Board Policy

Proposed Board Policy: Guest Speakers at School-Sponsored Events

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This sample document is provided by the Bay Area Center to Counter Antisemitism (BACCA) with the intention of helping schools create more inclusive environments for all students. It is of ered for informational purposes only and does not constitute legal advice. Please consult a licensed attorney before adopting or adapting any policy for your district.

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The Board of Trustees recognizes that guest speakers can enhance students' educational experiences when aligned with the curriculum, Student Learning Objectives (SLOs), Career Technical Education (CTE), and students' interests. 

At the same time, the Board affirms the importance of ensuring that any outside presentations align with district and state educational standards, promote respect among the diverse student body, and do not disrupt the school environment. To ensure respectful and inclusive events, the board aims to establish procedures for approving and holding guest speakers at all school-sponsored events.

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A school-sponsored event is any instruction, activity, meeting, field trip, assembly, or presentation that is supervised, approved, or promoted by the School, District, or their employees, or uses school facilities or any district resources, whether facilitated, organized, sponsored, or supported by student clubs, teachers, staff, or school administrators.

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Prior Approval Required 

Guest speakers shall not participate in school-sponsored events without the Superintendent's or their designee's prior written approval.

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Standards for Guest Speakers 

Guest Speakers shall: 

1. Present a topic and content that is appropriate to the age and maturity of the student audience;
2. Present a topic and content that is relevant to the enhancement of the students’ educational development; 
3. Not use language intended to promote hatred, bigotry, or animosity between groups of people, or segments of society based on any protected categories; 
4. Not promote personal, political, or religious views; 
5. Ensure content aligns with District policies related to respectful discourse, controversial issues, and non-discrimination; 
6. Ensure content and language are not obscene, libelous, or slanderous; 
7. Ensure content does not incite audience members to engage in unlawful acts or materially disrupt school operations; 
8. Not discriminate or harass, or incite discrimination or harassment, against individuals or groups based on any protected categories. 

Approval Process

Requests for approval must be submitted at least ten (10) school days prior to the planned event. In special circumstances, the Superintendent or designee can waive the advance notice, as long as it adheres to the rest of the process and requirements.

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Student groups and/or event organizers must provide: 

1. The speaker’s name and contact information. 
2. The organization they represent, its mission statement, and any endorsements or recommendations they might have. 
3. The purpose and objectives of the event, a description of the topic to be presented, all materials that would be used or shared with the participants, and whether it involves controversial or sensitive material. If the subject matter or guest speaker involves controversial issues, the district must ensure that the event is in compliance with BP 6144. 
4. Logistical requests (e.g., date, location, equipment). 
5. Information about the event sponsors and financial contributors. 
6. The Superintendent or designee shall require the guest speaker to sign a document affirming understanding and compliance with school policies, the CA Education Code, and the law. 7. Any other additional information the Superintendent or designee deems appropriate for the specific event. 

Student groups or event organizers must submit all promotional materials (flyers, announcements, social media posts, handouts, etc.) to the school administration for review and approval to ensure compliance with Education Code § 48907 and Board Policy 1325. Materials should comply with CA law and District Board Policies.

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Promotional efforts may only begin after approval of the event.

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Review Criteria and Procedure 

The approval of the event/speakers and materials shall be based on: 

1. Relevance to the educational program, stated mission of the student activity/organization, or a topic of specific interest that has relevance to the school's environment and learning. 
2. Compliance with Board Policy 6144 (Controversial Issues). The school/district may require student groups with varying perspectives to coordinate and collaborate on events to ensure multiple viewpoints are represented. 
3. If a group is organizing an event that only includes representation of one side of a controversial topic, the supervising staff, superintendent, or their designee will be responsible for organizing a similar event that will present the other perspective within 30 days of the original event and within the same school year. Both events will be advertised and promoted similarly and to the same target audience. 
4. Compliance with BP/AR 1250: Visitors/Outsiders, and the instructional and social-emotional goals of the district, including LCAP and WASC goals.
5. Consideration of student safety, required supervision/resources, and campus operations. 

Approval of a guest speaker does not constitute endorsement by the district of the speaker’s views or affiliations. 

The Superintendent or designee may deny a request for reasons including, but not limited to: noncompliance with procedures, safety concerns, or misalignment with district goals.

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The Superintendent or designee retains the authority to revoke a previously granted approval if new information becomes available that, had it been known at the time of review, would have resulted in the denial of the request. The event organizer may appeal the decision in writing to the District’s Board of Trustees within five (5) school days. Appeals will be scheduled at the discretion of the Board President.

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Interventions and remediation 

The Superintendent or their designee will establish a protocol for immediate intervention by supervising staff if a speaker engages in unlawful, discriminatory, obscene, or scandalous conduct or disrupts the educational environment, including pausing or terminating the presentation. 

Such interventions may include directing the speaker to stop speaking or ending the event entirely. When an event violates the rules or the law, the organizer(s)

• Shall immediately issue a sincere apology to the participants and the entire student body; and
• Shall not be allowed to hold any events for 2 months; and 
• Shall not be allowed to organize speaker events for 6 months; and 
• Shall reimburse all income generated from the event. 

