Guest Speaker Approval Policy & Guidelines

Effective Sept. 7, 2026

Millikin University remains committed to its core values, which include honest, open dialogue and reflection, and intellectual and creative inquiry. The University affirms its commitment to civic engagement as an integral part to deliver on the promise of excellence in education. In keeping with the University’s mission, vision and values, all members of the University community are encouraged to engage thoughtfully and responsibly in activities that foster learning and the open exchange of ideas. Campus speakers and events provide meaningful opportunities for such engagement. When planning events, it is important to exercise due diligence in selecting guest speakers to ensure alignment with the event’s intended learning outcomes and the university’s educational mission, as well as the responsible use of university resources. 

Guest speakers featuring individuals or groups from outside Millikin University may be sponsored by academic or non-academic departments. Millikin University reserves the right to regulate the time, place, and manner of expression to prevent disruption of academic or administrative activities. Requests to host guest speakers may be denied if safety, security or facilities considerations — or the associated costs — prevent the University from ensuring the well-being of the campus community or supporting its mission. 

Guest speakers and other invited guests are expected to conduct themselves in a manner consistent with the values of Millikin University and the educational purpose of the event. Guest speakers must comply with applicable University policies, including but not limited to, policies governing harassment, discrimination, threats and unlawful conduct. Guest speakers must also coordinate with the sponsoring department or organization regarding event expectations and logistics. Expression that constitutes unlawful harassment, true threats or conduct that materially disrupts University operations may result in modification or cancellation of the event, as determined by the University.

  • The Guest Speaker Review Committee must approve all speaking, performance and presentation that meet the review criteria set forth below prior to contract execution. Event planning and requests for review should begin no later than 90 days prior to the proposed event date to allow sufficient time for appropriate review, approval and promotion.

    Approval from the Guest Speaker Review Committee is required when off-campus persons or organizations are invited to speak, perform or present and:

    1. A contract requiring funds totaling $2,500 or more is involved; or

    2. University funds, including grants, endowed funds or restricted funds are used in connection with the speaker; or

    3. University resources, such as security, are needed to support the event; or

    4. The event is open to the public.

    Approval by the President’s Leadership Team is required for contracts over $10,000, and the Committee may refer proposed guest speakers to the President’s Leadership Team for review when deemed appropriate by the Committee. Additional guidelines are outlined in the sections below.

    The following typically do not require review or approval: classroom guest speakers, individuals invited to University-recognized club or organization meetings, and musicians or entertainers performing for internal audiences. However, event organizers shall consult with the Guest Speaker Review Committee if a speaker’s past engagements have caused significant disruptions. Organizers inviting a Millikin University alumnus as a speaker must notify the Alumni & Development Office in advance to coordinate outreach and planning support.

    Organizers seeking to invite a speaker or plan an event are responsible for making all the arrangements necessary for the event.  

    University Events 
    Events organized by the University or recognizing speakers on behalf of the institution (e.g., Commencement speakers, Convocation speakers, Founder’s Day events, scholarship ceremonies, honorary degrees, etc.) require approval by the President, in consultation with the President’s Leadership Team. 

    A written request for event approval must be submitted for review to the Guest Speaker Review Committee.

    Request Event Form

    Requests should include confirmation of the venue’s availability and a detailed budget. In addition to the speaker’s fee, the budget may need to account for travel, hospitality (lodging and meals), security, staging (lighting and sound) and marketing/promotion. Exceptions to the advance notice timeline may be granted in certain circumstances. Once a request is submitted, the Guest Speaker Review Committee will have up to thirty business days to review it and provide recommendations.

    Event Safety, Scheduling, and Access Guidelines

    • When appropriate, a risk assessment will be performed to evaluate potential safety concerns related to the speaker and topic

    • All speaker contracts must include an agreement that the University may cancel, postpone or cut the event short if a clear and present danger to the campus community exists. Additionally, individuals should request that contracts do not require advance payment. 

    • In consultation with administration and Office of Public Safety, the University reserves the right to cancel or reschedule events that could threaten campus safety or disrupt normal operations. 

