Invite mayor or councillors

Would you like our Mayor to open an event, welcome guests to our Shire or present an award? Would you like a Councillor to attend a function or event?

The following guidelines apply if the Mayor or Councillor is attending in an official capacity.

Who to invite? 

  • Council’s principal representative is the Mayor
  • When the Mayor is unable to attend, the Deputy Mayor will be Council’s representative
  • When the Mayor and Deputy Mayor are unable to attend, the Mayor will nominate a Councillor

Invitation

Please send your invitation with as much notice as possible, preferably three weeks in advance. 

Complete online invitation

We prefer you to complete an online invitation (above), but you can also submit your invitation in writing to shire@hepburn.vic.gov.au or 

Councillor Support Officer, 
Hepburn Shire Council, 
PO Box 21
Daylesford 3460 VIC.

Essential details:

  • Event date and start and finish time 
  • Location and purpose of the event
  • Mayor or Councillor arrival and departure times
  • Event run sheet or order of proceedings with time stamps
  • Did you receive a Council grant for this event? If yes, please provide details

Optional details:

  • Dress code, if applicable
  • If parking near the event is restricted, suggest nearest alternatives
  • If the event is ticketed, include complimentary passes for the Mayor or Councillor(s) with their invitation 
  • Indicate if you’d also like to invite the Mayor or Councillor’s partner
  • Indicate if you would like to invite our Executive Leadership Team or Chief Executive Officer.

Need a speech delivered?

Send through the following details at least two weeks before your event:

  • Speech topic
  • Start time and allocated speaking time
  • Run sheet or order of proceedings including time stamps
  • Details of event organiser/s including individual or group purpose
  • Details of any dignitaries or special guests attending the event
  • Details of any grant funding received
  • Examples of previous work between the individual or community group and Council.

Please note that traditional owners will be officially acknowledged in every speech.

Greeting Council guests

Make sure your organisation’s representative greets and escorts the Mayor or Councillors to the event, seat or hall. 
Introduce the Mayor or Councillors to other dignitaries and organisation leaders and brief them about the order of proceedings.

Order of introduction

  • Federal MPs (if present)
  • State MPs (if present)
  • Mayor
  • Deputy Mayor
  • Councillor/s.

Formal terms of address

Mayor = Initially “The Mayor /Deputy Mayor of Hepburn Shire Council, Cr Joe Bloggs” or “Councillor Joe Bloggs”, then Cr Bloggs or Mr/Madam Mayor.

Councillor deputising for the Mayor is “Councillor Jane Smith who is deputising for the Mayor in his/her absence.” 

After formal introductions, forms of address are at the Mayor’s or Councillor’s discretion. Ask them how they’d like to be addressed.

Accessibility

Our Mayor, Cr Tony Clark, is blind and has an assistance dog who travels with him (Timmy). Where possible, it is appreciated that event organisers provide a seat for Cr Clark and bowl of fresh clean water for Timmy.

If there is disabled parking or a drop-off zone close to the event, please indicate this in the event invitation and provide directions or a map to assist for travel. 

Run sheets, order of proceedings and event notes need to be provided electronically for Cr Clark's screen reader software - preferred format is Microsoft Word.

Questions? Contact Councillor Support 0439 539 735 or councillorsupport@hepburn.vic.gov.au

Does your event have support from Council?

If you have any questions about meeting the terms and conditions associated with the grant funding, or Memorandum of Understanding (MOU), please contact the Events team for advice events@hepburn.vic.gov.au.

Promoting your event

If you are promoting a Council grant-funded event, please ensure any promotional materials meet the funding or MOU requirements.  If you need a copy of the correct Council logo for your promotional material, or you have any enquiries regarding correct usage of Council branding, please contact the Communications team at comms@hepburn.vic.gov.au.

Questions?

Council officers manage and process official invitations for the Mayor and Councillors with invitation issuers. If you’re not sure what you would like the Mayor or Councillor to do at your event, or if you have any questions, contact Councillor Support on 0439 539 735 or email councillorsupport@hepburn.vic.gov.au

 

*Please note the Mayor’s diary changes frequently and while best efforts will be made to facilitate attendance, there is no guarantee of availability. If the Mayor cannot accept an invitation, they will nominate the Deputy Mayor or a Councillor to attend in their place.

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