UBC policies
There are a number of important policies you should be aware of when organizing events on campus. These policies are meant to ensure the safety and comfort of all members of the UBC community.
Please familiarize yourself with the relevant policies. If you have any questions about any of the content, contact the listed contact person or office for support.
Respect, conduct, and equity
- UBC Statement on Respectful Environment for Students, Faculty and Staff
- Student Code of Conduct
- AMS Respectful Community & Workplace Policy
- AMS SAC Policy Handbook for all student clubs
- Policy SC7: Discrimination and Harassment
Health, safety, and alcohol-related policies
- Policy SC1: Health and Safety
- Policy SC9: Serving and Consumption of Alcohol at University Events or on University Premises
- AMS Policy on Alcohol Consumption
Facilities and space use
Organizing events with speakers
The university is a place to explore issues of critical importance in our community and the world. With these complex issues come varying ideas, perspectives, and opinions. Engagement in these issues is encouraged in a university setting when it is rooted in a place of inquiry and respect. However, events that threaten the safety or security of a person or an identifiable group are not accepted on campus.
When organizing events with speakers or displays that touch on sensitive or controversial subject matters, the following guidelines for planning and facilitating such events serve to ensure that these events can take place respectfully and maintain the values of the UBC community.
- Make sure that you and all members of your organizing team are willing and prepared to host and facilitate an event that will be accompanied with opposing views and potential dialogue and debate.
- Set clear goals and intentions for your event and ensure that these goals are consistent with UBC’s Respectful Environment Statement and commitment to respectful dialogue.
- As you select the speakers for your event, do some research into their background and ensure that they are also committed to engaging in respectful dialogue.
- Set clear expectations with the speakers and ensure that you have a sense of what the speakers plans to communicate and if that content fits with the intentions and goals of the event.
If you believe that your event touches on a topic that is controversial in nature, it is helpful to provide a generic statement on all advertising and promotion that acknowledges this and invites all members of the community to participate, even if they hold opposing views. A sample statement is provided below:
“The organizers of this event recognize that this is a sensitive topic and there are strongly held opposing views on the topic. We welcome all to attend and engage in a respectful dialogue.”
Welcome the entire community to attend the event, specifically if you are aware of other organizations or groups on campus that hold opposing views, consider:
- Approaching them to partner with you on the event. It may be helpful and productive to do a panel with another speaker who holds an opposing view to engage in a respectful dialogue and debate on the subject.
- Inviting them to attend the event and participate in a respectful manner. If you invite community members with opposing views, make sure you let the speakers know in advance.
- Set the tone for your event from the onset. Have an opening message that outlines the expectations of the organizers of attendees and participants in ensuring that the event remains respectful and inclusive. It may be helpful to project or post these expectations in the venue during the entire event so all participants can be reminded of them throughout.
- Have a neutral moderator to facilitate the event.
- Make sure that there are clearly marked exits and opportunities for participants to leave the event if they feel uncomfortable at any time and wish to exit the venue.
- Plan your approach for handling questions beforehand to ensure that individuals of all views have an opportunity to speak and engage with the speakers.
- At the end of the event, reiterate the expectations for attendees and encourage them to continue dialogue in a positive and respectful manner.
If you are hosting a controversial speaker, it’s highly encouraged to meet with Campus Security to review safety procedures. Make sure they’re aware of the event details in case their assistance is required.