s responsibilities and conditions

4.1. The KCLSU Student Group President/ Treasurer is responsible for all activities that take place within their events. This includes the conduct of guests where the safety of students or staff, or the principles of Freedom of Speech, may be compromised. This also includes ensuring that the Visiting Speaker agrees to the Visiting Speaker’s briefing and that they are aware of their own responsibilities to abide by the law, and the respective policies of both KCLSU and Kings.

4.2. Complaints regarding events, non-compliance with this procedure or agreed mitigations, the elected Student Group President/ Treasurer will be required to assist with the investigation and redress will be applied to the group via the Student Group President/ Treasurer.

4.3. Click here for more information on the Kings policy on Visiting speakers.

4.4. Event Chairing

4.4.1. All Visiting Speaker request forms must identify an eligible Event Chair. Requests that identify an ineligible Event Chair will be returned to the Student Group for the process to start again. A student is eligible to Chair when the following conditions are met:

4.4.1.1. They have completed the Community Leaders chairing training accessible through KEATS.

4.4.4.2. They are a current student at Kings.

4.4.2. It is the responsibility of the Event Chair to ensure they have completed the Chair’s training. This training must be completed prior to submission of the form. KCLSU reserves the right to request evidence of training completion.

4.4.3. Visiting Speaker requests that list an ineligible Event Chair will be returned to the Student Group and a new form will be required for the event to proceed. This can impact the proposed event date if it no longer complies with the 12-working day requirement.

4.4.4. In some cases, KCLSU may require a meeting with the event Chair and organiser to discuss the way in which the event will be chaired.

4.4.5. KCLSU believes that chair training is part of the learning opportunity for organising these events, and crucial for equipping Chairs with the knowledge and skills necessary to effectively manage debate, addressing issues that arise.

4.5. The KCLSU requirements include that Visiting Speaker(s):

4.5.1. Must not incite hatred, or violence, Breach of the Peace, or call for the breaking of UK law; and speakers must themselves agree to follow the laws of the UK in respect of free speech.

4.5.2. Are not permitted to encourage, glorify, or promote any acts of terrorism, including individuals, groups or organisations that support such acts.

4.5.3. Must not provide a platform for the expression or promotion of extremism or use radicalising materials as defined in the Charity Commission Guidance;

4.5.4. Ensure a framework of debate and challenge. This includes not permitting or encouraging intimidation or harassment, resulting from prejudice or discrimination.

4.5.5. The above requirements extend to the Chair, the Student Group members and any guests attending the event. 

5. Ticketing and promotion of events

5.1. Where event attendance is subject to pre-registration and/or tickets to be issued, the Student Group/ event organiser must ensure they retain control of the registration process.  Registration and ticketing must not be controlled by the Visiting Speaker or any associated organisation. Student Groups can apply to use KCLSU Ticket system. 

5.2. A designated named person from the Student Group must be responsible for checking names into the event and enough ticket checkers much be provided by the Student Group for the anticipated numbers attending.

5.3. Where ticketing is in place, committee members must also be registered for tickets as well as other participants. Attendance list must be passed to Kings Security by 12:00 on the day of the event.

5.4. At all times, the promotion/advertising of the event must remain within the control of the Student Group and must not be passed on to the Visiting Speaker or associated organisation. Any promotion of the event by the speaker must also comply with any agreed mitigations required by KCLSU and Kings.

5.5. See also 10.1.7: limitations on promotional and supporting materials in line with anti-harassment, bullying, violence or anti-social behaviour.

6. Our Visiting Speaker Procedure

Note: the procedure above may take up to 15 working days to complete.

7. Criteria for Risk Assessment

7.1. When completing the Visiting Speaker form, event organisers must answer ‘Yes’ or ‘No’ to the following trigger questions:

• Potential for the topic of discussion to be divisive, impacting community cohesion.
• Potential for the speaker’s presence to impact community cohesion.
• Likelihood of the speaker’s presence at the event, whether online or in-person, to generate media attention.
• Potential for the topic for discussion at the event to generate media attention.

7.2. Visiting Speaker forms which answer ‘Yes’ to any of the above criteria will be referred for a joint risk assessment by KCLSU and King’s.

7.3. For all Visiting Speakers, KCLSU will conduct its own review of the speaker, the topic for discussion and, as relevant, any organisations associated with the speaker. Based on the findings, and the proposed subject (title/topic) of the event, KCLSU will determine what level of risk is appropriate for the event. Upon reviewing the request, the KCLSU Governance Department will:

• Agree with the event organiser’s assessment that a joint risk assessment is not required.
• Or hold the view, this Visiting Speaker request presents an elevated risk rating, as one or more of the criteria has been triggered. In such cases, a joint risk assessment by Kings and KCLSU will be required before event approval can be granted.

7.4. All Visiting Speaker requests and risk assessments conducted are recorded to assist KCLSU in ensuring mitigations are consistent and proportionate based on the nature of each individual event across all societies and speakers.

8. Risk Assessing

8.1. KCLSU Governance staff will liaise with the KCLSU Head of Governance and Compliance in cases where guidance is required, as to whether to forward a request for joint risk assessment

8.2. The joint risk assessment team (KCLSU/King’s) will carry out a Risk Assessment.

8.3. The joint risk assessment will review the request against each of the following six prompts:

• Potential for the topic, speaker or invited attendees to attract protest. 
• Potential for the event to have a risk of including or encouraging unlawful expressions (including inciting hatred, harassment or support for proscribed organisation) or causing a breach of the peace.  
• Potential for the event to infringe on the rights of other members of our community at King’s to lawfully express their views.
• Potential for the event to put the health and safety of students, staff and/or visitors at risk. 
• Potential for the event to unduly constrain or significantly impact the normal operations and life of the university, including the right of our community to study and work. 

