{"id":2501,"date":"2026-08-18T12:23:52","date_gmt":"2026-08-18T16:23:52","guid":{"rendered":"https:\/\/www.bates.edu\/clubs\/?page_id=2501"},"modified":"2026-09-04T14:38:30","modified_gmt":"2026-09-04T18:38:30","slug":"event-planning-for-events-with-invited-speakers-guests-and-or-public-facing-events","status":"publish","type":"page","link":"https:\/\/www.bates.edu\/clubs\/event-planning-for-events-with-invited-speakers-guests-and-or-public-facing-events\/","title":{"rendered":"Event Planning for Events with Invited Speakers\/Guests and\/or Public Facing Events"},"content":{"rendered":"\n<h2 class=\"wp-block-heading has-garnet-color has-text-color has-link-color wp-elements-a971f3c610ea9d622563602e4468cca9\">Events with Other Maine Colleges<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">During the academic year, clubs may extend invites to groups at other Maine Colleges, to attend their campus life sponsored event. This is a great way build community with students across the state. When hoping to invite other colleges, please keep in mind the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Campus Life must be notified at least <strong>two weeks prior <\/strong>to the event date.<\/li>\n\n\n\n<li>The Bates club\/org will be responsible for invited groups, including behavior and ensuring group members abide by the Campus Life Event Policy, and the Bates College Code of Student Conduct.<\/li>\n\n\n\n<li>Make sure that inviting other college groups will not take away the ability for the Bates community to enjoy the event.<\/li>\n\n\n\n<li>It is the invited groups responsibility for transportation to and from the event.<\/li>\n\n\n\n<li>Keep in mind that guests will not have swipe access to campus buildings and make a plan for their arrival.<\/li>\n\n\n\n<li>Your official invite should be crafted with\/approved by Campus Life.<\/li>\n\n\n\n<li>If alcohol is served at the event, individuals from invited groups will not be served, and are not permitted to drink alcohol while at the event. The one excepection is for events at the Bobcat Den at which alcohol is available for purchase, invited guests and students must be prepared to show a valid ID to be served.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Campus Life reserves the right to approve or deny a club\/org\u2019s request to host groups from other institutions on campus, depending on the logistics, nature, and historical context of the event\/program.<\/p>\n\n\n\n<h1 class=\"wp-block-heading has-garnet-color has-text-color has-link-color wp-elements-034730c2cdabaa4e92fb6f2d514b3b36\">Events with Speakers\/Guests<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">During the academic year, recognized student clubs and organizations may invite speakers or performers to campus, subject to the guidelines outlined below.<\/p>\n\n\n\n<div class=\"wp-block-bates-shortcodes-btn btn-wrap\"><div class=\"btn-action\" role=\"button\" tabindex=\"0\" aria-controls=\"ec48a0e6-f57a-4060-85bb-e77b6d0d616a\" aria-pressed=\"false\" aria-expanded=\"false\"><h3 class=\"btn-title\">Sponsoring Club and Organization Responsibilities<\/h3><div class=\"btn-arrow\"><\/div><\/div><div class=\"btn-content\" id=\"ec48a0e6-f57a-4060-85bb-e77b6d0d616a\">\n<p class=\"wp-block-paragraph\">When inviting a non-college individual or group to speak or perform on campus, sponsoring clubs and organizations shall:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Notify Campus Life of plans to have a speaker, performer, or event at the college<strong> at least three weeks in advance.<\/strong><\/li>\n\n\n\n<li>Be the point person for the event\/invite. The club should be the one making event decisions and inviting the speakers, not the other way around.<\/li>\n\n\n\n<li><strong>Make clear to invited speakers and performers that any event or performance must adhere to college policies.<\/strong><\/li>\n\n\n\n<li>Be clearly identified as sponsors in all publicity materials for the event, and at the beginning of the event itself.<\/li>\n\n\n\n<li>Be responsible for the cost of additional security measures if the college determines that such measures are necessary should the speaker, performer, or event have the potential to cause violence or damage or pose a threat to the safety or security of individuals on campus. In exceptional cases, the sponsoring organization may request funding from the college to cover necessary security-related expenses.