Conference Event Hiring and External Speakers Policy

Event Hiring and External Speakers Policy


The Muath Trust is a charity whose objectives include:-

a. to advance the education of the public in particular but not exclusively:
i. through the provision of educational and training services for all members of the
ii. in the unique cultural heritage of the communities served by the Charity; and
iii. by enabling those who were not born in the United Kingdom or whose parents

b. to relieve poverty by the provision of advice and financial and other assistance to those in need, hardship or distress;

c. to provide facilities in the interests of social welfare for the recreation and other leisure time pursuits of those in need of those facilities by reason of their age youth infirmity or disablement, poverty or social or economic circumstances; and

d. such other charitable purposes for the benefit of the community, particularly but not limited to those of Yemeni origin, as the Board of Directors determine from time to time

At all times, the Trustees of Muath Trust are mindful of ensuring that the activities are in accordance with these objectives. community, particularly but not limited to those of Yemeni origin; were not born in the United Kingdom to take a fuller part in British Society;

Rights, responsibilities and legal obligations

The Trustees of the Muath Trust have a duty to uphold the rights of people using its facilities.They must also protect the Muath Trust from harm, especially from abuse for extremist purposes:

“All charities must comply with UK law and so must not promote or support terrorism or extremism, or other illegal conduct, such as racial or religious hatred. Nor can a charity’s name, premises or money be used to promote extremist and other activities which are inappropriate under charity law.”
(Charity Commission, Compliance Toolkit – Protecting Charities from Harm)

Aims of this Policy

  1. To clarify that the facilities of the Muath Trust must not be used as a platform to cause offense, or promote intolerance, hatred or violence
  2. To provide a framework for determining the suitability of a proposed external speaker
  3. To ensure freedom of speech in accordance with the law
  4. To ensure the Muath Trust is not used for purposes incompatible with its objects as a charity
  5. To foster and promote community cohesion.
  6. To ensure the safety and welfare of its staff and all members of the general public that participate in the events held by or at the Trust’s premises.
  7. To make sound, evidenced judgements on the suitability of potential speakers given its responsibilities to the communities it serves.
  8. As such, the freedom to express views can sometimes be limited by the need to secure freedom from harm for individuals and groups in the community.
  9. All speakers will be made aware by the Trust of their responsibility to abide by the law and the guidance to speakers provided by the Trust, including that:
    a. They must not incite hatred, violence or call for the breaking of the law
    b. They are not permitted to sympathise, encourage, glorify or promote any acts
    c. They must not spread hatred and intolerance in the community and thus aid in
    d. Within a framework of positive debate and challenge seek to avoid insulting other faiths or groups, including other Islamic groups.

Procedure for Accepting a Booking for Hire of Facilities:

  1. Once an Booking Enquiry Form for the use of our facilities has been received, we will undertake:
    a. reasonable background checks using information, where appropriate, from:
    – recognised UK agencies
    – reliable media and internet sources
    – partner agencies and organisations
    b. confirm the purpose, nature and attendees of the event
    c. confirm the main Speakers at the event and complete the External Speakers
    d. request for two referees, at least one from a UK registered charity.
  2. Information gathered about any potential hirer or speaker will be assessed in the light of the objects of the Trust and the Aims of the Policy as above.
  3. Even if a booking has been allowed, there may be circumstances in which the Muath Trust later decides to cancel the booking. checklist as below.

Procedure for Vetting an External Speaker for an Event:

  1. An External Speaker is defined as any individual who is not a trustee, management or member of staff of the Muath Trust.
  2. If it is intended to invite an External Speaker, UK based or international, the Cultural Manager will conduct a thorough investigation into all potential speakers, using the Checklist for External Speakers and by following procedure:
    a. Carry out checks against the Home Office list of proscribed groups and against
    b. Search for a short biography of the speaker, noting details such as title,
    c. Conduct research into the speaker’s previous works, to get more of a feel of the speaker. This includes any videos of the speaker’s previous speaking engagements on YouTube.
    d. Consult concerned third parties such as religious scholars, renowned the HM Treasury list of designated persons and entities educational history, affiliated organisations, and usual country of residence. the speaker. This includes any videos of the speaker’s previous speaking engagements on YouTube. academics and prominent members of the local community.
    e. Search the speaker and any organisation the speaker is affiliated with, on Google and look at the first three pages of results. They will then repeat the search with ‘controversy’ added to the search terms.
  3. In making recommendations they will assess risk on the following basis:
    a. The potential for any decision to limit freedom of speech
    b. The potential for the event going ahead to cause the Trust to be in breach of its objects
    c. The potential for the event going ahead to cause reputational risk to the Muath Trust.
    d. The potential for the speaker’s presence on the premises to cause fear or alarm to members of the community or to give rise to breach of peace.
  4. He may make one of the following recommendations
    a. On the basis of the risks presented to not go ahead with the event with the external speaker
    b. On the basis of the risks presented to go ahead with the event with the external speaker.
  5. Once the Cultural Manager is satisfied with his findings he would recommend the Speaker to be invited to the event and submit the request for processing the invitation to the Chief Executive. The Speaker will be sent a formal invitation to attend the planned event and preparations and publicity for the event will commence.
  6. Reports on all invitations sent to External Speakers would be presented to the Management Committee at their quarterly meetings.

Guidelines for Publicity of an Event

  1. All organisations/person/s booking a venue at The Bordesley Centre need to ensure they do not use ‘The Muath Trust’ organisational title or the Muath Trust logo on their literature, website or other publicity material.
  2. The organisation/person/s organising the event should be identified when making a booking and the organisations/person’s name must be clearly visible in all publicity material.
  3. ‘Venue: The Bordesley Centre, Stratford Road, Camp Hill, Birmingham, B11 1AR’ may be used to identify where the event will take place as this is the building address.
  4. If before, during or after the booking process the Muath Trust finds the above policies have not been adhered to the Trust will cancel the event. No monies will have not been adhered to the Trust will cancel the event. No monies will be refunded.

Event Refusal or Cancellation

The Muath Trust always reserves the right to refuse or cancel any booking where it deems it is in its own interest to do so. The circumstances in which this might happen include (but are not restricted to):

  1. A hirer publicising an event before it has received formal Muath Trust approval.
  2. A hirer making any change to its event content, speakers or publicity materials which in the view of the Muath Trust may have prevented the granting of the booking.
  3. New information coming to light about the organisers or the speakers which, had it been known at the time of the booking, may have prevented the Muath Trust from the granting of the booking.
  4. Advice from the Police, Charity Commission or other recognised authority that the event should not be allowed to go ahead, or a particular speaker should not be allowed to speak.

Cancellation on the Day of the Event

There may be circumstances where the Muath Trust has to cancel an event on the day of the event itself, even if the event has already started. Circumstances include:

  1. A hirer or speaker diverging from what was agreed in the booking.
  2. A threat to public order, from whatever source, where it is deemed that allowing the event to continue may cause harm.
  3. Intervention by the Police.
  4. Any other unforeseen circumstances, such as serious power failures, failure of water supply, or any other factors, where the Muath Trust (or staff acting on its behalf) deem it inappropriate to continue with the event.