Guidance for Mayoral Engagements

The Mayor is invited to many functions within the Borough of Crawley and in neighbouring boroughs during the course of the year. His diary is very full and so the more notice you can give, the more likely it is that he will be able to attend your event.

The Mayor is very keen to support local organisations and to represent the Borough of Crawley as much as possible. The following guidance notes should help you to plan how and when to invite the Mayor and how to treat him at your event.

The office of Mayor

The office of Mayor is the most important civic appointment in the Town. By custom, it is usual for the Mayor to be accorded precedence in her own Borough over everyone except Her Majesty the Queen and members of the Royal Family or the Lord Lieutenant of the County when representing the Crown.

Inviting the Mayor

The Mayor's diary is extremely full so please give at least two weeks' written notice if you are inviting him to an event. On receipt of the invitation, the Mayor's secretary will contact the Mayor and on receiving his reply, he will confirm his acceptance in writing and at the same time send a function form for completion and return, plus notes on how to address the Mayor, etc.

When you return the form please include as many details of the event as possible e.g. what you would like the Mayor to do (present awards, make a speech, appear in photographs etc). Please remember to enclose any background information about the function/organisation e.g. Annual Reports, Terms of Reference, minutes, newsheets, programmes, suggested speeches/words.

Arrival

Except where the Mayor is taking part in a reception, the time of his arrival should only be five minutes before the commencement of the function. He should be met immediately upon arrival and escorted to his proper position.

Seating

At seated functions it is customary for the Mayor to sit on the immediate right of the person presiding. If the Mayors’ Consort is present, she may be placed either on the left of the person presiding or on the right of the Mayor.

Toasts and speeches

If you wish the Mayor to propose or response to a Toast or make a speech, please submit the relevant details with the enclosed form. Details should include at what point he should speak, speech length and whether formal/informal, to whom he should refer etc.

Media

The local media (newspapers, radio and television) are notified of the Mayor's engagements on the Thursday of the preceding week. Where appropriate they may wish to attend to photograph or interview Allan Hambly (01293 438781), can advise on publicity.

Mayor's chauffeur

The Mayor is usually driven to events by his chauffeur and it will be greatly appreciated if there is somewhere for him to wait during the event.

Mayoral car

Please reserve a parking space for the Mayoral car as near to the reception entrance as possible. Please indicate arrival point (ie main entrance) and supply a map of venue/local area (if appropriate).

Deputy Mayor

If the Deputy Mayor is attending on behalf of the Mayor, he/she deputises for him in all respects and should be accorded the same precedence as the Mayor.

How to address the Mayor

When writing the envelope should be addressed:

The Worshipful the Mayor of Crawley

Councillor Lee Burke

The Mayor's Parlour

Town Hall

Crawley RH10 1UZ

The letter should start:

Dear Mr Mayor

When being formally announced at a function:

"His Worshipful, the Mayor of Crawley

Councillor Lee Burke"

When verbally referring to the Mayor (eg during a speech):

"Mr Mayor"

When speaking directly to the Mayor:

"Mr Mayor"