In 1966, the Corporation of Brown University approved a statement of academic freedom for faculty and recognized student groups with a provision stating that all shall have the right “to invite speakers of their choice to campus.” The provision states further that “the time, place and manner of exercising these rights on the campus shall be subject to reasonable regulation only to prevent interference with the normal functions of the University.”

This policy today extends to any recognized member of the Brown community approved to engage an Invited Speaker or Guest for any Brown University event or program. Additionally, and in accordance with the University’s Event Disruption Protocol Policy, the University’s administration exercises its discretion for regulation of time, place and manner if there is the potential for infringement on Brown’s commitment to academic freedom and free inquiry and/or threats to personal safety.

Whether or not an Invited Speaker or Guest will be compensated, the individual with contract signatory authority for the Brown event or the program organizer (in accordance with Brown policies for signature authority for contracts) is responsible for securing agreement in writing with Invited Speakers and Guests who are not employees of Brown University describing the terms of their speaking engagement. This ensures that all parties share an understanding of all terms, conditions and basic planning logistics of the event (including date, time, place and whether or not there is compensation or other expected services or support). The University provides a Guest Speaker Agreement template as a preferred resource for this purpose. Though its use is not required — and other forms of written agreement may be secured — the language in the Guest Speaker Agreement template has been approved by Brown’s Office of General Counsel and does not have to be reviewed through Brown’s Contract Management System if used without changes(see below for requirements when any other formal agreement is used). All Invited Speakers and Guests for Public Programs or Events subject to this policy are required to comply with the following: 

• For agreements or contracts other than the Guest Speaker Agreement: Whether or not the speaking engagement is compensated, if any formal written agreement other than the Guest Speaker Agreement is used to outline the terms of the speaking engagement — including any formal agreement developed by the Brown Sponsor or any agreement or contract provided by the Invited Speakers and Guests and/or their representatives — it must be reviewed in line with the business processes established by Strategic Purchasing, Contracts & Insurance (SPCI) at Brown. (the Guest Speaker Agreement, without changes to the template, does not require SPCI review, and therefore its use may be preferred.)
   
• For compensated engagements: Payment processing for Invited Speakers and Guests hosted by academic or administrative Sponsors must follow the business processes established by Strategic Purchasing, Contracts & Insurance (SPCI) at Brown, which may vary in accordance with the type, amount and method of payment outlined in the purchasing and contract policy (student organizations must submit agreements through the Student Activities Office). This includes compensation in the form of any payment, fees or honoraria.
   
• For engagements that may be photographed and/or recorded: State statutes require securing permission for some uses of an individual’s image or likeness (via photo, video and/or audio). It therefore is recommended that the Brown University Image Use General Consent and Release and/or General Recording Consent and Release for Guest Presentation be used. Otherwise, another method of agreement in writing is required in which the Invited Guest or Speaker specifies how still or motion images or recordings of their engagement may be used. This ensures the Sponsor is in compliance with privacy laws and statutes governing image use.
   
• For all engagements: Regardless of the form of written agreement or image permissions, a copy of the written terms of the speaking engagement should be retained in the Brown Sponsor’s department for future reference. This ensures that the department and University remain compliant with the terms of the engagement during the engagement and into the future, as some Invited Speakers and Guests grant time-limited permissions.

The Brown Sponsor may agree not to disclose the terms, conditions and arrangements contained in any agreements or contracts with third parties outside of the University. However, some Brown operations are subject to review by governing bodies; thus, the Brown Sponsor cannot guarantee confidentiality of all the terms, conditions and arrangements contained in the engagement agreement. 

A recognized Brown Community Member must be the primary Sponsor of events or programs represented as Brown events, and such sponsorship must be disclosed (see the Definitions section for “Recognized Brown Community Member”). Aligned with Brown’s commitment to open and free inquiry, engagements with Invited Speakers and Guests cannot be sponsored anonymously. In some cases, multiple organizations may share sponsorship, recognizing that sponsorship signifies responsibility for ensuring adherence to all requirements outlined in this policy, as well as the Brown University Code of Conduct and other University regulations. The primary Brown Sponsor (or their representative) is the point of contact for the engagement of the Invited Speaker or Guest and assumes responsibility for the event, including fiscal responsibility for all costs (this may include, but is not limited to, costs for staffing, AV and media, security, etc., as needed).

Individuals or entities that are not recognized members of the Brown community for the purposes of this policy (see Definitions) cannot represent their events as Brown events.

The Invited Speaker or Guest may not independently secure sponsorship in connection with the engagement unless written permission is obtained from the Brown Sponsor. In the event that written permission is granted, the Invited Speaker or Guest or their Sponsor(s) cannot promote their engagement in any way that suggests or implies that the organizer or Brown Community Member is endorsing the Invited Speaker or Guest or its agents.

