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Inviting Ministers to Events or Requesting a Meeting

If you want to send an invitation or meeting request to a Minister we have put together the following points to consider and help you to achieve a successful outcome.

Meeting organisations and individuals, undertaking visits and attending events throughout Wales are regarded by Ministers as a key part of their job. 

However, as they must also deal with Government, party and constituency business they will inevitably have very busy diaries.  This regrettably means it is impossible for them to attend every event and meet every person who wishes to see them.

If you do want to send an invitation or meeting request to a Minister we have put together some advice to help you to achieve a successful outcome.

The advice covers questions, such as:

Should I invite a Minister?

First, consider whether the Minister is really the most appropriate person to contact.

For some events or matters dealing with more local issues, your constituency Assembly Member (AM) may be best placed to attend. You can identify your local AM from the National Assembly for Wales website (external link).

For events relating to non-devolved issues, you should consider inviting your Member of Parliament (MP).  For details of all your elected representatives please see the website writetothem (external link).

Which Minister should I invite?

It is important that you invite the Minister who has responsibility for the subject area that is relevant to the event you would like them to attend.  Each Minister’s areas of responsibility are set out on their biography pages.  Please follow the links to “Cabinet Members” or “Deputy Ministers” on the left hand side of this page to access their biographies.

Should I invite several Ministers?

When the same invitation is addressed to several Ministers, the Minister responsible for the policy area involved will generally send a single reply. Therefore, the chances of getting an acceptance from a Minister does not increase by sending an invitation to more than one Minister.

How much notice should I give?

Ministers’ diaries are heavily committed and are planned weeks, months and sometimes even years in advance.  It is unlikely a Minister will be able to attend an event at short notice. Therefore, the more notice you provide the better.  When you invite a Minister to an event you should receive a reply within a maximum of 17 working days. Usually we respond much quicker.

When are Ministers likely to be available?

Ministers are unlikely to be available on Tuesdays or Wednesday afternoons due to Government and Assembly business.

Although diaries are planned well in advance, Government and Assembly business takes precedence and Ministers can be required to change their plans at short notice. A Minister’s attendance at an event can therefore be cancelled with relatively little warning. We do seek to avoid this happening wherever possible and provide information on any changes at the earliest possible opportunity.

How should I issue the invitation?

Invitations should be in writing (e-mail is fine) and should include as much information as possible.  If you are writing to request a meeting with the Minister you should clearly state what the purpose of the meeting is i.e. what you would like to discuss and include brief background information.
If it is a request for the Minister to attend an event it would be very helpful to include all of the following:

  • Date and possible time
  • Location (with full postcode if possible)
  • Duration
  • Purpose (eg official opening, conference (including theme))
  • What you would like the Minister to do (eg give a speech including on what subject), answer questions etc)
  • Draft agenda if available

Where should I send the invitation?

You should send the invitation to:

Minister for …
Welsh Government
5th Floor
Ty Hywel
Pierhead Street
Cardiff Bay

If you wish to send the invitation by email, Ministerial correspondence email addresses can be found on each Minister’s biography page.