Invite the Mayor to your event

Invite the Mayor

Regrettably, due to the government's advice on limiting the spread of COVID-19 (Coronavirus) the Mayor and/or Deputy Mayor are limited on the sort of official engagements they are currently able to attend. 

We are actively encouraging invitations for the Mayor and/or Deputy Mayor to attend VIRTUAL events/meetings (see new form below)

Please complete our online form to invite the Mayor to your VIRTUAL event

If you wish to invite the Mayor and/or Deputy Mayor to attend an event in person, please see the special protocols below:-

Special Protocols when inviting the Mayor to an IN PERSON event:-

  • Current Government social distancing guidelines to be observed at all times
  • Outdoor events preferred (NB: attendance levels MUST not exceed the maximum numbers permitted by the Government for outdoor gatherings/charitable/community events)
  • Indoor events will be considered under certain circumstance on an individual basis (NB: attendance levels MUST not exceed the maximum numbers permitted by the Government at indoor gatherings/charitable/community events)
  • No handshaking or other physical contact
  • No refreshments/food to be offered
  • No sharing of items during an activity (books, phones for photos, etc)
  • Facecoverings to be worn in mandatory locations by all attendees (except those with exemptions)
  • Event organisers to maintain details of all attendees to enable effective contact tracing in the event of an attendee testing positive
  • Event organisers to give the Mayor’s Office a copy of their covid safety plan (or risk assessment if it is a public event) at the time the invitation is extended.  

The Mayor’s Office will not reply to any IN PERSON invitations without first seeing the covid safety plan or risk assessment covering the above aspects.

Please complete our online form to invite the Mayor to your IN PERSON event. 

We need at least four weeks' notice before the event.

You will need full details of your event to hand when completing either form.  On submission, you will receive an automated response giving you copy of the information that has been submitted to our office and that will be discussed at a future diary meeting. 

If the Mayor can attend, we will then send you a separate email confirming that.  If for any reason the Mayor can't attend, the Deputy Mayor will be asked to attend (unless you state otherwise).  If neither can attend, we will let you know via email too. 

If you receive confirmation of the Mayor's or Deputy Mayor's attendance, please ensure any meeting links or agenda/relevant papers or further background information or speech guidelines are forwarded to us at least 2 weeks before the event.

Protocol

The Mayor attends your event as the First Citizen of the Borough and not as a representative of the Council. When the Mayor arrives, please introduce him/her to the host. Please ensure the host accompanies the Mayor throughout the visit.

Address

When addressing the Mayor please say “Mr Mayor” or “Madam Mayor”. If you have formal seating arrangements (for example, dinners, luncheons, meetings and social events) seat the Mayor on the immediate right of the host or chairperson.  However, if a member of the Royal Family or the Queen's Representative is present, they have precedence over the Mayor.

Church Services

If the Mayor is attending a church service, please meet the Mayor’s party at the entrance and escort them to the front pew on the right hand side (facing the front of the Church) of the centre aisle. The only exception is at a Funeral service when the Mayor takes the front pew on the left to allow the family mourners to sit on the right.

Deputy Mayor

If the Deputy Mayor attends as the Mayor's representative these protocols still apply.

Changes to protocol

If you need to change these protocols please contact us before the event so we can discuss the changes with the Mayor.