Mayoral Engagements

NOTES ON MAYORAL ETIQUETTE FOR ORGANISERS OF FUNCTIONS

Introduction

The following notes are intended as both information for the organisers of functions on general Mayoral etiquette and as a guide to filling in the Mayoral Engagement Booking Form (available direct from the Mayor's Secretary). The notes should be read very carefully and be retained by the organiser for reference.

Mayoral Engagement Form

Completion of the Mayoral Engagement Form, if requested, is essential if the Mayor is to be fully advised regarding the formal aspects of the function.  If both the Mayor and the organisers of the function are happy about the (generally few) formal matters, it should serve to enhance everyone's enjoyment of the more informal side of the event.

If there are any major changes to the arrangements after your Form has been submitted, they should be notified to the Mayor's Secretary in good time before the date of the function.

Attendance of the Mayor's Consort

Unless the organiser specifically requests otherwise, it is usual for the Mayor's Consort to accompany the Mayor to all functions.

Precedence

It must be borne in mind when inviting the Mayor or Deputy Mayor to a function that they must, except in the circumstances referred to below, be accorded the proper precedence.

The Local Government Act 1972 provides that the Mayor shall have precedence in the Borough, but not as prejudicially to affect Her Majesty's Royal prerogative.  The place at table to be reserved for the Mayor should be on the immediate right of the Chairman or other person presiding.  The Mayor's Consort should be seated on the immediate right of the Mayor or on the left of the Chairman.

The Deputy Mayor, when acting for the Mayor, should be accorded the same precedence as that which would be accorded to the Mayor.

It must be emphasised that the Deputy Mayor deputises for the Mayor.  Invitations should not be made to the Deputy Mayor but to the Mayor.  The Mayor, if unable to attend, may then by agreement arrange through the Mayor's Secretary for the Deputy Mayor to deputise for her.

If the Lord Lieutenant of the County is present in his official capacity representing the Queen, he will take precedence over the Mayor.  At a formal dinner, the Lord Lieutenant would be seated on the right of the Chairman and the Mayor on the Chairman's left.

It is important that this precedence should be observed when welcoming guests and at introductions, speeches, etc.

Unless the Lord Lieutenant of the county is present, the Mayor should be greeted, introduced or referred to before all other guests.  It is sometimes wrongly assumed that, for example, Government Ministers and Members of Parliament take precedence over the Mayor - this is NOT however the case.

If you are in any doubt as to the correct procedure to be used, you should contact the Mayor's Secretary before the event in order to clarify the situation.

Title

• In correspondence the Mayor should be addressed by the full title of 'The Right Worshipful, The Mayor of Shrewsbury and Atcham, Councillor Mrs. Anne Chebsey'.
• The letter can be opened with 'Dear Madam Mayor'.

• The Mayor may be addressed personally as 'Madam Mayor' and the Mayor's Consort as 'Mr. Chebsey'.

Arrival

The Mayor will arrive at the function about five minutes before the time requested.  The Mayor should be met on arrival, preferably by the most senior representative of the organisation attending, and be escorted to the proper position.

Speeches and Toasts

If the Mayor is to be asked to speak at any function she should be supplied with as much information as possible to enable a speech to be prepared.  Provision is made on the Mayoral Engagement Form or, if there is not sufficient space, a separate sheet should be appended.  It would be helpful, where possible, if a copy of the speech (or a note of its likely content) of the proposer of a toast could be supplied, where the Mayor is asked to respond.  If the function is a luncheon, dinner or public meeting, a copy of the Toast List or Agenda showing the order of procedure would be helpful and should be returned with the form or forwarded in due course.

Mayor's Officer

The Mayor's Officer acts as both chauffeur and attendant to the Mayor and will convey the civic party to virtually every function.  Where possible, it would be helpful if space can be reserved at the main entrance to the venue to enable the Mayor and Mayor's Consort to alight.  It would also be helpful if a car parking space can be provided for the Mayor's Officer's vehicle.  On some occasions, the Mayor's Officer will leave the Mayor and return later towards the end of the function, but on others this will not be feasible and he will remain at the venue.

Conclusion

It is hoped that these notes will prove helpful to you, and that they will not give the impression that the visit of the Mayor is beset with formalities!  Obviously both the Mayor and the hosts will wish to keep formal procedures to a minimum with the emphasis on the hosts being able to relax and enjoy the function.  Hopefully this may be made easier, if the few formalities that are necessary, are fully understood.

If you require any further information please contact the Mayor's Secretary at The Guildhall (01743 281038) who will be pleased to help.