Request for Mayor's attendance

If you would like to invite the Mayor of Basingstoke and Deane to a function/event that you are organising, please complete the online request form (see below). The Mayoral Coordinator will then contact you.

Please give as much notice as possible, ideally three weeks, when requesting the Mayor's attendance.

Any forms submitted between 18 May and 6 June will not be responded to until after 6 June.

Request For Mayor’s Attendance - online form

The Mayor of Basingstoke and Deane for 2012/13 is Cllr Martin Biermann.

When it has been confirmed that the Mayor is available to attend you event you will be directed to a more detailed online form. The information requested is vital to ensure that all the arrangements can be made for the Mayor (or Deputy Mayor in his absence) to attend your function and it would be appreciated if this could be returned at least two weeks before the event.

It also gives the Mayor the chance to find out more about the event and your organisation before attending.

All correspondence relating to the Mayor should be sent to
Debbie Collins, Mayoral Co-ordinator, Mayor's Parlour, Civic Offices, London Road, BASINGSTOKE RG21 4AH or you can email mayor@basingstoke.gov.uk or telephone 01256 844844 or fax 01256 845200.

How to address the Mayor and Deputy Mayor
The correct form of address for invitations and programmes is:

The Worshipful the Mayor of Basingstoke and Deane Cllr ...............
and where the Mayoress/Consort/Escort is present
The Worshipful the Mayor and Mayoress/Consort/Escort of Basingstoke and Deane Cllr .............. and ..............

The Mayor should be addressed as 'Mr Mayor' and the Mayoress as 'Mayoress' or Consort/Escort Mr/Mrs .........

The Deputy Mayor of Basingstoke and Deane Cllr...............
The Deputy Mayor and Mayoress of Basingstoke and Deane Cllr .................. and .....................

The Deputy Mayor should be addressed as 'Mr Deputy Mayor' and the Deputy Mayoress as 'Deputy Mayoress' or Consort/Escort Mr/Mrs .........

Greeting the Mayor
A responsible person must be in attendance to receive the Mayor immediately upon arrival, to escort him and to host him during the visit.

Normally, it would be expected that the Mayor would arrive last at a function, when everyone else is in place. But, if the Mayor is taking part in a reception line, he should be asked to attend 15 minutes before the start of the proceedings in order that he may be briefed and meet the organisers.

Order of preference
The Local Government Act 1972 says that the Mayor "shall have precedence in all places in the borough, except over HM The Queen, members of the Royal Family and the Lord Lieutenant". Therefore the Mayor is normally the most important person at your event (for example the Mayor has precedence over members of parliament and other councillors) and the place to be reserved for the Mayor should be on the immediate right, and for the Mayoress on the immediate left, of the Chairman or other person presiding. If the Deputy Mayor attends representing the Mayor the same applies.

Toast list or agenda
If the function is a dinner, luncheon or public meeting, a copy of the toast list or agenda showing the order of procedure should be forwarded to the Mayor's office as soon as possible.

A list of VIPs attending the function should also be provided if possible. It is particularly important to notify the Mayor if the Lord Lieutenant is attending.

If there is to be a toast to the Borough of Basingstoke and Deane (to which the Mayor would reply) it should immediately follow the Loyal Toast. For details on toasts click here.

Speeches
The Mayor should be accorded the privilege of being the first speaker and an indication of the time at his disposal and the subject matter should be noted on the form.

If the Mayor is not expected to speak the speaker(s) should acknowledge his presence.