1. Purpose
Equra College London (“Equra”) supports academic freedom, open dialogue and enriching learning opportunities through guest speakers and events. This policy ensures external speakers and events are planned and delivered safely, lawfully and in a way that protects students, staff and the reputation of Equra.
2. Scope
This policy applies to:
- Guest lectures, seminars, workshops and panel discussions
- Conferences, public lectures and CPD events
- On-site and off-site events organised by Equra
- Online events hosted or co-hosted by Equra
- Events delivered with partners or at partner venues
3. Principles
Equra will:
- Encourage balanced, respectful and educational discussion
- Maintain safety and wellbeing as a priority
- Comply with legal duties and protect individuals from harassment and hate
- Ensure events are risk-assessed and appropriately supervised
- Ensure safeguarding and conduct expectations are clear
4. Roles and responsibilities
4.1 Event Organiser
- Completes the event proposal, risk assessment and logistics plan
- Ensures speaker checks and event controls are in place
- Ensures staff supervision and incident reporting arrangements are clear
4.2 Principal/Events Lead (Approver)
- Approves events based on risk and compliance checks
- Escalates higher-risk events to senior governance where required
4.3 Safeguarding Lead
- Advises on safeguarding controls and participant safety
- Confirms suitability arrangements where vulnerable participants may attend
4.4 All staff and students
- Follow event instructions and standards of behaviour
- Report concerns promptly
5. Speaker and event approval process
5.1 All external speaker events must be approved before public promotion.
5.2 The Event Organiser submits an Event Approval Form including:
- Speaker details and topic/title
- Audience (students only or public)
- Venue/format (on-site/off-site/online)
- Expected attendance
- Whether recording will occur
- Risk assessment summary and proposed controls
- Any partner involvement and responsibilities
5.3 Approval outcomes:
- Approved
- Approved with conditions
- Not approved (with reasons)
6. Risk assessment
6.1 All events require a proportionate risk assessment.
6.2 Higher-risk indicators include:
- Open public attendance
- Controversial topics likely to cause conflict or distress
- High-profile speakers
- Security concerns or prior threats
- Safeguarding risks (young learners or vulnerable adults)
- Venue risks (capacity, fire safety, accessibility)
- Online risks (recording misuse, harassment, doxxing)
6.3 Controls may include:
- Registration and controlled entry
- Increased staff supervision
- Clear conduct expectations and moderation rules
- Q&A management and trained chairing
- Security liaison with venue staff where applicable
- Recording restrictions
- Alternative arrangements for participation where needed
7. Speaker conduct and expectations
7.1 External speakers must be informed of Equra expectations, including:
- Respectful and professional communication
- No harassment, discrimination or hate speech
- No incitement of violence or illegal activity
- Compliance with safeguarding expectations
- Compliance with recording and confidentiality rules
7.2 Equra may require speakers to agree to event terms in writing.
8. Events involving the public
For public-facing events, Equra will ensure:
- Registration or controlled access is in place where appropriate
- Clear venue rules and safety guidance are communicated
- Appropriate staffing and supervision is provided
- An incident response plan is in place
9. Online events and recordings
9.1 For online events, Equra will use appropriate moderation controls such as waiting rooms, chat moderation and host permissions.
9.2 Where events are recorded:
- Equra will inform attendees in advance
- Recording access will be controlled
- Attendees must not make unauthorised recordings or share recordings without permission
9.3 If recording is not permitted, Equra will communicate this clearly.
10. Safeguarding and welfare
Where events include participants who may be vulnerable or where sensitive topics are discussed, Equra will:
- Apply safeguarding controls and clear signposting
- Provide appropriate support routes
- Brief staff on escalation routes
11. Equality, inclusion and accessibility
Equra will consider accessibility needs for events and make reasonable adjustments where practicable, including accessible venues, formats and materials.
12. Managing disruption or risk escalation
Equra reserves the right to:
- Set conditions for events
- Refuse entry to individuals who present a risk or breach conduct rules
- Pause or terminate an event where safety is threatened
- Remove online participants who breach rules
Where necessary, Equra may liaise with venue security or emergency services.
13. Incident reporting
Any incident at an event must be reported under Equra’s Incident and Accident Reporting Procedure and, where relevant, safeguarding routes.
14. Records and review
Equra will keep records of:
- Event approval forms
- Risk assessments
- Any conditions imposed
- Incident reports (where applicable)
This policy will be reviewed annually and after any significant event-related incident.