HULL CITY COUNCIL DEMOCRATIC SERVICES CIVIC PROTOCOLS Incorporating Page 1 The Lord Mayor 2-4 Civic and Corporate Events 5 VIP Protocol 6-8 Lord Mayor’s Engagement Form 9 Flag Flying For all enquiries contact The Lord Mayor’s Secretary Room 75 Guildhall Alfred Gelder Street Hull Tel: 01482 615080 Fax: 01482 615069 Email:[email protected] 1 THE LORD MAYOR The Lord Mayor is first citizen of Kingston upon Hull. The first Mayor of the City was Sir William De La Pole who was installed in 1332 by Edward III. The grant of Lord Mayoralty is made by Her Majesty The Queen under the Royal Prerogative and is a rare mark of distinction. The grant is by Letters Patent and the position of Mayor in Kingston upon Hull was raised to the dignity of Lord Mayor in 1913. With this in mind it is essential that the Lord Mayor is treated with the utmost respect at all times and it is imperative that the organiser of any event ensures the correct protocols are adhered to when inviting the Civic Head. The following information and protocols have been created to assist those extending invitations to the Lord Mayor and/or dealing with VIP visitors to the City 2 Civic and Corporate Events Draft Protocol ANNUAL SET CIVIC EVENTS 2007/8 Installation of the Lord Mayor 24 May Lord Mayor’s Sunday Service 10 June Lord Mayor’s Parade 16 June Lord Mayor’s At Home 7 July Sea, Field and Factory Service 14 October Remembrance Sunday 11 November Council Christmas Dinner 21 December Holocaust Memorial Day 27 January 2008 Freedom Parades as they occur Councillor and Honorary Aldermen Robes are worn at all of the above except the Lord Mayor’s At Home, Holocaust Memorial Day and of course the Council Christmas Dinner. Individual invitations issued by the Civic Office to Members/Honorary Aldermen will always state if robes are to be worn. For non council events an engagement sheet together with a protocol information sheet will be sent to any individual/organisation whose invitations have been accepted by the Lord Mayor or Deputy Lord Mayor to ensure both the host and the Lord Mayor’s Secretary are fully aware of what is expected. The Lord Mayor’s Secretary will ensure the Lord Mayor is fully briefed with regard to any specific requests such as speeches, presentations etc. 3 INVITATIONS 1. INSTALLATION Installation List 2. SUNDAY SERVICE Members of Hull City Council SEA, FIELD AND FACTORY SERVICE Honorary Aldermen REMEMBRANCE SUNDAY CST Civic List 3. AT HOME Members of Hull City Council Honorary Aldermen CST Other Civic Heads Ticketed Public Event 4. COUNCIL CHRISTMAS DINNER Members of Hull City Council Honorary Aldermen CST Other guests as agreed by Lord Mayor/Leader 5. HOLOCAUST MEMORIAL DAY Members of Hull City Council Honorary Aldermen Civic List Holocaust List 6. FREEDOM PARADES Members of Hull City Council (as they occur) Honorary Aldermen Dignitaries from Regiment All invitations which involve the Lord Mayor hosting an event, whether it is paid for from the Civic Hospitality or Corporate Hospitality budgets will be co- ordinated and sent out by the Civic Office. Civic Hospitality Events costing under £500 are dealt with by the Lord Mayor’s Secretary with the Lord Mayor deciding upon invitations Events costing over £500 are given approval by the Head of Democratic Services. A description of the event/hospitality required together with approximate cost and Lord Mayor’s guest list (where possible) is submitted by the Lord Mayor’s Secretary for approval. 4 Corporate Hospitality When the Council is hosting a larger event such as a Freedom Parade or a large dinner to mark an occasion such as the Installation of the Honorary Recorder the Corporate Hospitality Budget is utilised. Permission for funding must again be sought from the Head of Democratic Services. Although the Lord Mayor does not fund these events they will be the host in their role as Civic Head. Invitations for these events will be dealt sent out by the Lord Mayor’s Secretary who is aware of protocol and can also advise which dignitaries and VIP’s should be invited. These events tend to be of a one off nature and therefore need to be dealt with as and when they arise. Civic Office staff are very experienced in these matters and will advise on guest lists and liaise with the Lord Mayor, Leader, Portfolio Holder (if appropriate) and partners to ensure the correct amount and mix of guests are invited. Lord Mayor and Leader will agree the final guest list. In addition for Council events organised by the events team such as the Christmas Lights Switch on and Hull Fair the invitations will be sent out by the Lord Mayor’s Secretary on behalf of the Lord Mayor. 5 DRAFT VIP PROTOCOL When Elected Members, Council Officers or close Partner organisations organise a VIP visit to the City the following protocol should be adhered to in order to ensure Senior Members and Chief Officers are fully aware and briefed and to avoid any duplication. This protocol applies whether or not the Lord Mayor is to be involved in the visit. 