For Brown events and programs, space for Invited Speakers and Guests must be secured by the Brown Community Member serving as the event or program Sponsor through the appropriate University reservation system. Reservations are based on availability with respect to the primary use and users of the space. University-owned facilities are critical resources dedicated to advancing the University’s mission and are primarily reserved for use by faculty, students and staff to support teaching, research and campus life. Use of space for Invited Speakers and Guests cannot disrupt, obstruct or interrupt University operations, and event Sponsors and Invited Speakers or Guests cannot cause physical alterations to a space that impedes the space’s primary use. Ownership of all Brown University space/facilities/property belongs to the University, rather than individuals, units or departments and is assigned for specific functions that support the educational mission and strategic goals set by the University. Selection of event space is at the sole discretion of Brown, and may be adjusted based on factors such as security measures.

As a non-profit, private institution of higher education whose activities are regulated in part by Section 501(c) (3) of the Internal Revenue Code, the University is prohibited from engaging in partisan political activity or permitting its resources to be used for support of such activities. Events or programs that include candidates for public office or their designees must adhere to Brown’s Political Activity Policy. The policy specifies criteria for non-campaign appearances, such as an educational or informational talk to the University community, and campaign appearances, such as political debates or visits from individual candidates. In all cases, fundraising is strictly prohibited, and all requests must be reviewed and approved by Brown’s Office of Government and Community Relations.

Brown University maintains a philosophical and ethical commitment to the free and open exchange of information and ideas. As such, all events that are open to the general public must also be accessible for external news media to attend, listen, take notes and report. Members of the news media are recognized as members of the general public. For these events, Sponsors may negotiate with Invited Speakers and Guests regarding the nature of news media attendance, including, but not limited to, capacity to include broadcast media in addition to “pencil press,” as well as parameters for photography. Determinations about external media coverage for events open only to the Brown community (i.e., events publicized as open to Brown I.D. holders only) must be reflected in the engagement terms with the Invited Speaker or Guest.

The Brown event Sponsor must retain 100% control over marketing efforts, publicity, advertising and promotion of the engagement. In accordance with applicable laws and University policies for image use, privacy and intellectual property, the Brown event Sponsor and the Invited Speaker or Guest, or Invited Speaker’s agent or representatives, must mutually agree on the permissions granted to Brown for still or video images or recordings of the Invited Speaker to be used for marketing or publicity purposes (this excludes news or documentary coverage, for which permission is not required for Brown Public Events). The Invited Speaker must sign an agreement (Brown’s General Recording Consent and Release for Guest Presentation specifying permitted marketing uses of content or recordings of the engagement (the Brown University Image Use General Consent and Release for still photography or the General Recording Consent and Release for Guest Presentation for still or motion image capture, or other documentation developed for this purpose).

Brown’s Department of Public Safety has sole discretion in determining security measures and requirements for events taking place on the Brown campus. Invited Speakers and Guests must inform the event Sponsor if special circumstances and needs for security are known and should be considered when determining security measures. Such circumstances include, but are not limited to, the expected number of attendees, whether the event is open to participants beyond the campus community, the proposed event space, and the time and day when the event will be held. If security is required for the engagement, the event Sponsor will be responsible for providing and paying for security for the safety of all persons and property in connection with the engagement.

In cases in which the Invited Speaker or Guest is not employed by Brown and will receive monetary compensation for their engagement, the Invited Speaker or Guest must be a registered payee in Brown’s procurement systems. The Invited Speaker (or agent receiving payment on the Invited Speaker’s behalf) must submit the Brown University Supplier and Individual Payee Registration Form prior to the engagement. Invited Speakers register on the University’s secure website (See also 3.2 Guest Speaker Agreement for requirements to remit payment).

Invited Speakers who are foreign nationals, whether or not they have a U.S. tax identification number, are required to work with the Brown Sponsor to complete any additionally required paperwork and meet compliance requirements.

Events with Invited Speakers sponsored by Brown for which the audience is determined by invitations sent to individuals (events that are not open to mass audiences or the general public) are not subject to this full policy, but must remain in compliance with relevant statutes and laws governing all Brown activities, as well as other applicable Brown policies. This includes campus events with Invited Speakers and events with Invited Speakers sponsored by Brown off campus and encompasses, but is not limited to, events with invited alumni, parents and friends of Brown. By-Invitation Brown Events remain subject to the following:

• University codes of conduct;
• Brown’s Event Disruption Protocol Policy through which the University may determine the time, place and manner of events for reasons of safety, security and limiting interference with University operations;
• Brown’s Political Activity Policy;
• Privacy laws governing the use of an individual’s image for marketing purposes; 
• Requirements for the Brown University Supplier and Individual Payee Registration Form for individuals who will receive monetary compensation from Brown;
• Standards for accessibility;
• The policy for Use Of Campus Space By External Third Parties;
• Policies for use of Brown’s trademarked name, logo and marks; and
• Any applicable policies for use of Brown University resources.

• Faculty Rules & Regulations
• Protest and Demonstration Policy
• Student Code of Conduct

• Checklist for Brown Event Sponsors
• Contract Review at Strategic Purchasing, Contracts and Insurance
• Event Accessibility

• Brown University Guest Speaker Agreement
• Brown University Image Use General Consent and Release
• Brown University General Recording Consent and Release
• Brown University Supplier and Individual Payee Registration Form
• Honorarium Payment Form
• Supplier Registration (W-9)

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