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

Deadlines:

  1. Please submit your request for a proclamation no later than 2 weeks before the proclamation date.
  2. Your request will go through an internal review; therefore, it is very important to submit your request by the deadline.
  3. Requests will be accepted no more than 3 months in advance.
  4. Proclamations will be delivered no more than 2 weeks in advance of the proclamation date.
  5. Submit your request to:ProclamationRequest@casperwy.gov

Requests must include:

  1. All requests must be submitted in writing and include the following information.
  2. The contact person’s first and last name, organization, mailing address, phone numbers (work/home and mobile), and e-mail address.
  3. The specific date (day, week, or month) and title to be proclaimed.
  4. The date that the proclamation is needed.

Specify how you will receive your proclamation:

  1. 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 at least one week before the date it is scheduled to be presented.
  • If you or anyone in your party has mobility issues or other accommodations needed, please let the Mayor’s Office know beforehand so that we can assist you during the meeting.
  • The Mayor will begin by reading the proclamation. At that time, you may come forward and accept the proclamation, then say a few words at the podium. You may bring others with you.
  • Please identify yourself and anyone else with you by name and your organization and title. You may make brief comments (about 3-5 minutes).
  • After accepting the proclamation or recognition, you may be seated or feel free to leave the meeting.

Writing your proclamation:

  1. Given that you know the background of your event or program, you will need to create the first draft of the proclamation. 
  2. The body of a proclamation (the "whereas" sections) is limited to:
    • 175 words and 4-6 "whereas" sections.
    • Proclamations must fit on a single, letter-sized page and be in Times New Roman 12 point font with room remaining for the Mayor’s signature and the City Seal of Casper, Wyoming.
    • Sample proclamations are below for your assistance. 
  3. The proclamation will be edited or revised if City staff deems it necessary.
  4.  Submit your request to proclamations@casperwy.gov or call 235-8224 for additional information.