SBS guest speaker guidance

The employability team can offer support in booking guest speakers. We have created some guidance and clarification, and outlined what help we can provide.

Sourcing your guest speaker

The employability team has access to a range of SBS business contacts and alumni that we can approach when there is a requirement for a guest speaker. Where possible we will attempt to source someone suitable.

Prior to sourcing a speaker we require a full brief of the requirements of the speaker and your session. Please see appendix 1 for an outline of the information we require.

We would recommend giving a minimum of 4 weeks' notice before your session to ensure the guest speaker is aware of what is expected of them and that they are available when they are required.

The more senior or high-profile the speaker that you are seeking the more notice you will need to allow prior to the event.

The employability team cannot guarantee we can source a speaker to match your requirements.

If you have sourced your own guest speaker we are happy to liaise with the speaker to organise arrangements on your behalf.

If you want to hold a society event within the Business School, then you should approach the employability team.

The employability team can assist with the following:

  • making arrangements with the guest speaker for the day (e.g. parking permits, times)
  • booking a suitable room
  • printing marketing material
  • advertising the event
  • organisehospitality
  • organise a photographer and the event being filmed if required
  • arrange IT and guest log in
  • make and process payment arrangements (after approval from the budget holder)
  • 'on the day' arrangements

-greet the guest speaker and go through any housekeeping

-arrange hospitality for the speaker

  • make a record of the event for CRM and accreditation purposes

On the day

The guest needs to be greeted at reception and escorted to the room where the event is being held. Then a short induction should be carried out with your guest speaker (see appendix 2).

The university insurances will cover any guest speakers on the premises.

Please ensure that if the guest speaker is to be in any area of the university that is not open to public access (requires a staff id card to access) the speaker must be escorted by a member of staff. Alternatively you can apply for a permit to enable the speaker to have access. Please contact Stacey Payne to organise this onext5137.

Appendix 1 - SBS guest speaker checklist

Name
Society Name
Contact Details
Reason for sourcing a guest speaker
(e.g. Module, extra-curricular, society, what is the event about?)
Audience
(Course, Level, Numbers)
Topic and further details for the speaker to enable our discussions
Date and time of the event (or approximate if not known)
Do you have an idea of who you want or a specific company?
It is helpful for us to know the following:
  • the type and size of organisation
  • UK, European or International Company
  • the background, position and credibility of the speaker
  • if you want Alumni Links
Please also add any contact details you may have.
What would you like the employability team to do?
How long will each guest speaker present for?

Appendix 2 - SBS Guest Speaker Induction

When a guest speaker arrives on campus a member of staff is required to complete the following induction with them.

  • provide information regarding the fire alarm, assembly points (see campus plans) and evacuation procedure specific to all areas / buildings where they will be visiting.
  • request that visitors do not wedge open unattended fire doors.
  • provide the visitor with contact numbers for emergency response (explain 888 from internal phone or 0114 225 2000 from any other phone).
  • advise them of any site boundaries, no go areas, especially controlled access areas.
  • advise them to report any accidents / incidents they have on site to you and tell them where they can obtain first aid from.
  • no smoking (only in designated external locations on site and away from building entrances).
  • remind the visitor to report in / out of the building with the SHU contact.