About Safe Haven – A Ray of Hope

Engaging External Speakers at Charity Events – Policy and Procedures

 

 
  1. Policy Statement

Safe Haven – A Ray of Hope welcomes external speakers at our charity events to enhance learning, share lived experiences, and inspire our community. However, it is essential that all external speakers align with our charitable values, safeguarding standards, and commitment to equality and inclusion.

This policy provides clear procedures to ensure external speakers are appropriately vetted, supported, and managed in line with UK charity best practice and safeguarding laws.

 

  1. Purpose
  • To ensure external speakers contribute positively and safely to the charity’s mission
  • To prevent the promotion of extremist, discriminatory, or harmful views
  • To protect children, young people, vulnerable adults, and staff from potential risk
  • To comply with safeguarding, data protection, and equality legislation

 

  1. Scope

This policy applies to any external individual or organisation invited to speak, present, or perform at charity-hosted:

  • Public or private events
  • Workshops, seminars, or conferences
  • School or youth engagement sessions
  • Online webinars, live streams, or podcasts
  • Media interviews arranged by the charity

 

  1. Responsibilities
  • Event Lead / Organiser: Responsible for initiating the speaker request and conducting initial due diligence
  • Designated Safeguarding Lead (DSL): Reviews speaker content and suitability if the event involves minors or vulnerable persons
  • Board of Trustees: Retains oversight for high-profile or controversial speakers

 

  1. Procedure for Engaging Speakers

Step 1: Initial Review

  • Confirm the purpose of the speaker’s involvement
  • Check that the speaker aligns with Safe Haven’s values, aims, and safeguarding commitment

Step 2: Speaker Form and Agreement

  • Speaker to complete an External Speaker Agreement Form including:
    • Biography and background
    • Nature and topic of presentation
    • Social media handles (if applicable)
    • Any special requirements
  • Speaker agrees not to promote offensive, political, extremist, or discriminatory content

Step 3: Safeguarding and DBS (if applicable)

  • If the speaker will have direct contact with children/vulnerable adults:
    • A Disclosure and Barring Service (DBS) check may be required
    • Supervision must be arranged throughout the session
    • Speaker must agree to the charity’s Safeguarding Policy

Step 4: Risk Assessment

  • A risk assessment must be conducted for the event including considerations around:
    • Speaker content
    • Audience vulnerability
    • Reputational risk
    • Venue, format, and supervision

Step 5: Final Approval

  • The DSL or senior event coordinator must approve the speaker before they are confirmed
  • High-risk or controversial speakers must be approved by the Board of Trustees

 

  1. On the Day of the Event
  • Speaker must be welcomed and briefed on event rules
  • A staff member should be assigned to monitor the session
  • Any safeguarding concerns or inappropriate comments must be addressed immediately and reported

 

  1. Complaints and Feedback
  • Any feedback or complaints from attendees will be logged and reviewed
  • The speaker may be debriefed and feedback provided where necessary
  • Repeat engagement will depend on conduct and feedback received

 

  1. Prohibited Content

Speakers must not:

  • Promote hate speech, violence, or extremism
  • Discriminate against any group or individual
  • Endorse illegal activity
  • Promote political parties or campaigns
  • Exploit the event for personal, religious, or commercial gain

 

  1. Policy Review

This policy will be reviewed annually or following any serious incident or external speaker complaint.

Approved by:

Blessing Olalemi: May 30th

Kerry- Ann Batten: May 29

John Olalemi: May 30th

 

Last reviewed: May 30th 2025 | Next review: June 2026