Oxfordshire Registration Service bookings - terms and conditions

Please note that by acknowledging these terms and conditions you are bound by the provisions contained herein. Even if you do not read the terms and conditions below, if you hold out to have agreed to the provisions, you will be considered to have accepted them. You cannot proceed with booking your ceremony if you do not read and agree to the terms and conditions below.

1. Civil marriage and civil partnership/civil partnership conversion ceremony

• 1.1. Cooling off period:
  • 1.1.1. You have a 14-day cooling-off period during which you should review the terms and evaluate your position. During this period, you are entitled to cancel the booking without loss of prepayment (including the booking fee); however, changes to the date, time, ceremony type, or venue of a ceremony will be subject to the current admin fee. You are automatically entitled to the cooling off period if the booking was made online, over the phone, or by mail.

2. Notice appointment for marriages and civil partnership ceremonies

• 2.1. Your notice appointment must be booked at least three months prior to your ceremony to ensure that the appropriate arrangements can be made. Failure to book the appointment within the time period specified will result in the ceremony booking being cancelled.
• 2.2. At the time of booking your notice appointment you will be charged the statutory notice fee. This is a non-refundable fee and following your appointment will fund the attestation of notice for your ceremony.
• 2.3. You must remain engaged with the Registration Service.
• 2.4. You must bring the correct documentation to your appointment. If you do not bring the correct documentation the appointment cannot proceed, and you will have to book and pay for another appointment. You can find a list of documents required for your appointment here: Marriages and civil partnerships in England and Wales: Documents you'll need to give notice - GOV.UK.
• 2.5. Cancellation of your notice appointment:
  • 2.5.1. If you cancel your notice appointment for any reason, you will have to rebook your appointment. It may take up to 3 months for another available notice appointment.
  • 2.5.2. You must give a minimum of 2 full working days’ notice of cancellation of your appointment.
  • 2.5.3. If you do not have an interpreter when one is required, the appointment cannot proceed and you will have to book and pay for another appointment.

3. Bookings at an approved venue or registration office ceremony room

• 3.1. Your ceremony booking is accepted on the following conditions:
• 3.1.1. That no legal impediment to the marriage or civil partnership exists.
• 3.1.2. That all legal preliminaries are completed within the statutory time limits.
• 3.1.3. That you have checked that your local register office can accommodate a notice appointment in time for the ceremony.
• 3.1.4. That any foreign divorce/dissolution papers are accepted by the Registrar General where applicable.
• 3.1.5. That Home Office permission is granted where applicable.
• 3.1.6. That the full fee is payable at the time of reserving the date and time and that £100 is a non-refundable element of the fee in all circumstances, in particular.
• 3.1.7. There is no flexibility on the start time of your ceremony. If the ceremony cannot start at the booked time, and the registrars are required to come back to the venue to carry out the ceremony at a later time on the same day, or on another date then an additional fee will apply.
• 3.2. You must remain engaged with the Registration Service.

4. Civil marriage and civil partnership ceremony bookings for the Oxfordshire Register Office (in the statutory ceremony room)

• 4.1. Your ceremony booking is accepted on the same conditions as those held at an approved venue with the following difference:
• 4.1.1. Your notice appointment must be booked at least three months prior to your ceremony to ensure that the appropriate arrangements can be made. Failure to book the appointment within the time period specified will result in the ceremony booking being cancelled.
• 4.1.2. That a non-refundable administration fee of £62 is payable at the time of reserving the date and time. Your attendance at the Oxfordshire District Register Office, at the pre-booked date and time and the successful completion of the relevant ceremony will result in the £62 fee amount being applied towards the amount payable by you for your ceremony.
• 4.1.3. If you do not attend your ceremony at the agreed upon date and time, you may have to forfeit your ceremony and fees paid. There is no flexibility in the context of the start time of your ceremony at the Oxfordshire District Register Office.
• 4.1.4. Statutory ceremonies can accommodate the couple and 2 adult witnesses only. Children and other guests cannot be accommodated.
• 4.2. You must remain engaged with the Registration Service.

5. Other ceremony bookings (naming, renewal of vows & commitment ceremonies)

• 5.1. Your ceremony booking is accepted on the following conditions:
• 5.1.1. These ceremonies do not confer any legal status or rights.
• 5.1.2. That the full fee is payable at the time of reserving the date and time and that £100 is a non-refundable element of the fee in all circumstances.
• 5.1.3. There is no flexibility in the context of the start time of your ceremony. If the ceremony cannot start at the booked time, and the registrars are required to come back to the venue to carry out the ceremony at a later time the same day, or another day then an additional fee will apply.
• 5.2. You must remain engaged with the Registration Service.

