Code of Practice on Freedom of Speech Annex A: Procedure for meetings and events

A1. This Annex is issued under section 6.2 of the college’s Code of Practice on Freedom of Speech (the ‘Code’).

A2. Where a meeting or event falls under section 6.2 (a)-(e) of the Code, the Organiser should formally notify the meeting or event to the Domestic Bursar at least twenty (20) working days in advance of the meeting or event. If less notice is given the Domestic Bursar will seek to consider the matter in the reduced timeframe if there are compelling reasons why the meeting or event cannot be delayed and – if it is reasonably practical to do so. However, if there are no compelling reasons why the event cannot be delayed and/or if it is not practically possible for the college to make the necessary arrangements in the reduced time, the organiser may need to organise and fund security independently.

A3. In the context of this Code, the Domestic Bursar is entrusted with the duty to assess the implications of events formally referred to them and to act in accordance with the college’s legal responsibilities, including as set out in the conduct and procedures in this Code.

A4. On receipt, the case will be assessed by the Domestic Bursar who will consult with the Executive Management Group as appropriate. The starting point, for the Domestic Bursar considering a particular event will be that the event should be allowed unless there are compelling and exceptional reasons for it not to proceed.

A5. As required by section 12 of the Terrorism Act 2000, the Domestic Bursar will not give permission to hold a meeting or event where it is known that:

(a) the proposed speaker belongs to, or professes to belong to, a proscribed organisation; or

(b) the proposed speaker will use the event to support, or to further the activities of, a proscribed organisation.

A6. In exceptional circumstances, it may be reasonable to refuse permission for a college meeting or event where the Executive Management Group reasonably believes (from the nature of the speakers or from similar activities in the past whether held at the college or otherwise) that:

• the views likely to be expressed by any speaker are contrary to the law;
• the intention of any speaker is likely to incite breaches of the law or to intend breaches of the peace to occur;
• the meeting is likely to include the expression of viewpoints that are reasonably believed to be highly controversial and/or and the Organiser will not permit contrary or opposing viewpoints to be held or expressed;
• the views likely to be expressed by any speaker are for the promotion of any illegal organisation or purpose, including organisations listed on the government’s list of proscribed terrorist groups or organisations;
• the event is likely to shut down debate or prevent others from speaking freely or exercising their academic freedom;
• the event is a protest which involves any person occupying or setting up camp on college premises;
• the event is likely to involve the use of college premises for any purpose or in any manner that may cause damage to college premises or loss, damage, or injury to any person or put the college in breach of any law or obligation (contractual or otherwise) to any person;
• the even is likely to cause substantial disruption to college activities which cannot be mitigated by conditions imposed by the Domestic Bursar under paragraph A8;
• it is in the interest of public safety, the prevention of disorder or crime, that the meeting does not take place.

A7. The lawful expression of controversial or unpopular views will not in itself constitute reasonable grounds for withholding permission for a college meeting or event.

A8. Where the college is reasonably satisfied that the otherwise lawful expression of views at an event or meeting on college premises is likely to give rise to disorder or threats to the safety of any person, they shall consider what steps it is necessary to take to ensure the safety of all persons and the security of college Premises. This might include postponing or relocating a meeting or event or imposing conditions. The responsibility for fulfilling these conditions rests with the Organiser.

A9. The college will usually carry out a risk assessment for each meeting or event falling under this Code of Practice. Where the college decides that the meeting or event requires security then except as set out in A10 below, the college will cover the costs of security for using the college’s premises for a meeting or event falling under the college Code of Practice on Freedom of Speech up to £150. Existing Lodge staff should in many cases be able to cover this at no additional cost.

A10. The college will not cover the costs of security for using the relevant premises in the following exceptional circumstances:

• that the costs exceed £150, which would be rare for an event at the college;
• where the costs are wholly disproportionate to the numbers likely to be attending the event and the event could be held in a more proportionate way;
• where the visiting speaker could reasonably be expected to have their own security because of the political or state office they hold.
• where those involved do not fall within the categories listed at 2.2(2) of the college’s Code of Practice on Freedom of Speech.

A11. Any request to pay security costs will not be influenced to any degree by the ideas or opinions of any individual involved in organising the event or meeting, or by the policy or objectives of, or the views of any of the members of, anybody involved in organising the event.

In all other cases security costs will only be passed on in exceptional circumstances, when costs exceed £150, which would be rare at the college.

A12. In the exceptional event that security costs are to be passed on to the organiser of the event, the college will supply the organiser of the event with a clear written summary of its calculation of the expected security cost and an explanation for this calculation. The summary may be appealed by submitting an appeal in writing to the Executive Management Group via the PA to the Principal.

A13. In the event that:

• a meeting or event falls under section 6.2 (a)-(e) of the college’s Code of Practice on Freedom of Speech but the Organiser does not notify the Domestic Bursar; or
• the Domestic Bursar reasonably considers that the risk cannot be mitigated by the imposition of conditions; or
• the Domestic Bursar reasonably believes that the Organiser will not comply with the conditions,

then in each case the Domestic Bursar can recommend to the Executive Management Group refuse consent for the meeting to go ahead and/or cancel the meeting or event and they may do so even if the relevant college procedure has not been exhausted.

A14. If the Organiser does not comply with the conditions or goes ahead with the meeting or event after the college has refused consent or cancelled the meeting or event then such action may lead to disciplinary action under the relevant procedures (as set out in paragraph 4.3 of the college’s Code of Practice on Freedom of Speech) and where relevant the college may remove any unauthorised encampment or occupation under its common law power of removal or by court proceedings.

A15. The Domestic Bursar will communicate the decision promptly and will set out the reasons for the decision.

A16. If any of the individuals listed in section 2.2(2) and 2.3 of the college’s Code of Practice on Freedom of Speech is dissatisfied with the decision of the college in relation to a meeting or event they may refer the matter under the relevant complaints procedure as set out in sections 5.6 – 5.7 of the college’s Code of Practice on Freedom of Speech.

First published on 30 July 2025