Events with Speakers

Events with speakers are a meaningful way for the campus community to engage with new ideas, experience different viewpoints, question or debate complex issues, and challenge perspectives. They can help build community amongst those with shared interests or beliefs, though, they may also create an environment in which individuals feel uncomfortable or harmed.

Student group event organizers must assess various risks associated with speaker events, including those related to the venue, expected attendance, and speaker. For instance, event organizers must assess whether their venue can accommodate the expected number and needs of attendees and whether their speaker may elicit a strong or critical response from those who hold different views. Event organizers are responsible for developing and implementing appropriate risk mitigation plans and may seek support from units listed below. The University of Alberta is committed to upholding freedom of expression on campus, including speakers who may express ideas that are disagreeable to others, provided that speakers do not engage in hate speech, harassment, threats, or violate Canadian and Alberta laws or University of Alberta policies.

Review the event planning considerations and recommendations below to prepare for your event.

Speaker

• Are they well known such as a politician or other public figure? Might they attract a greater number of attendees than can be accommodated in your venue space?
• Undergo a Google and social media search to identify if the speaker’s past events have drawn criticism or resulted in any counter-actions such as demonstrations or protests.
• Review previous talks that may be available online and contemplate: “Is it possible that the speaker's views may offend community members?”
• Has your group set intentions for the event or speaker topic? Ensure your group has a good understanding of the speaker’s topic, and communicate with the speaker to ensure that the topic fits with the intentions and goals of the event.
• If your group is hosting a foreign speaker, your group must ensure compliance with Immigration, Refugees and Citizenship Canada's (IRCC) requirements.

Audience

• How many attendees do you anticipate? Do you have a system or process that allows your group to track and manage attendance, including identifying accessibility needs and supports?
• Is your event open to group members only, any member of the university community, and/or the general public?
• Does your group have mitigation processes in place to manage higher-than-anticipated attendance and/or situations in which protests or counter-events may arise?
• Has your group considered the logistics of your venue, including the location of the speaker, audience seating, and doors?

Event Promotion

• Are the content and methods of your event promotion aligned with your intended audience and do promotion materials identify if there are any limitations on attendance (e.g. campus community members only) or limitations related to the venue (e.g. accessibility)?
• If the speaker or topic may be sensitive or controversial, use your event promotion as a forum for setting expectations, for instance, identify that those with opposing views are welcome to attend and engage in respectful dialogue.

Event Management

• Ensure your group is familiar with your event space, entrances/exits, access to washrooms, and other amenities. To ensure the safety of your attendees, confirm you know where muster points are located and have a plan to communicate about emergency evacuation.
• Plan in advance how your group and/or moderator will manage questions and create an environment in which all participants have the opportunity to respectfully engage with the speaker (e.g. opportunities to submit questions in advance).
• If the speaker or topic may be sensitive or controversial, acknowledge this in the opening remarks, provide content/trigger warnings when necessary and share expectations about respectful engagement throughout the event. Consider supports such as having event organizers available as designated peer listeners to step out of the venue with individuals who may wish to debrief. Event organizers volunteering in this capacity may benefit from reviewing the university’s wellness resources.

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Supports to help plan for Speaker Events

If there is an emergency, please call 911 and UAPS at 780-492-5050 (Augustana 780-608-2905).

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As with any event, remember to do a post-event assessment and document successes, challenges, and recommendations for future event organizers.