Proclamations are ceremonial documents to honor, celebrate or create awareness of an event or significant issue.

They may be issued for:

• Public awareness
• Charitable fundraising campaigns
• Non-profit organizations
• Arts and cultural celebrations
• Special honors (on the recommendation of the Mayor)

Proclamations will not be issued for:

• For-profit businesses, as an advertisement or commercial promotion
• Matters not within the subject matter jurisdiction of the City
• Events or organizations with no direct relationship to the City of Fairfield
• Campaigns or events contrary to city policies

Proclamation requests will be denied for the purpose of:

• Family Reunion
• Class Reunion
• Retirement Ceremonies
• Pastoral, Church, and Wedding Anniversaries
• Birthday Celebrations
• Conferences
• Deceased individuals
• Organizations of other cities that have no locally-based chapters or specific connection to the City of Fairfield

Guidelines

• The City reserves the right to modify or deny any proclamation request.
• All requests will be reviewed on a case-by-case basis.
• One proclamation annually per topic and/or organization.
• More than one cause can be proclaimed simultaneously.
• An organization does not have exclusive rights to the day, week, or month of its proclamation.
• Proclamations must affect a broad group of people. We will not issue proclamations for individuals. For individuals, depending on the occasion or event, either a Certificate of Recognition or Congratulatory letter may be provided.
• Request must be made by a City of Fairfield resident or employee or a nonprofit organization or another public agency providing services in the City.
• Requests should be made at least 3 weeks (15 business days) in advance of the date the document is needed.

How to Make a Proclamation Request

All requests must be made in writing. A request can be mailed, hand-delivered, or emailed. If mailed, please call to verify receipt by our office.

Include in the request:

• Provide a contact person’s first and last name, phone number, home address, and email address.
• Provide a brief summary of the event or organization.
• Provide a specific name for the proclamation and the date for the day, week, or month of the event or subject to be proclaimed.
• Provide the exact date the proclamation is needed.
• Each request must include a draft text of the proclamation, including four to five “whereas” clauses.
• Proclamations must fit on a single page and be in 12-point font, with room remaining for the Mayor’s signature.

Please keep in mind:

• Proclamations must be picked up from the City Clerk’s Office and will not be mailed.
• Proclamation may be picked up only after you have been notified it is ready at City Hall.
• The City Clerk’s Office reserves the right to determine the type of document to be issued.
• The City reserves the right to deny any request.
• The City will choose which Proclamations will be read or presented at a Council Meeting.

All questions may be directed to the City Clerk's Office, at 707-428-7400. Direct requests may be directed via email to cityclerk@fairfield.ca.gov, or in writing to:

City Clerk’s Office
City Hall, 4th Floor
1000 Webster Street
Fairfield, CA 94533