8.4. All the above information will be recorded as required by the Office for Students.

9. Decision on Joint-Risk Assessed Visiting Speaker

9.1. After considering potential risks posed by the speaker, affiliated organisations and topic for discussion at the event, the KCLSU Governance Department who manage the Visiting Speaker procedure will make one of the following recommendations:

• To not permit the Visting Speaker to speak at the event based on the above.
• To permit the Visiting Speaker to speak at the event, with no further requirements (mitigations).
• To permit the Visiting Speaker to speak at the event, subject to the implementation of requirements (mitigations) designed to reduce risks.

9.2. Security arrangements in Kings venues is a matter for the Student Group and Kings.

9.3. A final score will be identified, and this will correlate to a risk rating (Low/Medium/High).

9.4. Note that any event assessed as high risk must have a starting time of 18:00 or earlier and finish by 20:30 at the latest.

10. Examples of mitigating steps to address risk

10.1. While not exhaustive, the following are examples of mitigations which may be applied so that an event can proceed:

10.1.1. KCLSU Observer and Kings Duty Dean. The mitigations may include that the event observed by KCLSU, Kings or third-party independent officials (agreed in advance with the President/Treasurer of the Student Group). KCLSU, Kings or third-party officials reserve the right to stop events if legal duties are contravened before or during the event (See also Appendix 2: additional information on mitigations).

10.1.2. The event be stewarded by KCLSU/Kings staff, or subject to security (or extra security) on the door.

10.1.3. Any events promoting a particular view must include an opportunity for those attending to debate or challenge that view.

10.1.4. The Chair, who has undertaken relevant training, to be agreed by KCLSU and Kings in advance (more than one chair can be named in advance to plan for the possibility that a chair is taken ill or cannot attend).

10.1.5. Attendees to be restricted, for example to Kings students and/or staff only.

10.1.6. A copy of all or part of a speech to be delivered by the speaker to be submitted to the KCLSU/ Kings in advance.

10.1.7. Where there is significant tension around a speaker or topic, limitations may be placed on promotional/supporting materials to reduce risk. This may include requiring event organisers to display information on respecting free speech, preventing bullying/harassment and ensuring that all views are allowed prior to the commencement of the event.

11. Reporting to KCLSU Trustee Board/FESAG

Information and statistics on all risk assessed speakers will be reported to the KCLSU Governance, Policy and Compliance Sub-Committee at least annually.

The Freedom of Expression Students Advisory Group (FESAG), which is made up of KCLSU Student Officers (elected by students), KCLSU staff, as well as staff from Kings, is charged with promoting and protecting freedom of speech, across Kings and KCLSU activity. FESAG responsibility includes reviewing joint risk assessments for medium, high, or unknown risk events.

Where the joint risk assessment team (KCLSU/Kings) is unsure about the level of risk, or whether the mitigations are adequate, they will review with the Freedom of Expression Operations Group (FEOG). FEOG’s primary purpose is to receive and review Student Group space usage requests, and to evaluate each request against an agreed risk rating and mitigation tree. FESAG will receive a copy of every completed risk assessment. The KCLSU VP Activities & Development (VPAD) and the Kings Head of Event Operations jointly Chair FEOG.

Decisions related to Visiting Speakers assessed as high or unknown risk, may be escalated to the KCLSU Trustee Board and are reported to FESAG. Where the KCLSU Board disagree with a decision, they may use their powers to review the decision.

Where required (in absence of the VPAD or due to conflict of interest) an alternative member of the Student Officer team or senior KCLSU staff member may be asked to assist in decision-marking.

12. Decision to cancel an event with a Visiting Speaker

Apart from the event organisers, or Student Group deciding that they do not want to hear the visiting speaker. The decision to cancel, not postpone or request it is delivered in a different way, will be a decision of the Board of Trustees

13. Appeals against mitigations

Appeals against mitigating restrictions, or in the unlikely event that a Visiting Speaker is prevented from speaking, will be considered under one of the following:

That the decision is wholly unreasonable.

That the risk assessment procedure has not been followed or is flawed in such a way as to have led to unreasonable mitigations being put in place.

Additional information has come to light, or not been previously considered, that might lead to a different decision.

All appeals must be submitted via the KCLSU Complaints Procedure (non-election) and completed within one working day of receiving the joint risk assessment.

Appendix 1 – Useful Links

• Terrorism Act
• The Education (No. 2) Act 1986 S43
• Education Reform Act 1988 – Academic Freedom
• The Human Rights Act 1998
• Equality Act 2010 (s.10 relates to religion & belief as a protected characteristic)
• Public Order Act 1986 – Violent, Threatening or Abusive Conduct and Speech
• KCL Policy on harassment, bullying and discrimination for students
• KCL Policy and procedures in respect of permissible activities
• KCLSU Room Bookings
• KCL Room bookings with Visiting speakers policy
• OFS Guidance Related to Freedom of Speech
• King’s and KCLSU Joint Statement on Freedom of Expression
• Mitigations Explained

Appendix 2 - Additional information on mitigations

Approved by KCLSU Governance, Policy and Compliance Sub-committee June 2025