The Mayor's Office

Hosting Notes for Guidance

This information is offered for the assistance and guidance of the organiser in order that proper arrangements may be made for the visit of the Civic Head (i.e. Mayor, Mayoress, Consort, Deputy Mayor, Deputy Mayoress, Deputy Mayor's Consort or Mayor's Deputy). The attached briefing form should be completed and returned for the use of the Civic Head.

1. The Mayor is the first citizen in the Borough and has precedence in all places in the area except when the Lord Lieutenant of the West Midlands County is present in his official capacity representing the Crown, or when a Member of the Royal Family is in attendance.
   
2. Provision is made on the attached briefing form for your advice on arrival and departure times and it is of course important that your timetable is adhered to.
   The Mayor should be met at the entrance before the commencement of the function, unless you invite them to a preliminary reception etc. The Mayor should be escorted throughout the time he/she is with you and the chauffeur will return 10/15 minutes prior to the conclusion time you have given.
   
3. At a Luncheon or Dinner, it is customary for the Mayor to be seated on the immediate right of the Chairman or person presiding. The Mayoress or Consort should be seated on the Mayor's immediate right or on the left of the Chairman. Where the Mayoress or Consort attends alone, they should be seated as for the Mayor.
   
4. Correct language when introducing or referring to:
   • The Mayor - "The Worshipful The Mayor of Solihull, Councillor ###..."
   • The Mayoress - "The Mayoress of Solihull, Mrs/Miss ###."
   • The Mayor's Consort - "The Mayor's Consort, Mr/Mrs/Miss ###."
   • Deputy Mayor - "The Deputy Mayor of Solihull, Councillor ###."
   • The Deputy Mayoress - "The Deputy Mayoress, Mrs/Miss ###"
   • The Deputy Mayor's Consort - "The Deputy Mayor's Consort, Mr/Mrs/Miss ###."

   Correct Language during conversation:

   • The Mayor - "Mr Mayor" or "Madam Mayor" depending on gender
   • The Mayoress - "Madam Mayoress"
   • The Mayor's Consort - "Mr/Mrs/Miss ###".
   • Deputy Mayor - "Mr or Madam Deputy Mayor" depending on gender
   • The Deputy Mayoress - "Madam Deputy Mayoress"
   • The Deputy Mayor's Consort - "Mr/Mrs/Miss ###."
5. If your Toast List includes a Toast to the Metropolitan Borough of Solihull, this should be the first after the Queen and the Mayor will respond to this Toast.
   
6. When the Mayor is attending a performance at the Library Theatre, it would be appreciated if the host could liaise with the Theatre Manager, before allocating seats.

Contact the Mayor's Office

The Mayor's Parlour,
The Council House,
Solihull
B91 9QS

Telephone: 0121-704-6041/6023
Fax: 0121 704 8421/8070
Email: mayor@solihull.gov.uk