Inviting the Mayor and Councillors to an Event

Attendees to Casburn Park opening sitting around the pit listening to speeches

The Mayor is the principal representative of Council. You may wish to invite the Mayor to assist you in celebrating and recognising achievements and milestones or to formally open an event, welcome guests or present an award.

For events or functions the Mayor cannot attend, the Mayor will nominate another Councillor to attend on their behalf, taking into consideration whether the function is associated with a group or committee to which a Councillor has been appointed as Council’s representative.

In the event of the Mayor delegating attendance of a function to a Councillor, the Mayor’s office will communicate with the nominated Councillor to ensure that the Councillor is aware of the relevant issues and is prepared for the function.

Please email all invitations for the Mayor to mayor@wsc.nsw.gov.au

Please advise if the Mayor or their delegates partner is invited to the function.

Please note that all invitations for the opening of official Council related business will be handled by Council Officers in consultation with the relevant community stakeholders. If you are preparing any documentation, marketing collateral or signage for an event, please ensure you liaise with the relevant Council Officer to ensure it meets the terms and conditions associated with any grant funding provided for the event or project. 

Addressing the Mayor

The Mayor takes precedence in local affairs over any other person. This precedence also applies to the Councillor who has been deputised by the Mayor to represent him/her during any absence.

This precedence does not apply to functions coordinated by a State or Federal Government department and in these cases the local State or Federal Member would take precedence.

When introducing the Mayor:

  1. When the function is attended by one Council representative:
    “The Mayor/Deputy Mayor/Councillor of Wingecarribee Shire Council, Cr Joe Bloggs” or “Councillor Joe Bloggs”

 After the initial introduction the Mayor may be referred to and directly addressed as Mayor Bloggs or Mr/Madam Mayor.

2. When attended by more than one Council representative

 Acknowledge the Mayor/Deputy Mayor as above. Councillors can be acknowledged as Councillors Smith, Brown, Jones etc.

3. When introducing a Councillor who is deputising for the Mayor, example:
“I would like to introduce Councillor Jane Smith who is attending on behalf of the Mayor in his/her absence.” 

If you have invited the Premier, the Minister or any Members of Parliament to your function, there are several protocols that you need to observed during the event. 

Find out more information on how to address members of the Parliament of Australia

Find out more information on acknowledgement protocol (order) 

Speeches

If you would like the Mayor to deliver a speech, please advise the following information:

  • Length of speech.
  • Subject of speech.
  • Where in the proceedings it will be made.
  • Background of organisation or purpose of the function.

This information should be provided at least two weeks prior to the event to the Executive Assistant to the GM/Mayor. 

Timing of functions

We ask that you give some consideration to the most suitable arrival and departure times. It may be important for the Mayor or Councillor to arrive just before a formal opening to allow time to get everyone into position, or for the Mayor to arrive at a specific time during a function.

Please also advise the estimated duration of the function.

Arriving at a function

The Mayor/Councillor should be met by someone from your organisation and escorted to the event, seat or hall as appropriate.

We ask that you arrange for the Mayor/Councillor to be introduced to other dignitaries and leaders of your organisation and briefed about the order of the proceedings.

 

Parking

To allow the Mayor to arrive on time we ask you to consider the most suitable parking area.

If parking is restricted, please let us know or suggest a possible alternative.

 

Dress Code

Please advise if a particular dress code is required.

 

Questions or Concerns?

Please feel free to contact the Executive Assistant to the General Manager/Mayor on 1300 680 888 or via email if you need to discuss the arrangements.

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