6. Amendment fee for all ceremonies, private citizenship and venue licence renewals

• 6.1. An amendment fee is payable on each occasion that details of a booking are changed and includes changing the date, time, ceremony type or venue of a ceremony. All details that are changed at the same time are only subject to one amendment fee. Where applicable, this may require an updated or additional ceremony fee to be paid. It may also be necessary for you to give notice again as these are specific to your chosen venue and are only valid for 12 months.
• 6.2. If you need to amend your booking for any reason, you will need to inform us promptly and by emailing oxford.registeroffice@oxfordshire.gov.uk of your intention to do so.
• 6.3. In any event, you must provide at least 3 months’ notice before the date of your ceremony.
• 6.4. If you are changing your venue for a marriage or civil partnership ceremony, you will be required to give notice again. Therefore you must provide 3 months’ notice prior to your ceremony taking place to allow for the legal preliminaries to be completed.
• 6.5. If you are changing your venue for any other ceremony type, you must provide at least 28 working days’ notice prior to your ceremony taking place.
• 6.6. You must remain engaged with the Registration Service.

7. Ceremony postponement

• 7.1. If you are not able to go ahead on the original date booked, you have the opportunity to cancel the booking or to postpone the booking to a new date.
• 7.2. An amendment fee is payable on each occasion that you postpone the ceremony to a new date.
• 7.3. If you need to postpone your ceremony for any reason, you will need to inform us promptly and by emailing oxford.registeroffice@oxfordshire.gov.uk of your intention to do so. You must provide at least 3 months’ notice before the date of your ceremony.
• 7.4. If you have already given notice, please note that the notice is only valid for 12 months. If the new date is more than 12 months from the date you gave notice, it will be necessary for you to give Notice again. A new notice fee will apply in this instance. Ceremony fees increase each year on 1 April. If the new date is after 1 April, you will incur an additional ceremony fee.
• 7.5. You must provide the new date for the ceremony when you contact us to arrange a postponement. If you do not have a new date for your ceremony, we will put your booking on hold for 28 calendar days to allow you time to arrange a new date. The amendment fee will apply to put the booking on hold and further amendment fee will apply to reschedule to the new date.
• 7.6. If you are unable to confirm a new date after 28 days, you will need to cancel your ceremony and rebook at a later date. Please see the cancellation policy below.
• 7.7. You must remain engaged with the Registration Service.

8. Ceremonies booked less than three months in advance

• 8.1. Cooling-off period for ceremonies booked less than 3 months in advance:
  • 8.1.1. You have a 14-day cooling-off period during which you should review the terms and evaluate your position. During this period, you are entitled to cancel the booking without loss of prepayment (including the booking fee). You are automatically entitled to the cooling off period if the booking was made online, over the phone, or by mail.
• 8.2. No amendments or postponements can be accepted for ceremonies that are booked less than 3 months in advance. Where a ceremony cannot go ahead as booked, the cancellation policy will apply.
• 8.3. Your ceremony booking is accepted on the following conditions:
• 8.3.1. That no legal impediment to the marriage or civil partnership exists.
• 8.3.2. That all legal preliminaries are completed within the statutory time limits.
• 8.3.3. That you have checked that your local register office can accommodate a notice appointment in time for the ceremony.
• 8.3.4. That any foreign divorce/dissolution papers are accepted by the Registrar General where applicable.
• 8.3.5. That Home Office permission is granted where applicable.
• 8.3.6. That the full fee is payable at the time of reserving the date and time and that £100 is a non-refundable element of the fee in all circumstances. There is no flexibility on the start time of your ceremony. If the ceremony cannot start at the booked time, and the registrars are required to come back to the venue to carry out the ceremony at a later time on the same day, then an additional fee will apply.
• 8.4. You must remain engaged with the Registration Service.

9. Ceremony fees

• 9.1. Bookings can be made up to 2 years in advance. The full ceremony fee is payable at the time of booking registrars to attend your ceremony. Please ensure that we have up to date contact telephone numbers and email addresses for you.
• 9.2. Fees are subject to change on the 1st of April each year. Any ceremonies which take place on or after 1st April each year will automatically incur any fee increase. This means that when you book your ceremony in advance, you will be required to pay the fee that is in place at the date of your ceremony, not the date that you booked it. Please visit Fees for registration services | Oxfordshire County Council for up to date fee information.

10. Cancellation of booking by you

• 10.1. In the unfortunate event that you need to cancel your ceremony, you will be required to notify us promptly by email to oxford.registeroffice@oxfordshire.gov.uk. The amount you will be refunded depends on the date of written notice provided for the cancellation. In all cases of cancellation there will be no refund of the non-refundable fee £100.
• 10.2. In all cases detailed below the original date that the ceremony was booked for is used for cancellation purposes UNLESS the date of your ceremony has been brought forward from the original date - in this case the relevant date will be that of the new ceremony. All certificate fees paid in advance will be refunded.
• 10.3. If cancelled with more than three months before the date of your ceremony, you will receive a 100% refund (less the booking fee).
• 10.4. If cancelled between two and three months before the date of your ceremony, you will receive a 50% refund (less the booking fee).
• 10.5. If cancelled with less than two months before the date of your ceremony or if you fail to cancel your ceremony, you will not receive a refund.

