Resource Pack – Guest and Speakers
What is this form?
If you are having a guest or
speaker come along to an event
you have planned, we need you
to read the attached policy
information and submit the
form found below. This is to
allow us to meet University
procedures.
Contact: Please email completed forms to
su.welcomedesk@northumbria.ac.uk
Got a question? Please contact your coordinator:
NSU/Community:
su.community.volunteering@northumbria.ac.uk
NSU/RAG: kevin2.edgar@northumbria.ac.uk
NSU/Media: su.nutv@northumbria.ac.uk
NSU/Societies: su.societies@northumbria.ac.uk
NSU/Nightline: Chrissy.Watt@northumbria.ac.uk
This policy covers all sections of Student Activities

It is the committees responsibility to inform the Student Activities Manager of
any guest or speaker they wish attend an event

A minimum of 3 weeks’ notice must be given to the Welcome Desk Manager
of any guests or speakers. This includes if Northumbria students will be
speaking at the event or activity.
We would encourage volunteers to give their request earlier than the 3 week
deadline.

When booking a room through the Students’ Union or the University the
volunteer must declare any potential guests or speakers they wish to attend
the event, both on the ‘Room booking request’ form and the ‘Speaker and
Guest Request’ form.

The Students’ Union reserves the right to cancel a booking if it is discovered
that an event has an unauthorised speaker.

Guests or speakers must not be officially booked until the society receives
confirmation of the Student Unions’ authorisation by the relevant Coordinator
and Manager.

The volunteer must include the attendance of any speakers or guests into their
event or activity’s Risk Assessment, and must seek to minimise all risk as a
consequence of their attendance. These Risk Assessments should be received
by the appropriate coordinator within two weeks of the event or activity.

The Union will conduct appropriate research into the individual(s) proposed as
a Speaker and will take advice from University and external colleagues as
required. We will aim to respond to all requests within 5 working days, or
notify you in circumstances where this is not possible. Guests or speakers
must not be officially booked until the volunteer receives confirmation of the
Student Unions’ authorisation by the Welcome Desk Manager.
SPEAKER AND GUEST REQUEST FORM
Society/Project/Group: ______________________________________________
Name of organiser: _________________________________________________
Email: __________________________________________________________
Telephone:
_____________________________________________________
Date of Event: _____________
Time of Event: _______________________ ___
Proposed Venue for Event: _____________________________________________
Estimated number of attendees: _________________________________________
Please tick as appropriate:
Society Members
Northumbria Students Only
Name of Speaker/Guest:_____________________________
Open to Public
__ ___________
Relevant website(s) for speaker: 1._______________________________
2.____________ _______ _______ _______ ______ ____________________________
3.__________________________________________________________________________
Title of talk: _______________________________________
___ _____
Subject of talk: ___________________________________________
___________________________________________________
Is the event or guest speaker likely to attract media attention? If so why?
_____________________________________________________________________________
___________________________________________________
Is the Guest Speaker being paid for their time and/or receiving travel expenses?
Deadline: GUEST SPEAKER FORMS NEED TO BE RECEIVED BY THE
STUDENTS’ UNION 3 WEEKS BEFORE THE EVENT.