    • Events must be scheduled to minimize disruption to classes and other campus activities. 

    • If tickets are used, they must be accessible to faculty, staff, and students, and cannot be used to promote unequal representation of viewpoints. Public attendance will be determined jointly by the sponsoring entity, the Guest Speaker Review Committee and Public Safety. 

    • The sponsoring entity must consult with Public Safety to determine the need for additional security or parking. Costs for extra security measures may be charged to the sponsoring entity. 

    • Security measures will be based on objective risk assessments conducted by Public Safety and will not be determined based on the viewpoint or anticipated content of the guest speaker’s expression. 

    • The University may require event sponsor or speakers to provide proof of insurance or indemnification when appropriate. 

    The use of the Millikin University name or logo for event promotion requires prior approval from the Office of Marketing & Media Relations (MMR). All media interactions, including public relations, publications, advertising, and website content must be coordinated through MMR. Faculty, staff and students may not speak on behalf of the University without prior authorization.

    Upon receiving approval, a request for marketing support or media coverage may be made at millikin.edu/MMR.

    Faculty retain academic freedom to invite guest speakers for legitimate educational purposes in connection with their courses or academic programs, subject to applicable University policies governing safety, facilities use and contractual commitments. Speakers invited by faculty for academic purposes — through schools, colleges, programs, or courses — and presenting in University classrooms or lecture halls are covered by academic freedom, provided the audience is limited to the University community. Faculty are encouraged to notify their respective Director or Dean when inviting guest speakers into a classroom setting. If the guest speaker is a Millikin alumnus, please notify the Alumni & Development Office in advance to coordinate outreach and planning support.

    Prior approval by the Guest Speaker Review Committee is required for any speaker or event that:

    • Extends beyond regular class time;

    • Requires a larger venue than the assigned classroom; 

    • Includes participants from outside the class; or

    • Is not directly tied to a course or curriculum.

    Any member of Millikin University's faculty, staff or students who feel that academic freedom has been violated should contact their Director or Dean.

    Prior to submitting the request for approval to the Guest Speaker Review Committee, student organization events must be approved through the Student Affairs Department by following the guidelines in the Student Organization Policies and Procedures Manual.

    Once those steps have taken place, the Office of Student Affairs will submit the request for approval with the Guest Speaker Review Committee. Upon receiving Committee approval, the contract will be reviewed and signed by the Vice President for Admission & Student Affairs and then passed to the student organization for implementation. No student organization is authorized to sign a contract. In addition, student organizations must not commit University-allocated funds to an external speaker without approval from the Interim Vice President of Admission & Student Affairs or that person’s designee.

    The above guidelines apply to political events, activities, speakers and displays. Additionally:

    In accordance with Millikin University’s status as a tax-exempt nonprofit organization under Section 501(c)(3) of the Internal Revenue Code, all political speakers and events must be organized and presented in a neutral, educational manner. The University may not, directly or indirectly, endorse or oppose any candidate for public office through campus events or activities.

    The University encourages informed dialogue and critical thinking while maintaining a neutral institutional stance, prioritizing educational and civic engagement objectives over advocacy for any particular viewpoint. Faculty, staff and students are expected to engage in such topics with civility and fairness, providing equitable opportunities for diverse perspectives to be expressed.

    “Political” topics include, but are not limited to, government, law, public policy, social justice and civic engagement, including issues that may elicit differing perspectives or strong opinions.

    Speakers in Non-Political Capacities
    Political figures may be invited to campus in a non-political or non-campaign capacity (for example, as authors, experts or alumni). In such cases, the event must focus exclusively on the non-political topic for which the speaker was invited. The individual and host organization must avoid references to the speaker’s candidacy or political campaign, and no campaign activity or solicitation may occur.

    Approval and Sponsorship
    Political candidates or their representatives may be invited to campus for educational purposes that contribute to the University’s mission of civic learning and informed dialogue. Such invitations must comply with the approval and sponsorship process outlined below.

