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Chairman’s Office, Civic Centre, The Water Gardens, Harlow, Essex CM20 1WG

Please complete and return to:

 

Chairman’s Office

Harlow Council

Civic Centre

The Water Gardens

Harlow

Essex

CM20 1WG

 

Tel: 01279 446001 (Joan McGregor)

 

 
 

                                                                         

        DETAILS FOR TO THE CHAIRMAN/ VICE CHAIRMAN OF THE COUNCIL

Name of function

 

 

Date of function

 

 

Name of organisation

 

 

Name of contact person

 

Telephone No

 

 

Venue

 

 

Time of arrival

 

 

Start time of function

 

 

Finish Time

 

Speech required

 

Yes

No

Chain of office to be worn

 

Yes

No

Details of reserved car parking

 

 

Name of person receiving Chairman on

arrival and looking after him/her during

the function

 

 

Place where Chairman or Vice

Chairman will be received on arrival

 

 

Any particular things you wish the

Chairman to speak on, please give

brief outline or send a separate note

 

 

Dress Formal/Informal

ie Dinner Suit/Lounge suit

 

 

 

CHAIRMAN OF THE COUNCIL

ENGAGEMENTS

                         

 

It is hoped that the following notes will be of assistance to you. They are fairly general, as there are many types of functions. Please do not hesitate to contact the Chairman’s Office should you wish to discuss the function or obtain further advice especially on the matters raised below. Telephone: 01279 446001 (Joan McGregor)

 

Timing  If your function is a dance: then ½ or ¾ of an hour after the start would be appropriate for the Chairman to arrive. If a dinner is involved; about ten minutes beforehand in order to meet your officers. If a sports day; it is suggested that the Chairman should arrive in time for the finals and prize presentation.

 

Arrival  The Chairman should be met on arrival, escorted to his/her place, and the appropriate introduction made.

 

Precedence The Chairman of the Council is the first citizen of the town, and has precedence in all places in the town, (except when the Queen or her representatives are present). Therefore the Chairman should be in the chair or on the immediate right of the person presiding. The precedence of the Chairman of the Council should also be reflected in the order of speech, presentation etc, as might be appropriate for the particular event.

 

Toast list or agendas  A copy of the toast list or agenda showing the order of proceedings should be supplied as soon as the details have been finalised. If you wish the Chairman of the Council to speak, please also let him/her have details of the subject and points to which he should refer and the names of any person to whom reference should be made. It would also be helpful to have some background notes on your organisation, ie aims and activities.

 

All the above notes apply to the Vice Chairman of the Council when attending on behalf of the Chairman of the Council.

 

Form of Address

In correspondence The Chairman should be addressed as “The Chairman of Harlow District Council”, letters commencing “Dear Chairman”.  In speech, he/she should be addressed as “Chairman”

In order to ensure the smooth conduct of the Chairman’s business, please complete the attached form and return to the Joan McGregor, Chairman’s Office, Harlow Council, Civic Centre, The Water Gardens, Harlow Essex CM20 1WG.