Protocol Services: flag-raisings, protocols, City Hall illuminations and so much more!

The Office of the City Clerk has an important function at the City of Vaughan – have you ever wondered what duties they perform or services they provide? As part of a new series, the City will showcase the vital work undertaken by this busy team. First up: Protocol Services.

This division is responsible for all matters relating to civic protocol for the Mayor and Members of Council, including advising departments on precedence for speaking order, seating arrangements and public ceremonies. This team also helps facilitate requests from organizations and groups to help inform the public of important dates or campaigns. These requests include flag-raisings, City Hall illuminations and proclamations. 

Do you represent an organization with a cause that requires greater public awareness? Or does your association have a special event that celebrates the diversity, heritage and culture of the community? Submit a request to have an observance commemorated with a flag-raising, illumination or proclamation from the City.  

Flag-raising requests
The City flies the National Flag of Canada, the flag of Ontario and the City of Vaughan flag. In addition, the City raises other flags to enhance public awareness of events, such as national or independence days, multicultural celebrations and historical commemorations. Flags may be lowered to half-mast to observe special dates (such as Remembrance Day) or as a measure of respect and condolence in accordance with the Flag Protocol Policy (PDF). 

To request a flag-raising, complete the request form (PDF) and submit it to the Office of the City Clerk at clerks@vaughan.ca at least one month before the requested flag-raising date. For more information, visit the City’s flag-raisings page. 

Illumination requests
Illuminations of Vaughan City Hall Council Chamber are made upon request to enhance public awareness of causes, events and commemorations of significance to the City and its citizens. They also support and promote diversity and cultural heritage and acknowledge community organizations, charities and groups. Read the Illumination of City Hall Policy (PDF) to learn more. 

To request an illumination, complete the request form (PDF) and submit it to the Office of the City Clerk at clerks@vaughan.ca at least one month before the requested illumination date. Requests for illuminations need to be made each year as they do not renew automatically. Visit the City’s illuminations page to learn more. 

Proclamation requests
City proclamations are official statements made by or under the authority of Members of Vaughan Council to recognize causes, events and commemorations of significance to Vaughan and its citizens. Proclamation statements contribute to the fabric of Vaughan society by recognizing cultural diversity and the public good. Proclamations do not carry with them any substantive contribution of goods, services or financial compensation to organizations that request them. 

To request a proclamation, complete the request form (PDF) and submit it to the Office of the City Clerk at clerks@vaughan.ca two months before the requested date. Your request must comply with the Proclamations Policy (PDF). Requests for proclamations must be made each year as they do not renew automatically. To learn more about City proclamations, visit vaughan.ca/proclamations. 

For more information on flag-raisings, illumination and proclamation requests, visit vaughan.ca/ProtocolServices. 

About the Office of the City Clerk
The Office of the City Clerk is one of the primary points of contact for Vaughan residents and businesses. It is also an information hub for Members of Council and City staff. To learn more, visit vaughan.ca/clerks.​