1. Introduction

1.1. The University of Westminster is committed to providing a space for engaging, challenging, and enjoyable events. In doing so the University takes its responsibility to ensure the safety and well-being of all participants very seriously.

1.2. This code of conduct is in place to help meet that responsibility and sets out the expectations when hosting events. It extends to all events held at the University of Westminster and applies to all colleagues, students, associated stakeholders (e.g. governors), commercial booking individuals/organisations, and members of the public.

2. Event booking process

2.1. For individuals and organisations responsible for booking an event at the University, this code of conduct is to be read in conjunction with the appropriate booking process.

2.2. The University operates three booking processes designed to meet the different needs of our University community and individuals/organisations making commercial bookings:

2.3. Any individual or organisation wishing to hold an event at the University is required to make their booking via the appropriate booking process. Each booking process is clear in stating what is required and how the booking will be assessed.

3. Event booking assessment

3.1. Assessments are important in determining the level of support required to ensure all participants and attendees can enjoy and engage with the event.

3.2. All events featuring external speakers are assessed against the same criteria found in Appendix A of the relevant booking process.

3.3. In all instances the Vice Chancellor has overall authority for the approval of an event and may at any time decide to cancel a booking should concerns be raised.

4. Conduct of events

4.1. The University’s Code of Practice on Freedom of Speech sets out the requirement for all organisers and attendees of events to comply with the obligation to ensure freedom of speech is protected. In addition, this code of conduct stipulates expected.

4.2. In addition, this code of conduct makes it clear that bookings are to be managed as inclusive and engaging events for all, regardless of the sex, sexual orientation, disability, age, physical appearance, ethnicity, nationality, or religion/faith of participants and attendees.

4.3. The University expects all participants and attendees to:

  • Be professional and collegiate
  • Be respectful of the views of others
  • Not engage in harassing or intimidating behaviour (including sustained disruption which prevents an individual from speaking/being heard)
  • Not photograph or film an individual/individuals against their stated wishes

4.4. The University of Westminster does not tolerate harassment or exclusion in any form. Segregation of attendees at events by gender, religion, age, disability or other defining characteristic is not acceptable and will result in the event being cancelled.

5. Reporting an incident

5.1. Where an individual’s behaviour is deemed to be below those expected of this code, the issue should be reported to the individual hosting the event. If this isn’t possible, the issue can be raised with University front of house colleagues.

5.2. When managing the concern, in the first instance any individual deemed to be in breach of the code will be asked to modify their behaviour/language by either the event host or University security.

5.3. Where the individual continues to be in breach of the code, they will be asked to leave and where necessary the event will be closed to ensure the protection of all.

5.4. We recognise that reporting incidents at the moment they take place can be difficult and concerned parties may feel vulnerable. Where an incident is reported after an event has taken place the issue will be managed in accordance with section 6 of this code.

6. Sanctions resulting from breaches of the code of conduct

6.1. Sanctions may be placed upon individuals and organisations as a result of incidents which breach the expectations of the code of practice on freedom of speech and this code of conduct.

6.2. For colleagues and students, these expectations are no different to those of their terms of employment or student terms and conditions, which stipulate appropriate standards of behaviour at all times.

a. Students Students found to be in breach of this code will be subject to the student disciplinary regulations:

b. Colleagues Colleagues found to be in breach of this code will be subject to the staff disciplinary policy and procedure:

c. Commercial booking individual and associates Where an individual or their associates responsible for a commercial booking are found to have breached this code of conduct:

  • No future bookings will be accepted from the individual/organisation
  • Notification of the breach may be forwarded to the individual’s employer

d. Members of public Members of the public attending events found to be in breach of this code will be:

  • Prohibited from attending any future events.

e. External speakers Where a speaker’s conduct is found to be in breach of this code the speaker will:

  • Not be invited to speak at any further events
  • Prohibited from attending any future events

6.3. In all cases, where an individual is suspected to have broken the law, the issue will be forwarded to the police for further investigation.