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.