1. Purpose of the Policy
This policy provides guidance for inviting, selecting, and working with external speakers at West Pennine Villages u3a (WPV u3a) charity events. Its aim is to ensure that all speakers contribute positively to the learning environment, uphold u3a values, comply with legal and safeguarding requirements, and maintain the organisation’s non-political and non-religious status.
2. Scope
This policy applies to all u3a groups, committee members, event organisers, and volunteers involved in planning or running events where external speakers are invited to present, , or contribute in any formal capacity.
3. Principles
- Neutrality – WPV u3a is a non-political, non-religious charity. External speakers must respect this and refrain from promoting political, religious, or commercial agendas
- Safety and Respect – speakers must uphold safeguarding principles and treat all members with dignity, fairness, and respect
- Quality and Relevance – presentations must be accurate, appropriate, and relevant to the interests of the group
- Inclusivity – events should be accessible and welcoming to all members
Procedure for Selecting and Approving External Speakers
4.1 Initial Assessment
Event organisers should consider:
- The speaker’s qualifications, background, and reputation
- The relevance of the topic to WPV u3a members
- Whether the content maintains WPV u3a’s neutral, inclusive values
4.2 Approval
- All external speakers must be approved by the WPV u3a Committee (or group convenor)
- A brief description of the talk/workshop, including potential sensitive topics, should be submitted for approval
4.3 Fees and Expenses
- Speaker fees or expenses must be agreed in advance, documented in writing, and comply with WPV u3a financial procedures
- Any payments must be transparent and appropriate for a charity setting
5. Expectations and Responsibilities of External Speakers
5.1 Conduct
Speakers should:
- Provide content that is factual and non-promotional
- Avoid political advocacy, religious instruction, or commercial sales pitches
- Respect the diversity and life experience of u3a members
- Follow WPV u3a’s safeguarding and health-and-safety guidelines
5.2 Materials and Content
- Any materials (slides, handouts, videos) should be shared in advance if requested
- Content must be appropriate for mixed audiences and comply with equality legislation
5.3 Use of Personal Data
- Speakers must not collect personal data from members (e.g. email addresses, phone numbers) unless explicit consent has been given and GDPR rules are observed
6. Managing the Event
6.1 Introduction and Disclaimer
At the start of the event, organisers should:
- Introduce the speaker
- Clarify that views expressed are those of the speaker, not WPV u3a’s
6.2 Monitoring
The organiser or committee representative must attend to ensure:
- The session stays within agreed boundaries
- Any concerning content or behaviour is addressed promptly
7. Complaints or Concerns
- Any issues arising from a speaker’s conduct or content should be reported to the Committee as soon as possible
- The Committee will review complaints and may decide to provide feedback to the speaker, decline future engagement, or take other appropriate action
8. Review of Policy
This policy will be reviewed annually or earlier if required by changes in legislation or u3a guidance.
This policy was adopted on February 11th 2026
| Date Approved | 11/02/2026 | Reviewed | 11/02/2026 |
| Reviewer | Lynne Robinson | Date of Next Review | 01/11/2026 |