In addition, the school or district staff shall follow up to educate the student body about the reasons the event was deemed inappropriate and correct any wrong or discriminatory information presented during the event.

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Legal References 

California Education Code §§ 51500, 32211, 38133 

Board Policy 6144 (Controversial Issues); Policy 1330 (Use of School Facilities); Policy 1325 (Advertising and Promotion) 

Equal Access Act (20 U.S.C. § 4071) 

U.S. Constitution, First Amendment 

Relevant Case Law: Tinker v. Des Moines (1969); Hazelwood v. Kuhlmeier (1988); Perry Educ. Ass’n v. Perry (1983) 

Administrative Regulation 1250: Visitors/Outsiders 

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Guest Speaker Agreement Form Template

In order to ensure that our schools and classrooms remain safe and respectful spaces for all of our students, and in order to maintain respect for our community’s diverse values and views, the undersigned (who is considered a “Guest Speaker”) agrees to the following terms as a condition to their presentation on_________________ at____________________ to _______________________ [Date] [School Name] [Intended Audience] 

1. Guest Speakers must register at the school office as a visitor before entering school grounds;
2. Guest Speakers shall not make any reference to the school or the district in any promotional materials without a School District Representative’s prior written approval; 
3. Guest Speakers are prohibited from promoting a business, distributing advertisements, or collecting student names or contact information; 
4. Guest Speakers may only present the materials and discuss the topics that received prior written approval by the appropriate School District representative; 
5. The role of any Guest Speaker is to provide education consistent with District Policies and federal and state law. A Guest Speaker may share their own educational perspective and experience as long as the Guest Speaker’s speech and materials: 

a. Do not proselytize for — or promote — any specific religious, cultural, or lifestyle viewpoint; b. Do not denigrate, discriminate against, threaten, or harass any individuals or groups of individuals, or encourage denigration, discrimination against, threats, or harassment of any individuals or groups of individuals based on their creed, culture, race, religion, gender, sexual orientation, or national origin. c. Conform with the District Policies 8 regarding: 

i. [Controversial Issues]; 

ii. [Nondiscrimination]; 

iii. [Profanity/vulgarity]. 

6. Guest Speaker attire, language, and behavior must be appropriate for the age and maturity of students in the school; 

7. If a Guest Speaker will be presenting on a Controversial Issue as defined by [District Policy ], the audience will be informed in advance that the presentation will involve a Controversial Issue, and the audience will be reminded that alternative viewpoints exist and should be explored; 8. School officials have the right and the responsibility to interrupt the Guest Speaker’s presentation with a warning and/or to stop the presentation if they observe any violation of the agreement. 

By signing below, I indicate that: 

❑ I have reviewed the relevant District Policies and agree to abide by them. ❑ I have read these guidelines and agree to abide by them. 

_________________________ _________________________ 

Guest Speaker School/District Representative 

Date______________________ Date______________________ 

Template Board Policy and Related Documents: Outside Speakers 12.4.2025 

Guest Speaker Request Form Template

Please use this form to request permission for a Guest Speaker to present to our students. Guest Speakers may not present to students without express written permission. 

Before completing this form, please review [Board Policy [ ] and Procedure [ ] available at [ ]] and the District’s Guest Speaker Request Considerations Guidelines available at [ ]. 

Name of staff member submitting request: __________________________________ Name of additional staff member or students submitting request: 

____________________________________________________________________ Guest Speaker’s name: ________________________________________________ Guest Speaker’s Organization Affiliation, if applicable: ________________________ Proposed speaking date and time: _______________________________________ Class(es) or Club(s) to which Guest Speaker would present: ___________________ __________________________________________________________________ Topic of Guest Speaker's presentation: _____________________________________ Brief overview of content of presentation: ___________________________________ _____________________________________________________________________ ____________________________________________________________________ Relationship to course and curriculum: 

______________________________________ 

_____________________________________________________________________ _____________________________________________________________________ ❑ I have attached the Guest Speaker’s proposed materials to this Request Form. ❑ I reviewed the Guest Speaker’s background and confirmed that they align with the District’s guidelines and the relevant policies and procedures. 

❑ I have reviewed the District’s Controversial Issues policy to determine whether the Guest Speaker’s presentation will address a controversial issue as defined in the policy. 

Will the Guest Speaker be discussing a Controversial Issue? Yes/No 

If the Guest Speaker will be discussing a Controversial Issue, please explain: 

1. How will the Guest Speaker’s presentation align with the District’s Controversial Issue Policy? 

________________________________________________________________ ________________________________________________________________ ________________________________________________________________ _______________________________________________________________ 

2. What do you anticipate will need to be provided to staff members and students to prepare for the Guest Speaker? 

_________________________________________________________________________________ _________________________________________________________________________________ ____________________________ 

Name 

_____________________ Date _____________________ 

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TO BE COMPLETED BY PRINCIPAL AND/OR SUPERINTENDENT This outside speaker request is: 

_____ Approved 

_____ Not approved 

_____ Not approved, but the undersigned requests more information Advance notification of parents is: Required Not Required _________________________ Date____________________________ Principal 

__________________________ Date____________________________ Superintendent 

Adopted on: 

Revised on: 

Reviewed on: