The Provost’s Office provides support to the Provost, Depute Provost and Councillors
who are representatives of the Council. The staff co-ordinate the organisation of
civic hospitality functions, including dealing with applications for civic receptions
received from community, businesses and other local organisations.
Civic Receptions are hosted by the Provost of South Ayrshire to recognise,
honour and pay tribute to achievements, persons and events appropriate to the Council
and the community. These can be large scale events or modest depending on the occasion.
Civic receptions are funded by the Council through a specific budget allocated to
the Office of the Provost. The Council will try to ensure that receptions are appropriate
for the occasion being celebrated and will reflect well on the participants, bearing
in mind the need to achieve best value for money at all times. Civic receptions
are normally held within one of the Council’s civic suites, either in the County
Buildings or elsewhere.
The Council will be aware of many special occasions, but from time to time local
groups, organisations and others will contact the Council to suggest occasions which
might be honoured.
Criteria for Civic Recognition and Hospitality Requests
There are broadly six types of civic events:
- To recognise, honour, or pay tribute for, outstanding achievement
- To acknowledge the importance of events that will make a major contribution to the
- To promote new initiatives and prestigious events
- To honour visits to South Ayrshire by appropriate individuals, groups or organisations
- To mark significant local events and anniversaries
- To mark civic/ceremonial events organised by the Council
More details can be found in the Civic Recognition Hospitality Guidelines.
If you wish to request a civic reception
Send a letter or email, no later than 3 months prior to the event to:
The Provost’s Office,
South Ayrshire Council,
The details must include the following:
- Background information on your organisation/group/company
- Information on the achievement, person or event being honoured
- Proposed date of event
- Approximate number attending
- Name, address, position in organisation and daytime telephone number and email address
of the person through which all contact regarding the Civic reception will be channelled.
If you supply the information set out above, it will help us to respond more quickly
to your request. Should you require further information please telephone 01292 612498
The Provost’s Office will work with you and your organisation to ensure that everything
goes well with the event. Although many of these events are informal and friendly
occasions, there are from time to time special protocols to be observed, and we
will be happy to advise on any aspect of protocol which might affect civic receptions.
To enable the Council to anticipate projected expenditure from a limited annual
budget in future financial years, any organisation seeking civic hospitality
for special anniversaries should submit an outline request, where possible, before
the end of April. Later applications will still be considered, budget dependant.
The Provost’s Office is also responsible for arranging public civic events such
as the Kirkin' of the Council, Armed Forces Day, Freedom Ceremonies and the Council's
observance of Remembrance Sunday.