Guidance Notes for Mayoral Engagements 2007/2008

Precedent

By Act of Parliament The Mayor has precedence in all places within the Borough of Worthing, with the exception of Her Majesty the Queen and members of the Royal Family, or The Lord Lieutenant of the County when representing the Crown.

Information

Please remember to enclose any background information about the function/organisation eg Annual Reports, Terms of Reference, minutes, newssheets, programmes, any suggested speeches/ words/ copies of lessons to be read in Church.  Please state if there are to be any other VIPs invited, for example Royalty, Lord Lieutenant, High Sheriff, Forces or Religious Personnel etc.

Arrival

Please ensure that a responsible person is delegated to greet the Mayor (and/or Consort) on arrival and that the Mayor is then accompanied - not necessarily by the same person - for the whole event.

Seating

At events held within the Borough, the Mayor’s precedence requires that she should be seated to the immediate right of the President, Chairman or Host.  The Consort, if present, may be placed 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 mayoral engagement form.  Details should include at what point she should speak, speech length and whether formal/informal, to whom she should refer etc.  Ideally please submit in writing what you would like the Mayor to say.

Press Releases

Please note that although the local media (radio/TV/newspapers) are notified by the Civic Office of the Mayor’s engagements on the Thursday of the preceding week you are requested to ensure you carry out your own publicity.  However please note that this does not mean they will attend all engagements!

Mayor’s Chaplains

The Chaplains are Revd Andrew Fadoju and Revd Ginny Cassell.

Church Services

The Mayor and Consort should be met at the entrance to the Church and conducted, usually, to the front right pew.  (At funeral services, it is normal for family mourners to occupy the front right hand pew and for the Mayoral party to take the left). It is courteous for the congregation to rise at the Mayor’s entry and at her departure.  If you wish the Mayor to read a lesson (or anything else) then please enclose a copy with the mayoral engagement form.

Visits to Schools or Meetings

Where appropriate, the assembly should rise upon the Mayor’s entrance and again on her departure.

Mayor’s Chauffeur

The Mayor’s duty Chauffeur is Bob Busfield mobile no. 07973 850611. The chauffeur accompanies the Mayor at all times to give assistance, help the engagement run smoothly from the Mayor’s point of view and attend upon the Mayor’s departure. If appropriate it would be appreciated if waiting accommodation is made available for the duration of the event and if the Chauffeur could be included in the catering arrangements where possible.

This service is managed by Stewart Broughton of Pavilion Car Rental of Worthing tel no. 01903 820800.

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 map of venue/local area (if appropriate).

Mode of Address

Youth Mayor

The Youth Mayor will accompany the Mayor or Deputy Mayor on selected engagements. The Youth Mayor will be accompanied by a youth support worker who will assist the Youth Mayor enabling the engagement to run smoothly. If possible it would be appreciated if waiting accommodation is made available during the engagement and if they could also be included in the catering arrangements. The Youth Support Worker is managed by the Worthing Youth Manager, Shirley Robinson-Viney mobile: 07970592433.

Deputy Mayor and Consort

The Deputy Mayor is Cllr Lieutenant Commander Noël Atkins and his Consort is Helena Atkins. If the Deputy Mayor is attending on behalf of the Mayor, he deputises for her in all respects and should be accorded the same precedence as the Mayor herself. Separate biographical notes and mayoral engagement forms will be issued when the Deputy Mayor is carrying out an engagement on behalf of the Mayor.

Refreshments

The Mayor’s Consort is diabetic and does not eat chicken.

Charity Donations/Flowers

If appropriate the Mayor and Consort would prefer to receive flowers or a donation to the Mayoral Charity Fund.

Data Protection Act 1998

You are advised that personal data (your name and telephone numbers) will be published on the Mayoral weekly engagements list and will be available to the public via the Council's website (www.worthing.gov.uk).  Please advise Sue Richardson if you do not agree to your details being included on this list.

If you have any queries about any aspect of the Mayor’s visit please call Sue Richardson, Mayor's Assistant on 01903 221018 fax 01903 221052 or email: sue.richardson@worthing.gov.uk or visit www.worthing.gov.uk/mayoralservices

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