Terms and conditions

Your ceremony booking is accepted on the following conditions: -

• That no legal impediment to the marriage or civil partnership exists and all legal preliminaries are completed within the statutory time limits.
• That any foreign divorce/dissolution papers are accepted by the Registrar General, where applicable.
• That Home Office permission is granted, where applicable.
• Couples whose paperwork is subject to approval from the Registrar General are advised not to make firm arrangements for their ceremony until that approval is given.
• A reservation fee is payable at the time of booking. This fee is non-refundable and forms part of the final fee charged for attendance at your ceremony.
• Fees are subject to change each year. Any increases or reductions will apply to your booking regardless of how far in advance you have booked.
• Unless you are holding your ceremony in one of our designated ceremony rooms, it is your responsibility to book your chosen venue for the date and time of your ceremony.

Our designated ceremony rooms are:

The Abbeygate Room, Bury St Edmunds

The John Milton Room, Stowmarket

The Pickwick Room, Ipswich

26A Quayside, Woodbridge

The Riverside Room, Lowestoft

The Town Hall, Sudbury

Statutory Ceremony rooms are located within Sudbury, Ipswich, and Lowestoft Register Offices.

If you are holding your ceremony in any other location, you will need to book this separately.

• Celebration, Commitment and Renewal of Vows Ceremonies do not confer any legal status or rights.

• • • Approval of a Venue License is granted only in connection with the provision of ceremonies. Suffolk Registration Service cannot accept liability for the failure or neglect, on behalf of the Venue, in relation to any agreement between you and the Venue for the use or provision of any services and/or facilities.
    • Suffolk Registration Service provides a secular ceremony which cannot include religious content. This includes any hymn, carol or song that contains religious messages or references.
    • The inclusion of any animals in your ceremony must be discussed at the time of booking. This applies to animals attending at the request of the couple or their guests. The inclusion of animals is subject to a risk assessment and subject to an additional charge for each animal. This must be paid at the time of the booking with the reservation fee and is a non-refundable payment. Each animal in attendance must be deducted from the number of guests allowed within the ceremony room.
    • We are unable to allow animals (other than assistance pets) into Suffolk County Council ceremony rooms. An assistance animal must have been suitably trained, certified, and registered. Evidence of registration would be required.
    • Any reference to “working days” does not include Saturdays, Sundays or Bank or Public holidays in England.
    • In the circumstance of a “Force Majeure Event” Suffolk Registration Service will endeavour to perform your ceremony on your chosen day but will not accept any liability for the delay or cancellation of a ceremony due to reasons beyond their control. We strongly recommend that you take out ceremony insurance to cover losses or expenses incurred in the case of events outside of your or our control.
    • “Force Majeure Event” means war, civil war, armed conflict, terrorist attack, governmental action, fire, flood, severe weather conditions, pandemic or epidemic or any other act or matter, which notwithstanding the reasonable diligence and foresight of the Suffolk Registration Service and its partner providers, is beyond their reasonable control.
    • Marriage regulations require ceremonies to be carried out in a seemly and dignified way. To enable this, there is an expectation that couples and their guests will conduct themselves in an appropriate manner before and during the ceremony.
    • Our staff are committed to offer a professional service, but we will not tolerate any physical or verbal aggression, including the effects of alcohol or drugs. We reserve the right not to carry out your ceremony in these circumstances.

• Suffolk Registration Service will allocate staff to attend your ceremony and reserves the right to substitute other experienced and qualified staff in case of sickness or other unforeseen circumstances on the day.
• We only permit ceremonies to be conducted and registered by our own Suffolk County Council trained registration staff.

• Reservation fees are non-refundable.
• If you have not paid your full fee at the time of booking, the balance must be paid at least 3 months prior to your ceremony date.
• If the ceremony is due to take place within 3 months of the booking, the full fee is due at the time of booking.
• If the balance of fees is still outstanding within 3 months of the ceremony date, your booking can no longer be guaranteed and may be cancelled.
• Suffolk Registration Service will not take responsibility for failure to give Notice or pay the balance of fees which results in the ceremony not going ahead as planned.

• Cancellations made less than 2 months before the date of your ceremony – no refund will be given.
• Cancellations made between 2 to 3 months before the date of your ceremony – we will refund 50% of the fees you have paid, less the reservation fee.
• Cancellations made 3 months or more before the date of your ceremony – we will refund the fees paid, less the reservation fee.