    All political events on campus, except for in-classroom guests, must be approved by the Guest Speaker Review Committee. Additionally, any political event, including appearances by candidates for public office or their representatives, must be sponsored by a recognized University organization, academic department or administrative office. Individual faculty, staff or students may only sponsor through a recognized group or department.

    Event Requirements
    Discussions or activities that involve sensitive issues should be conducted in a way that reflects Millikin University’s commitment to intellectual inquiry, integrity, and respect for others. Faculty, staff, and students are expected to approach these topics with civility and fairness, allowing space for a range of perspectives to be shared.

    Additionally:

    • All communications, including publicity, announcements and event materials, must be coordinated with the Office of Marketing & Media Relations.

      • Communications must identify the sponsoring entity and use the following disclaimer on all materials and in the event introduction: "The views expressed by invited speakers are their own and do not represent the views of Millikin University. The use of University facilities for this event does not indicate or imply endorsement by Millikin University.”

    • Political fundraising on campus is prohibited in accordance with federal law.

    • Candidates may not campaign on campus except as part of an official University-approved event.

    • Admission must be open to all members of the Millikin community, without restriction based on political affiliation or views.

    Forums & Debates
    If the University hosts a forum or debate involving one or more candidates for political office, the event should provide a reasonable opportunity for legally qualified candidates or the same office to participate, consistent with University scheduling and facility use policies.

    • To provide equal opportunities for all recognized candidates in the same local, state or national race, all candidates for a given office who have been legally recognized by the Board of Elections must be invited.

    • Topics must reflect a broad range of issues, and equal speaking time must be allocated to each candidate.

    • The event must be conducted under the supervision of an impartial moderator.

    Once approval has been granted by the Guest Speaker Review Committee, the sponsoring organization or department is responsible for:

    • Communication of University Standards: Informing invited speaker(s) of the University’s commitment to civil discourse and the potential for alternative viewpoints to be presented;

    • Event Funding: Covering all costs associated with the event, including speaker or performer fees, and, if applicable, security or other related expenses;

    • Timely Responses: Addressing inquiries related to the event or speaker(s) promptly and responsibly;

    • Policy Compliance: Adhering to all University policies and procedures regarding contracts, scheduling and use of facilities (contracts totaling $2,500 or more must be signed by the divisional vice president);

    • Safety and Security: Ensuring a safe environment for the event and, when appropriate, collaborating with Campus Safety to develop a security plan; and

    • Securing Event Location: Event location should be scheduled through 25Live platform.

    The Committee consists of representatives from Marketing & Media Relations, Academics, Student Affairs, Alumni & Development and Public Safety:

    • University Provost, Co-Chair

    • Vice President of Marketing & Communications, Co-Chair

    • Vice President of Admission & Student Affairs, Member

    • Assistant Vice President of Advancement & Operations, Member

    • Assistant Director of Public & Media Relations, Member

    • Director of Public Safety, Member

    • Faculty Member, Member

    The Committee's review shall focus on logistical feasibility, safety considerations, compliance with University policies and appropriate use of University resources. The Committee shall not deny requests based on the viewpoint of the subject matter of the proposed speaker and will ensure that all speaker and event requests receive equitable access and consideration, without discrimination or preference based on the content or viewpoint of expression.

    Failure to comply with this policy may result in the University canceling an event and/or denying a guest speaker access to campus without notice. The sponsoring organization or department will be held accountable to the guidelines outlined in the Student Handbook, as well as the Student Organization Policy and Procedures Manual, and any violations of these guidelines will be addressed through the student conduct process.

  • This is an institutional policy approved by the President and is reviewed periodically by President’s Leadership Team. Questions or concerns about this policy should be referred to the President’s Office.

    Failure to comply with this policy may result in the University canceling an event and/or denying a guest speaker access to campus without notice. The sponsoring organization or department will be held accountable to the guidelines outlined in the Student Handbook, as well as the Student Organization Policy and Procedures Manual, and any violations of these guidelines will be addressed through the student conduct process.

    For additional University policies, visit millikin.edu/policies.