If you're starting to plan a Guest Speaker event and aren't sure where to start, or what is needed, then why not take a quick look at our article here on the basic requirements to bear in mind when planning an activity and this should help.
INTERNAL GUEST SPEAKER EVENTS
If you are planning on having guest speakers at your event from within Durham University, that is to say that they are a current student, or a member of University staff, then they are approved to speak at your event without needing any checks to be made, so you can go ahead and confirm the speakers, and the event details with them. We'll still need to know the details of the event though so please fill in our Student Group Activity Form, and submit a risk assessment too (more information about this can be found below).
EXTERNAL GUEST SPEAKER EVENTS
If you are planning on having speakers from outside of the University (alumni Durham students, students or staff members from other Universities, speakers from external organisations etc) then there are a couple of things that we will need from you. Firstly, we'll need the group to fill in a guest speaker risk assessment (more information about this can be found below). Secondly, you'll also need to fill in the guest speaker section of our Student Group Activity form so we have all of the details about the speaker(s) (where they are from, what they will be talking about etc) so we can check them over and sign them off to speak at your event.
RISK ASSESSMENT
We have template files which will help you being to think about the risks associated with the activity. However, the files are not complete and information that you will need to fill out is contained both in the brief event summary, and also throughout the risks detailed on the assessment itself. Each activity will have its own unique risks which you will also need to include. We have more detailed articles on Risk Assessments for you to find out further information on this area in our Health & Safety articles:
Why Are Risk Assessments Necessary?
What Activities Require a Risk Assessment?
How Do I Write A Risk Assessment?
The risk assessment and Trip & Event form / Guest Speaker forms also need to be submitted at least 14 days before your event so please make sure to submit them in plenty of time for them to be checked and signed off.
For any issues relating to accessing the links above, please get in touch here.
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