Information in connection with functions to be attended by the Chairman of the Council

So that proper arrangements can be made for the visit of the Chairman of the Council, the following information may be of some assistance to you.

In order that the Chairman is fully briefed about the engagement, it would be appreciated if you could complete the online form as soon as possible:

Invite the Chairman to an event or function

Precedence

The Local Government Act, 1972, provides that the Chairman shall have precedence in all places in her own District, but not so that it prejudices His Majesty's Royal prerogative.  He is the leading civic dignitary in the District, and is senior to all Mayors of the Town Councils. 

Accordingly, unless the Chairman himself is to occupy the chair, the place to be reserved for him should be on the immediate right of the person presiding with the Chairman's Consort on the immediate left.  The only persons to whom the Chairman yields precedence within the District are Members of the Royal Family and the Lord Lieutenant of the County when officially representing the Sovereign.

If the Vice-Chairman is to attend a function in the place of the Chair, the same order of precedence will apply.

It is regretted that the Chairman is unable to accept the Vice-Presidency of any Association or Club during their period of office.

Formal address

The proper description for the purpose of printing matter or announcement is:

"The Chairman of Warwick District Council (Councillor Robert Margrave)"

and where his Consort is present:

"The Chairman of Warwick District Council (Councillor Robert Margrave and Mrs Tracy-Ann Margrave)"

The usual mode of address is:

"Chairman (and Mrs Margrave)"

In the absence of the Chairman, the Vice-Chairman is described as:-

"The Vice-Chairman (Councillor Naveen Tangri)”

and is addressed as:

"Vice-Chairman (and Mrs Tangri)”

Arrival and departure of the Chairman

In some instances, the Chairman may not know those responsible for organising the event; it is usual, therefore, for someone to meet him at the entrance to the building and conduct him to his proper position.  The Chairman and his Consort should then be accompanied and announced to the person presiding (for example, your President or Chairman) or whoever may be receiving the Guests. Similarly, on leaving, they should be escorted to the door.

It is customary for those present at any formal assembly to rise when the Chairman enters and leaves.

Time of reception

Except in cases where the Chairman and his Consort are asked to take part in the Reception, the time given in answer to Question 1(f) on the attached sheet should be such as will ensure their arrival no more than five minutes before the commencement of the function.  This arrangement will avoid unnecessary waiting on their part and allow them to proceed without delay to the places reserved for them.

Toast list or order of procedure

If the function is a Dinner, Supper or Public Meeting, a copy of the Toast List or Agenda showing the order of procedure should, if possible, be returned with the attached sheet. If this cannot be done, it should be sent to reach the PA to the Chairman not later than three days before the event. The Agenda should state, at the side, the time allocated for the various items.

Dress

It would be appreciated if a definite indication could be given as to the dress to be worn at the function.

In all cases, the Chairman or Vice-Chairman would prefer to wear the same dress as other principal or “top table” guests.