<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-bates-shortcodes-btn btn-wrap\"><div class=\"btn-action\" role=\"button\" tabindex=\"0\" aria-controls=\"3e383ee5-331d-4e99-93c3-5279321515e0\" aria-pressed=\"false\" aria-expanded=\"false\"><h3 class=\"btn-title\">Steps to Take When Booking a Speaker or Performer<\/h3><div class=\"btn-arrow\"><\/div><\/div><div class=\"btn-content\" id=\"3e383ee5-331d-4e99-93c3-5279321515e0\">\n<ul class=\"wp-block-list\">\n<li>Engage in critical thinking before you begin planning.<\/li>\n\n\n\n<li>Why is this speaker or performer being invited? How do they align (or not) with your club or organization\u2019s values, and&nbsp;<a href=\"https:\/\/www.bates.edu\/about\/front-page\/mission\/\">the values of the Bates community<\/a>?<\/li>\n\n\n\n<li>Do comprehensive research on the individual\u2019s public work (e.g., books, articles, interviews, etc.) to understand their viewpoints.<\/li>\n\n\n\n<li>Research past engagements, particularly on college campuses. Contact sponsoring organizations to assess how the speaker or performer was to work with.&nbsp;<\/li>\n\n\n\n<li>If this speaker or performer is especially polarizing, could potentially create significant discomfort for campus community members, or if counter protests and unrest are at all likely, consider how that impacts your planning and communication.&nbsp;<\/li>\n\n\n\n<li>Be prepared to answer questions from community members about why you invited this individual to campus.<\/li>\n\n\n\n<li>Draft a statement regarding all of the above, through the lens of your club or organization\u2019s mission, vision, and values, in the event that people publicly or privately raise concerns.<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">Campus Life reserves the right to approve or deny a club\/org\u2019s request to host an event with a speaker\/guest on campus, depending on the logistics, nature, historical context of the event\/program, and the guidelines outlined in the <a href=\"https:\/\/www.bates.edu\/clubs\/policies\/speakers-performers-and-protests\/\" data-type=\"page\" data-id=\"173\">Speakers, Performers, and Protests Policy<\/a><\/p>\n\n\n\n<h1 class=\"wp-block-heading has-garnet-color has-text-color has-link-color wp-elements-b3e696c47c660754b7f56c12a025f5a7\">Public Facing Events<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">Public facing events are typically not permitted, but in some rare cases such as student performances  and cultural events, they can be allowed. If your club is hoping to host a public facing event Campus Life <strong>needs a minimum of four weeks notice. <\/strong>These events involve multiple campus partners, so ample time is needed to coordinate with them.  <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Public facing events that impact the Bates community&#8217;s ability to participate in\/attend the event and\/or events with invited speakers\/guests will not be allowed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Campus Life reserves the right to approve or deny a club\/org\u2019s request for a public facing event on campus, depending on the logistics, nature, and historical context of the event\/program.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Events with Other Maine Colleges During the academic year, clubs may extend&hellip;<\/p>\n","protected":false},"author":1721,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_hide_ai_chatbot":false,"_ai_chatbot_style":"","associated_faculty":[],"_Page_Specific_Css":"","_bates_restrict_mod":false,"bates_author_byline_override":"","_hide_page_title":false,"_header_override":"","_template_width_override":"","_dimp_site_id":"","_dimp_override_contact":false,"_table_of_contents_display":false,"_table_of_contents_location":"","_table_of_contents_disableSticky":false,"_is_featured":false,"_sidebarChoice":"","footnotes":"","_bates_seo_meta_description":"","_bates_seo_block_robots":false,"_bates_seo_sharing_image_id":0,"_bates_seo_sharing_image_twitter_id":0,"_bates_seo_share_title":"","_bates_seo_canonical_overwrite":"","_bates_seo_twitter_template":""},"class_list":["post-2501","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/pages\/2501","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/users\/1721"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/comments?post=2501"}],"version-history":[{"count":5,"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/pages\/2501\/revisions"}],"predecessor-version":[{"id":2509,"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/pages\/2501\/revisions\/2509"}],"wp:attachment":[{"href":"https:\/\/www.bates.edu\/clubs\/wp-json\/wp\/v2\/media?parent=2501"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}