Code of practice concerning freedom of speech: Appendix

This appendix describes the Administrative Procedures governing the booking of rooms on University premises for the purpose of holding any form of non-teaching event. All such events are subject to the requirements set out in sections 12-20 of this Code. Designated Events are further subject to the specific requirements set out in sections 21-29.

Booking of non-teaching events held in centrally timetabled rooms

33. Bookings of non-teaching events held in centrally timetabled rooms may be made only by a member of University staff or a designated representative of a Society of the Students’ Union. In both cases the individual in whose name the booking is made will be regarded as the principal organiser of the event.

34. Bookings of events made by staff must be made using the on-line booking form.

35. Bookings of events made on behalf of a Society of the Students’ Union must first follow the same procedures as apply to events held within the Percy Gee Building, as set out in 43-47 below. Bookings will not be confirmed to students before those procedures have been completed.

36. Staff bookings of centrally timetabled rooms for non-teaching events will first be reviewed by staff in the Room Bookings Office. Requests relating to new events which have not been held at the University previously, or which feature external speakers who have not delivered speeches at the University before, will be referred to the University’s Head of Security, who is the Registrar’s appointed officer in such matters. The Head of Security will review the information on the planned event and will determine, with due regard to the requirements of this Code and the University’s legal obligations, whether there are any features of the event that warrant a recommendation for the booking to be declined. Further external information or advice will be obtained if required. In all cases the Head of Security will make his or her recommendation to the Registrar, who will then make the final decision to accept or decline the booking. Before making a final decision the Registrar may discuss the matter further with other senior officer(s).

37. The Registrar, through the Head of Security, will advise the Room Bookings Office in all cases where either the booking is to be declined or the booking is to be accepted and classified as a Designated Event. All such decisions will be communicated in writing to the principal organiser. The Registrar will stipulate whether any special conditions or arrangements are to be attached to the acceptance of any booking. The principal organiser must provide written acceptance of any such conditions or arrangements before the booking can be confirmed.

Booking of events held in the University’s conference facilities

38. Bookings for events to be held in the University’s conference facilities may be made by University staff, designated representatives of the Students’ Union, and external groups or organisations.

39. The principal organiser of any event to be held in the University’s conference facilities is required to undertake that the principles embodied in the University’s code of practice concerning freedom of speech will be upheld. The principal organiser is therefore required to declare to the University any event where the topics or speakers may produce a reaction that could threaten tolerance or freedom of speech. S/he must also ensure that nothing in the preparations for, or conduct of, that meeting infringes the law as, for example, in the case of conduct that is likely to cause a breach of the peace or incitement to illegal acts.

40. Details of all conference bookings will first be reviewed by staff in Residential and Commercial Services (RACS) or at College Court, as appropriate. Requests relating to new events which have not been held at the University previously, or which feature external speakers who have not delivered speeches at the University before, will be referred to the University’s Head of Security, who is the Registrar’s appointed officer in such matters. The Head of Security will review the information on the planned event and will determine, with due regard to the requirements of this Code and the University’s legal obligations, whether there are any features of the event that warrant a recommendation for the booking to be declined. Further external information or advice will be obtained if required. In all cases the recommendation of the Head of Security will be notified to the Assistant Director of RACS or the Director of College Court, as appropriate, and to the Registrar, who will then make the final decision to accept or decline the booking. Before making a final decision the Registrar may discuss the matter further with other senior officer(s).

41. The Registrar, through the Head of Security, will advise RACS or College Court in all cases where either the booking is to be declined or the booking is to be accepted and classified as a Designated Event. All such decisions will be communicated in writing to the principal organiser of the event. The Registrar will stipulate whether any special conditions or arrangements are to be attached to the acceptance of any booking. The principal organiser must provide written acceptance of any such conditions or arrangements before the booking can be confirmed.

42. All conference bookings are subject to written acceptance of the University’s terms and condition for the use of its conference facilities, which include provisions on the University’s commitment to freedom of speech within the law.

Booking of events held in the Students’ Union (Percy Gee building)

43. Bookings made by students for all events held in the Percy Gee Building or in the University’s centrally timetabled rooms require the completion of an Events Form, available from the Activities Resource Centre in the Students’ Union. The name of any speaker at the event and the subject of his or her talk must be declared at the time of booking.

44. In the case of event bookings requested on behalf of a student society the Events Form must be completed and signed by the society’s registered officer and submitted to the Activities Resource Centre, which holds and maintains a list of all such registered officers. Society bookings requested by any person other than the registered officer will be declined.

45. In the case of event bookings requested by individual students or on behalf of external groups or organisations the Events Form must be completed and signed by the individual student or the external body’s principal organiser, as appropriate, and submitted to the Activities Resource Centre.

46. Details of all event bookings requested by individual students or on behalf of external bodies will first be reviewed by staff in the Activities Resource Centre, and will then be referred to the University’s Head of Security, who is the Registrar’s appointed officer in such matters. The Head of Security will review the information on the planned event and will determine, with due regard to the requirements of this Code and the University’s legal obligations, whether there are any features of the event that warrant a recommendation for the booking to be declined. Further external information or advice will be obtained if required. In all cases the Head of Security will make his or her recommendation to the Director of Central Services of the Students’ Union. Before making a final decision to accept or decline the booking the Director will discuss the matter with the Registrar, who may discuss the matter further with other senior officer(s).

47. Having discussed the matter with the Registrar the Director of Central Services will advise the Activities Resource Centre (or the Room Bookings Office in respect of centrally timetabled rooms) in all cases where either the booking is to be declined or the booking is to be accepted and classified as a Designated Event. All such decisions will be communicated in writing to the principal organiser of the event. The Director will stipulate whether any special conditions or arrangements are to be attached to the acceptance of any booking. The principal organiser of the event must provide written acceptance of any such conditions or arrangements before the booking can be confirmed.

Students’ Union - booking of events in the University’s ‘open’ areas

48. Special arrangements apply to requests from the Students’ Union, its clubs and societies, or any partner organisations wishing to stage an event on any part of the University’s estate that is not available to be booked under the procedures set out in paragraphs 30-44 above. Such areas include foyers or other communal areas inside buildings, courtyards, lawns and car parks.

49. Requests for events to be held in or on any of the University’s open areas must be submitted by an officer of the Students’ Union, using the online booking form. Such events are often unusual in nature and may require extensive internal consultations to resolve. Therefore, all sections of the booking form must be completed and the form submitted to the Division of Estates and Facilities Management at least four weeks in advance of the proposed event date. The name of any speaker(s) at the event and the subject of his or her talk must be declared at the time of booking.

50. All requests will be subject to detailed review by staff in the Division of Estates and Facilities Management. This will include referral to the University’s Head of Security, who is the Registrar’s appointed officer in such matters. The Head of Security will review the information on the planned event and will determine, with due regard to the requirements of this Code and the University’s legal obligations, whether there are any features of the event that warrant a recommendation for the booking to be declined. Further external information or advice will be obtained if required. In all cases the Head of Security will make his or her recommendation to the Registrar, who will then make the final decision to accept or decline the booking. This decision will normally be made within fourteen days of the receipt of the booking request. Before making a final decision the Registrar may discuss the matter further with other senior officer(s).

51. The Registrar, through the Head of Security, will advise the Director of Estates and Facilities Management in all cases where either the booking is to be declined or the booking is to be accepted and classified as a Designated Event. All such decisions will be communicated in writing to the principal organiser of the event. The Registrar will stipulate whether any special conditions or arrangements are to be attached to the acceptance of any booking. The principal organiser of the event must provide written acceptance of any such conditions or arrangements before the booking can be confirmed.