Proclamations

CITY OF CASPER PROCLAMATION GUIDELINES (Fin. Mar2021)

Proclamations are issued by the Casper City Mayor to honor and celebrate events, recognize programs and nonprofit organizations, call out other achievements or increase public awareness of noteworthy causes. Requests are reviewed on a case-by-case basis and are honored at the Mayor’s discretion and subject to the guidelines of this policy.

 

Proclamations are Strictly Ceremonial

A proclamation does not necessarily indicate the Mayor, City Council, or City of Casper endorses your program or activity.  The documents are not legally binding and should not be interpreted as a policy endorsement.    No such implication should be made by you or the organization when you are publicizing your event or activity. No proclamation shall be used as a part of an advertisement or commercial promotion without the express permission of the Mayor’s Office.

 

Proclamation Guidelines

Who can request a proclamation:

  • Each proclamation request must come from a Casper resident and/or organization. A Natrona County resident may request a proclamation if the event is held within the city limits of Casper.
  • Commercial (for-profit) entities are not eligible for proclamations. 
  • Causes or events outside of the City of Casper are not eligible for proclamations, unless a local Casper chapter or office makes the request.

Proclamations are issued for the following:

  • Public awareness campaigns
  • Nonprofit organizations
  • Charitable fundraising campaigns
  • Arts and cultural celebrations
  • Recreational events
  • Conferences
  • Other requests will be reviewed on a case by case basis

Proclamations will not be issued for:

  • Matters of political controversy
  • Ideological or religious beliefs
  • Pending ballot or legislative issues
  • Campaigns or events contrary to City policies
  • Duplicative requests.  Requests that are similar to already issued proclamations may be declined

Other:

  • An organization does not have exclusive rights to the day, week or month of their proclamation
  • Other organizations can share the day, week or month of a proclamation
  • Only one proclamation request per organization annually
  • Proclamations are not automatically renewed. Requests must be made on an annual basis
  • Proclamations that duplicate other similar requests may be denied
  • The Mayor’s Office reserves the right to modify or deny any proclamation request
  • The Mayor’s Office reserves the right to determine the type of document to be issued.  A letter of welcome, congratulatory letter, or certificate of recognition could be an alternative where proclamation criteria are not met.

 

How to Request a Proclamation:

All requests for proclamations must be submitted in writing and include: 
  1. The contact person’s first and last name, organization, mailing address, phone numbers (work/home and mobile), and e-mail address.
  2. The specific date (day, week, or month) and title to be proclaimed.
  3. The date the proclamation is needed.
  4. Include how you would like to receive the proclamation -- by MAIL or held for PICK-UP or PRESENTED by the Mayor at an event or Council meeting. 
    • If you would like it to be mailed, be sure to include sufficient time to receive the hard copy via postal mail.  We will mail the proclamations at no cost.
    • If you would like the Mayor to present it at an event, please provide the following information:  description/type of event; details of event including date; time to be there to present proclamation; location including street address; contact person at the event; and any other pertinent details.
    • Proclamations are often presented at a regular session City Council meeting (generally on the first and third Tuesday of each month). Proclamations and recognitions to be presented at a Council meeting are to be limited to 3 per meeting.
      • Proclamations and recognitions are presented at the beginning of the meeting. It is advised that you arrive a few minutes before the start time of the meeting.
      • If you would like your proclamation to be presented at a Council meeting, there must be at least one representative in attendance to accept it. Provide the name of the attendee to city staff as soon as possible before the meeting date.
      • If you or anyone in your party has mobility issues or other accommodations that are needed, please let the Mayor’s Office know beforehand so that we can assist you during the meeting.
      • The Mayor will have you come up to the podium. Please introduce yourself and any others with you by name, your organization and title(s). Give a brief (3-5 minutes) explanation of the subject being proclaimed. Or you may simply thank the Mayor and Council for making the proclamation. The Mayor will then begin reading the proclamation. When he is finished, you may come forward and accept the proclamation.
      • After accepting the proclamation, you may be seated or feel free to leave the meeting.
  5. Please submit your request for a proclamation no later than 2 weeks before the proclamation date.
  6. Requests will be accepted nor more than 3 months in advance.
  7. Proclamations will be delivered no more than 2 weeks in advance of the proclamation date.
  8. Your request will go through an internal review; therefore, it is very important to submit your request by the deadline.
  9. Given that you know the background of your event or program, you will need to create the first draft of the proclamation. 
  10. The body of a proclamation (the "whereas" sections) is limited to:
  11. The proclamation will be edited or revised if City staff deems it necessary.
  12. Submit your request to proclamations@casperwy.gov or call 235-8224 for additional information.