In order that proper arrangements may be made for the attendance of the Town Mayor at dinners, receptions, conferences, fetes, meetings or any similar functions of a public or semi-public character, the following information may be of some assistance to the organisers.
Due to the numerous engagements attended by the Town Mayor, on occasion, the Deputy Town Mayor is required to represent and undertake the duties of the Town Mayor and you will be contacted should this be necessary.
If the organisation requires the assistance of the Town Clerk’s Office in matters of civic protocol or arrangements where the Town Mayor is involved, they should contact the office at an early date.
The person responsible for the organisation of the function is asked to fully complete the attached form and return it to the Mayor’s Secretary not less than five working days before the day of the function.
The Town Mayor and Mayoress/Consort should be met immediately upon arrival by some responsible person(s) and introductions made to other dignitaries.
The Town Mayor must not be involved in a speech or respond to a toast that would lower the dignity of the Civic Office.
Time of reception
Except in cases where the Town Mayor and Mayoress/Consort are asked to take part in the reception, the time given should be such as will ensure their arrival five minutes only before the commencement of the dinner or other function. This arrangement will avoid unnecessary waiting on their part and permit their proceeding direct to the place reserved for them, without delay.
Festivals, art exhibitions, etc.
If the Town Mayor and/or Mayoress/Consort are asked to open an event that continues over a number of days the invitation should not be to open the event on the second day unless the first day is to be opened by a member of the Royal Family or the Lord Lieutenant of the County.
Chains of Office
If civic dignitaries of other Authorities are in attendance at the function or organisation then permission for them to wear their Chain of Office should be obtained from the Town Council.