Making an invitation

Invitations to members of the Royal Family should be extended through the Lord-Lieutenant and may be submitted to specific members of the Royal Family on an organisation’s behalf.

Organisations with an existing link to a member of the Royal Family (eg a Royal Patron) may extended an invitation direct to the relevant Royal Household, via the Private Secretary. When using this route, it would be much appreciated if a copy of the invitation could be sent to the Lord-Lieutenant for their information.

Include as much information as possible but try to keep it concise. The sort of information that will be needed will vary according to the type of invitation and the Clerk can advise on what is best to send.

If the invitation involves a visit to a new or refurbished building, it is vital that the work is fully completed, the building occupied and the project up and running before the member of the Royal Family visits. Such invitations need to be put forward for a date well after completion to ensure that everything is in place. This sometimes means that the Royal Visit does not take place until sometime after the building or project has opened but that is quite usual.

When to make the invitation

Essentially, a good period of notice is required as Royal diaries fill up quickly and well in advance. All invitations received are very carefully considered. If you wish to invite a member of the Royal Family to an event taking place in the Lieutenancy area you should invite them at least six months in advance. However, if you want a Royal visit for a special occasion on a particular day then you will need to extend your invitation about a year beforehand. If in doubt please contact the Clerk who will be happy to advise on timings.

When an invitation is accepted

Once an invitation has been accepted, the appropriate Royal Household will inform the Lord-Lieutenant and the organisation to advise on a date when the member of the Royal Family wishes to visit.

At this early stage of the proceedings, all details relating to the venue and the visit are strictly confidential and no details should be given to anyone that is not involved in the visit.

The Lieutenancy Office will make contact with the organisation and will arrange to meet with the hosts to work on a draft programme for submission to the Royal Household.

Once the Royal Visit is confirmed and all arrangements are in place, the details of the visit will be included on the official British Monarchy website.