Visiting Speaker Requests

A Visiting Speaker is anyone who is not a member of KCLSU or King’s (student or staff) who is invited to speak at an event.

This procedure applies to all KCLSU-related activity, including events organised by:

• Ratified Student Groups
• Sports Clubs
• Student Networks
• Academic Associations
• KCLSU Officers or staff

It applies regardless of the event format or how the Speaker is involved (e.g. panel discussions, educational workshops, or widening participation events delivered in collaboration with KCLSU faculties.)

This definition is intentionally broad to ensure clarity and consistent application across all KCLSU activity.

The updates below are designed to reduce confusion, improve consistency, and support faster processing where possible:

• Clearer definition: The definition of a Visiting Speaker has been refined to remove previous exceptions based on event format or type of contribution. This helps ensure the procedure is applied consistently.
• One form for multiple Visiting Speakers: You can now include multiple Visiting Speakers in a single request form. Please note that you’ll still need to provide the full name and three relevant links for each Speaker.
• Clearer self-referral questions: The four self-referral questions used to determine whether a Joint Risk Assessment (JRA) may be required have been updated for clarity and consistency. Accurate responses are important – they help the Governance team identify more complex events early and reduce avoidable delays.
• Updated submission timelines based on risk: The minimum submission notice is now 10 working days. Processing timelines will vary depending on the level of risk (see below for more details).

You’ll need to allow at least 10 working days for all Visiting Speaker submissions.

However, the total time needed for approval will depend on the risk level of your event:

• Events that do not require a JRA, or are assessed as low risk: Approval is typically provided within 10 working days
• Events assessed as medium risk (via the JRA process): Approval is typically provided within 12 working days
• Events assessed as high risk (via the JRA process): Approval is typically provided within 14 working days

⚠️ Please note ⚠️

If you submit your request with 10 (or 12) working days’ notice and your event is later assessed as medium or high risk, the process cannot be expedited to meet your proposed event date. In these cases, you’ll need to reschedule to allow enough time for the Joint Risk Assessment to be completed.

Working days are Monday to Friday, 8am-6pm, excluding bank holidays and closure dates.

Please don’t advertise or confirm a Visiting Speaker’s involvement in your event until approval has been issued by KCLSU.

Only KCLSU can grant Visiting Speaker approval, regardless of who else is collaborating on the event.

⚠️ Why is this important? ⚠️

Promoting a Visiting Speaker before approval is in place may expose you to financial or reputational risk. Changes to your event may be required following review, which could affect your plans or communications.

All Visiting Speaker forms must name an Event Chair who:

• Is a current King’s student, and
• Has completed Chair’s Training on KEATS before the form is submitted

If a request is submitted without a suitable Event Chair in place:

• The request will be returned, and
• A new form will need to be submitted