Title: mayoral-visit-request-form
Subject: Mayor’s event form
Author: Councillor Jeremy Benstead, Mayor of Cambridge, May 2016 – May 2017
Last saved by: Jack Sear
Company: Cambridge City Council

Event booking form 
Mayor of Cambridge, Cllr Jenny Gawthrope Wood, 2023/24

In order that appropriate arrangements can be made for visits by the Mayor, please complete and return this form to the Mayor’s Office either by email mayor@cambridge.gov.uk 
or by post to: Mayor’s office, Guildhall, Cambridge, CB2 3QJ
•	Please indicate ‘n/a’ if a question on the form is not relevant to your function.
•	Please supply, if available, a timetable of events during the Mayor’s visit
Thank you!

 

Details of organiser
Name |
Address |
Email address |
Phone number |

Mobile number
(in case of emergencies on day of event)

Details of function 
Name of function/event |
Day & date of function |
Venue (full address) |
Timings of function: |
Time function starts |
Time function ends |
Time of arrival of the Mayor |
Desired duration of the Mayors visit |

Are parking facilities available for the Mayor’s car? 
If so, please give details of location.

Who will receive the Mayor on arrival? Please include persons status in organisation |

Details of function
Name of host / organisation |
Type of function e.g. reception, dinner, conference, meeting, bazaar etc… |
Brief description of function |

Dress code:  
i.e. Robes, Dinner dress/black tie, Morning dress, Lounge dress, Jacket/blazer and tie
Note - the Mayor will always wear the badge of office/chains

Is the Mayor’s partner also invited? |
Number of expected guests (approx.) |

Who will be attending the event? 
Names of special guests or key people to be introduced to the Mayor?  Please give details

Please indicate if refreshments will be provided at this event, e.g. sit down lunch, dinner, drinks reception, buffet, canapés etc… |
It may be helpful to note that the Mayor (and Mayoress) does not have any dietary requirements.

If the Mayor’s chauffeur attends, are facilities (rest/refreshments) available? 
If yes, please give details

Mayoral duties 
Will the Mayor be asked to:

Perform a ceremony? 
(e.g. open the event, cut a ribbon)

Make presentations? e.g certificates, prizes?
If so, to whom?

Say a few words (e.g. in welcome to the event)?
If so, please provide information

Propose a toast?  
If so, please provide wording of toast

Reply to a toast?
If so, please provide wording of toast

Make a speech?

If you would like the Mayor to make a speech, please supply an appropriate form of words (as a separate attachment) detailing what you would like the Mayor to say.  This will ensure that the correct message is given.

Please indicate the time allotted for speech |

Permission and other Councils

For visits outside of the City of Cambridge, the Mayor requires permission to wear Chain of Office. 
Please indicate which borough is to be contacted

Has an invitation been extended to any other Mayor or Chairman of a local Council?
If yes, please give name(s)

Finally…
If the local media wish to publicise this function, may they be given details? |
Is an invitation or ticket required to gain entry? |
Is any payment required prior to the event?  if so, please state sum and payment details |

Additional information
Please use this box to supply additional information which may be useful to the Mayor, i.e. brief background notes on the organisation, name of person(s) that the Mayor should refer to, together with the nature of their connection with organisation.