Mayoral protocol

The following information is intended to assist organisers of functions which are to be attended by the Mayor and Mayoress/Companion or Deputy Mayor and Deputy Consort.

Arrival of the Mayor and Mayoress/Deputy Mayor and Deputy Consort

The Mayor and Mayoress should be invited to arrive 5 minutes before the commencement of a function.  They should be met on arrival by a responsible representative of the organisation hosting the function, who should escort and introduce them to the host and the assembled company as appropriate.  The host should remain in attendance throughout the entire duration of the visit or appoint another colleague to fulfil this role. They should also escort the Mayor and Mayoress from the building when they are ready to take their leave. 

Correct form of address

The correct style and title of the Mayor is:
The Right Worshipful the Mayor of the City of Sunderland, Councillor Robert Hutchinson and the Mayoress of the City of Sunderland, Councillor Glenda Hall.

Where the Mayoress is not available to attend engagements with the Mayor, the Mayor may attend with a companion or his wife Mrs Wendy Hutchinson.

In person the Mayor and Mayoress should be addressed as:
Mr Mayor
Madam Mayoress 

If you prefer not to address people using pronouns it would be: 
Mayor or Mayor of Sunderland
Mayoress or Mayoress of Sunderland

Please note: The Mayor and Mayoress do not have any food allergies, dietary or access requirements 

The Deputy Mayor 

The correct style and title of the Deputy Mayor is:
The Deputy Mayor of the City of Sunderland, Councillor Jannine Morrow and The Deputy Consort of the City of Sunderland, Mr George Morrow. 

In person the Deputy Mayor should be addressed as.
Deputy Mayor or Deputy Mayor of Sunderland
Deputy Consort or Deputy Consort of Sunderland 

Please note: The Deputy Mayor and Deputy Consort do not have any food allergies, dietary or access requirements 

Seating

The Mayor is the first citizen of the City of Sunderland and in any formal seating arrangements (dinners, luncheons, meetings and social events) the Mayor/Deputy Mayor should be seated on the immediate right of the host.
However, if a member of the Royal Family or the Lord-Lieutenant were present, they would be given precedence over the Mayor.  

Speeches

If the Mayor is required to speak at a function, it is required that the Office of the Mayor are given at least three weeks' prior notice.  Except from an introduction, it is normal for the Mayor to be the first speaker or to be associated with the first toast.

All relevant information concerning the event should be supplied to the Mayor's Office via an Invite the Mayor Form together with details of any proposed activity involving the Mayor for agreement.

Parking

Where possible a parking space should be reserved for the Mayor's car as near to the venue entrance as possible and details included on the Invite the Mayor Form.  

The Mayor will be accompanied by a Mayoral Support Assistant who is required to remain with of the Chains of Office whilst on duty and within easy call by the Mayor.  

Church Services

The Mayor should be met at the entrance to the church and escorted to the front pew on the righthand side.  (At funeral services it is normal for family mourners to occupy the front righthand pew and for the mayoral party to take the left).  

Visits to Schools or Meetings

Where appropriate the organiser should arrange for those present to rise upon the Mayor's entrance and again on their departure.  

Cloakroom Facilities

Where cold or inclement weather involves the Mayor arriving in outdoor clothing, the provision of cloakroom facilities on their arrival would be appreciated.  

If you require further information about protocol, please contact:

The Mayor's Office
Sunderland City Council 
City Hall
Plater Way
Sunderland
SR1 3AA
Email: [email protected]