Mayoral Visits


Mayor of Thurrock 2012
Cllr Yash Gupta MBE

In order that the appropriate arrangements may be made for the visit of the Mayor and Mayoress/Consort (or Deputy) it is felt that the information set out below will be of assistance to the organisers of functions. In addition a Mayor's Guidance Notes (PDF 25.6kB) form will need to be completed for the mayor (please see how to access PDFs). Please complete and return to the mayor's secretary at least ten days prior to the date of the function:

It is requested that the information concerning the function be provided on the attached form (if applicable) and should be returned to the Mayor's Office as soon as possible, together with any additional information regarding the organisation and/or function, i.e. agenda, programme, order of proceedings or other relevant details.

Please note that not all items on this list may be applicable to your function and these notes are for your guidance:

  1. Reception
    • The Mayor will arrive at the time requested on the engagement form.
    • A space for the Mayor's car should be made available as near to the entrance of the venue as possible. The receiving officer named on the engagement form should be at the entrance to greet the Mayoral party.
    • The Mayor's party should be greeted in order of precedence and then escorted to the function.
    • The receiving officer should introduce the Mayor and Mayoress/Consort to appropriate persons, and arrange for the Mayor's party to be escorted at all times.
    • It would be helpful for the Mayor's Attendant to be given an indication of the time the function will end.
    • When the function ends, the Mayor's party should be escorted to the Mayor's car.
  2. Speeches
    • If the Mayor or Deputy Mayor has accepted an invitation to speak then all relevant information from organisations must be supplied in order that the speech may be prepared in advance.
    • Arrangements should be made to call the meeting or function to order and to introduce the Mayor or Deputy Mayor before he begins his speech.
    • Please do not ask the Mayor or Deputy Mayor to speak without prior notice.
  3. Guidance note for mayor form
    • It is essential the engagement form is completed and returned to the Mayor's Office at least ten working days prior to the engagement.
    • Any other relevant information such as a programme, agenda, history, information for Mayor's speech should also be sent with the engagement form where possible.
  4. Precedence
    • The Mayor is the first citizen of the Borough and when the Mayor is invited to a function within the Borough he/she should be treated accordingly. The Mayor does, however, surrender precedence to HM Lord Lieutenant of Essex when the Lord Lieutenant is attending a function in his official capacity of representing the Crown.
    • For all dinners, meetings, and similar functions held within the Borough the Mayor must if not presiding, be seated immediately on the right of the Chairman. It makes no difference if the Mayor is not the principal speaker, the Mayor is subject to precedence as of right.
    • The Mayor should, therefore, occupy the place on the immediate right of the President or Chairman. The Mayoress/Consort should be seated on the immediate right of the Mayor.

If you have any difficulties or queries concerning the above please contact the Mayor's Office on 01375 366324 or e-mail mayors.office@thurrock.gov.uk

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