11. Cancellation of booking by Oxfordshire Registration Service

• 11.1. Your ceremony may be cancelled by Oxfordshire Registration Service if the Legal preliminaries have not, or cannot, be completed. In such circumstances, no amounts previously paid in relation to the ceremony will be refunded.
• 11.2. You have not provided an interpreter for the ceremony, where one is required.
• 11.3. At your ceremony:
• 11.3.1. On the date of your ceremony, if you are unable to start your ceremony at the agreed upon time the ceremony officer may need to adapt the contents of your ceremony to the legal minimum words.
• 11.3.2. If the ceremony cannot start at the agreed time, and it is possible for the ceremony officers to return to the venue at a later time on the same day to carry out the ceremony, an additional fee will apply.
• 11.3.3. If it is not possible for the Ceremony Officers to return to the venue at a later time on the same day, you will need to rebook your ceremony and pay the associated ceremony fee.

12. Ceremony content

• 12.1. Oxfordshire Registration Service will provide staff to conduct the legal formalities of the ceremony.
• 12.2. Ceremony content is dependent on the type of ceremony you have booked.
• 12.3. For Statutory Register Office ceremonies, the ceremony officers will deliver a short legal ceremony. It will not be possible to personalise the ceremony content.
• 12.4. For classic ceremonies at Registration Offices, you must complete a ceremony option form at least 28 days day before your ceremony. You must select from the legal options for your contractual and declaratory words. You may also wish to choose promises from a prescribed list for the exchange of rings. It will not be possible to include readings in the ceremony content. You can include nonreligious music for your ceremony. Music must be approved by the customer support team at least 28 days before the ceremony.
• 12.5. For enhanced ceremonies and ceremonies at approved venues, we encourage you to personalise the ceremony with your own choice of readings, music and additional vows - subject to the ceremony content remaining appropriate and dignified. Religious content and music cannot be included.
• 12.6. You must complete a ceremony option form at least 28 days day before your ceremony. You must select from the legal options for your contractual and declaratory words. You may also wish to include personal promises for the exchange of rings, up to 3 readings, personalised content and non-religious music for your ceremony. Options must be approved by the customer support team at least 28 days before the ceremony.
• 12.7. If your music, readings or vows are not approved, we will explain the reason why. Oxfordshire Registration Service will make the final decision on any wording used and will not accept liability for any omission which may be caused by reasons beyond its control.
• 12.8. If you are having an independent celebrant at your ceremony, the ceremony officer must complete the introduction and the legal elements of the ceremony as a minimum.
• 12.9. If you are having a religious blessing, please note this must take place after the legal ceremony has been completed and the ceremony officers have left the venue.

13. Room capacity

• 13.1. For reasons of health and safety, comfort and to comply with fire regulations the number of guests must not exceed the capacity that the venue is licensed for. This figure includes: The Couple, two ceremony officers, any venue staff in attendance, musicians if applicable, photographers, videographers, as well as guests (including babies and children). Additional guests over this number will be excluded from the ceremony. Please liaise with your venue to ensure that the number they are licensed for is not exceeded; this will save any disappointment on your special day.

14. Outdoor ceremonies

• 14.1. If you wish to hold your ceremony outdoors, the outdoor area must be licensed for this purpose. You will be required to complete an outdoor ceremony agreement form, which must be completed at least 28 days prior to the ceremony.
• 14.2. In case of inclement weather or extreme heat, the ceremony must be relocated to a suitably sized licensed room in the building. In the event that the room is not large enough to accommodate all your guests, the venue will discuss suitable arrangements with you.

15. Liability

• 15.1. The Oxfordshire Registration Service can only provide a ceremony in accordance with whatever government guidelines are in place at the time your ceremony is due to take place, i.e. restrictions may apply in the event of a pandemic or lockdown. Oxfordshire Registration Service will not accept liability for:
• 15.1.1. Any delay or loss caused by your (or any of your guests) late or non-arrival. The registrars attending your ceremony have ceremonies to administer throughout the day and as such cannot delay the start of the pre-arranged time for the ceremony.
• 15.1.2. Any loss caused by a request from you or your representative to delay the ceremony.
• 15.1.3. Any loss or compensation where a ceremony is stopped from proceeding (or stopped from proceeding once commenced) because in the reasonable opinion of Oxfordshire Registration Service:
• 15.1.3.1. It could be declared void if it went ahead.
• 15.1.3.2. An offence (including under the Marriage or Civil Partnership Acts) could be committed.
• 15.1.3.3. It could be deemed to be against the public interest and
• 15.1.4. All group gatherings had been banned by Parliament / The Government i.e. in a pandemic situation.
• 15.1.5. Any loss or delay caused by a 'Force Majeure' event. A 'Force majeure' event means any but not limited to the following: war, civil war, armed conflict, terrorist attack, governmental action, fire, flood, severe weather conditions of any sort, pandemic situation or any other act or matter, which notwithstanding the reasonable diligence and foresight of Oxfordshire County Council is beyond their reasonable control.
• 15.1.6. The failure of any music system or failure, neglect, noncompliance or omissions caused by any venue which is not owned and controlled by Oxfordshire County Council.
• 15.2. We strongly recommend that you take out ceremony insurance to cover any losses or expenses incurred. However, we are unable to recommend any particular insurance provider.