1. When you become aware of a potential VIP visit taking place inform the Lord Mayor’s Secretary and forward the following information to him/ her as soon as it becomes available: • Who the VIP is (name and role) • Proposed date and time of the visit • Reason for visit • Location of the visit • Contact number for the person co-ordinating the arrangements • Copy of proposed guest list • Details of any other relevant arrangements that are being made ie catering, transport etc • Confirm dates on intranet diary if appropriate 2. The Lord Mayor’ Secretary will circulate these details via a template to officially inform Group Leaders, CST, relevant Portfolio Holders, Area Chairs, Press Office and external partners (as appropriate) to ensure everyone is fully aware of what is taking place. 3. The Lord Mayor’s Secretary will then liaise with the visit organiser with regard to any issues that may have been raised by the informed parties. Contact Details: Lord Mayor’s Secretary Room 74 Guildhall Alfred Gelder Street Hull Hu1 2AA Tel: (01482) 615080 Fax:(01482) 615069 6 KINGSTON UPON HULL CITY COUNCIL LORD MAYOR’S ENGAGEMENT FORM Please note: It is important that this form is correctly and fully completed and returned as quickly as possible otherwise the Lord Mayor’s attendance may be jeopardised Name of Organisation (Block capitals) Name of person organising the Event ………….……………….. …………………….…………………………. …………….…………….. Address of Organisation …….………………..…… ……………….………….. …………………………….…………………. …………………...……… Contact Tel No ………………………………….. THE FUNCTION Day and Date ………………………………………………………………………………………… Nature of Function ………………………………………………………………………………………… (eg Annual Dinner) Special purpose ………………………………………………………………………. (eg to present awards, honour a guest etc) Address where Function is to be held ………………………………………………………………………. Name and Title of person presiding ………………………………………………………………………. Time at which Lord Mayor should arrive …………………………………………………………… NB Please ensure that the Lord Mayor is met on arrival Person who will meet the Lord Mayor …………………………………………………………………….. Time of conclusion of event ……………………………………………………….………………………. Car parking arrangement ………………………………………………………………………………. LADY MAYORESS/CONSORT Do you wish the Lady Mayoress/Consort to attend? Yes/No TYPE OF DRESS Evening Dress/Dinner Jacket Yes No Day Dress/Lounge Suit Yes No Chains of Office/Medals Yes No Robes Yes No PTO 7 DUTIES Do you wish the Lord Mayor to:- 1. Propose a toast ……………………………. 2. Reply to a toast ……………………………. Please do not ask the Lord Mayor to make a 3. Make a speech ……………………………. speech or assist in any way that has not been requested in this section. 4. Open the event ……………………………. 5. Other ……………………………. Points to mention in the speech: (if this space is insufficient, please attach a separate sheet) ………………………………………………………………………………………………………………….. ………………………………………………………………………………………………………………….. ………………………………………………………………………………………………………………….. Name(s) of person(s) to whom reference should be made and why: …………………………………………. ………………………………………………………………………………………………………………….. ………………………………………………………………………………………………………………….. Media Arrangements…………………………………………………………………………………………………… OTHER GUESTS Please list all other special guests, eg MPs, Civic Heads, Councillors, Chief Executive etc. (Full guest list if possible) ………………………………………………………………………………………………………………….. ………………………………………………………………………………………………………………….. ………………………………………………………………………………………………………………….. PROTOCOL The Lord Mayor should be addressed The Lady Mayoress should be addressed Lord Mayor (whether male/female) Lady Mayoress A Consort should be addressed Consort Please send any leaflets, background information, or programmes re: the event together with this form to:- Lord Mayor’s Secretary Guildhall, Alfred Gelder Street Kingston upon Hull HU1 2AA Telephone (01482) 615081 Fax (01482) 615069 ALL DONATIONS WELCOME FOR THE LORD MAYOR’S CHOSEN CHARITIES – CHEQUES MADE PAYABLE TO L.M.C.A.F. 8 For you to keep • The Lord Mayor has precedence in Kingston upon Hull over everyone except members of the royal family and the Lord Lieutenant (when representing HM The Queen). Accordingly, the place reserved for the Lord Mayor should be on the immediate right of the person presiding. • The correct style for the Lord Mayor in writing is The Right Worshipful the Lord Mayor of Kingston upon Hull and the verbal form is My Lord Mayor. • It is helpful for the Lord Mayor to have as much information as possible about the function they are to attend. If the Lord Mayor is required to carry out a particular duty,e.g., make a speech, perform a reading, cut a ribbon, it is essential that the Lord Mayor receives sufficient notice of this in order to be fully prepared. • A designated person should be available to meet the Lord Mayor on arrival and be available, if required, during the function. • It would be helpful if consideration could be given to the parking of the Mayoral vehicle during the function. A place should be reserved, if possible, in close proximity to the venue. • The Lord Mayor’s office issues a weekly diary of mayoral engagements to the local press. This does not ensure publicity for your function.