• Where a Statutory ceremony has been booked, the Registrars will deliver a standard legal ceremony, and no additional choices will be offered.
• Traditional Register Office ceremonies in Suffolk County Council rooms provide the legal ceremony but have restrictions on vows and music choices. We are also unable to offer the inclusion of readings.
• For Enhanced Register Office ceremonies in Suffolk County Council rooms and ceremonies at Approved Venues Suffolk Registration Service will provide the legal ceremony and a range of choices for your ceremony content. You may include enhancements such as readings, a choice of opening and closing words, optional vows, a statement of commitment together with a wider choice of music. Every effort will be made to include these, provided they are suitable for a Civil Ceremony and the choices are received within the appropriate time frame.
• We require you to provide your chosen ceremony choices at least 4 weeks prior to your ceremony date.
• Suffolk Registration Service will contact you for your ceremony choices once by email or telephone.
• If your ceremony choices are not received 2 weeks before the ceremony date, our Registrars will deliver a standard ceremony.

• A non-refundable fee is payable at the time of booking where the ceremony is planned to be held outside.
• Bookings will be accepted for ceremonies taking place in outside areas during British Summer Time. Ceremonies conducted outside at other times of year would be considered on application.
• The decision if the weather is suitable for the ceremony to be held outside will be taken by the celebrant conducting in sufficient time for the location of your ceremony to be changed if required.
• Couples must sign and return the Outside Ceremonies agreement form to enable a ceremony to take place outside.
• The venue is required to have an alternative licenced area available for the ceremony should the weather be unsuitable on the day.
• Suffolk Registration Service cannot be held responsible if the alternative area does not have enough space for all guests to witness the ceremony. You will be asked to nominate which guests are unable to attend the ceremony.

• The time booked for your ceremony is the time it will commence.
• The registrars will meet you at your Approved Venue or registration office approximately 20 minutes before the ceremony time.
• If the ceremony starts late, Suffolk Registration Service reserve the right to amend the ceremony to reduce its duration.

• If you need to cancel a ceremony, you must notify us as soon as possible, in writing by emailing the office dealing with your booking.
• We will only accept a cancellation from one of the parties to the ceremony.
• An email giving notice of cancellation will be deemed to have been received on the date of sending, provided it is sent on a working day between 9am and 4pm. If it is sent by email at any other time, notice will be deemed to have been received on the next working day.
• If the notification is not sent to the correct email address, no responsibility can be accepted by the Suffolk Registration Service for its non-arriva

• • • Any amendment to a ceremony booking will incur an administration charge.
    • All amendments to ceremony bookings must take place before the date set for the ceremony.
    • If a ceremony booking is amended the reservation fee will be transferred to the revised booking. This only applies to ceremonies in Suffolk carried out by the Suffolk Registration Service.

    To transfer a ceremony booking you must specify a location, date and time to enable the transfer to take place. If you are unable to do this the booking will be treated as a cancellation and the reservation fee will be lost.

• For fire safety, ceremonial dignity and comfort, the number present must not exceed the licensed capacity of the room. The capacity of all venues and Registration offices will be advised at the time of booking.
• The room capacity includes everyone within the room including the bride, groom, registrars, guests, children, babies, musicians, photographers, videographers, animals etc.
• You will be asked to nominate who should be excluded from the ceremony if there are too many people for the safe capacity of the room.

Suffolk Registration Service will not accept liability for: -

• Any incident or accident before, during or after the ceremony scheduled.
• The failure of any music system provided by the venue, you or a third party.
• Any delay or loss caused by your late arrival.
• Any loss caused by a request from you or your representatives to delay the ceremony.
• Any loss or compensation where a ceremony is stopped from proceeding because (a) it would be void if it went ahead, (b) an offence under the Marriage or Civil Partnerships Acts would be committed.
• Any decision to delay the ceremony due to legality or reasons beyond the control of Suffolk Registration Service is at the sole discretion of the Registration Service.
• Once you are asked to check and sign the Schedule at the end of your ceremony, the responsibility for the accuracy of the registration passes from the Registration Officer to yourselves.
• If you notice any errors after the Schedule has been signed and entered into the electronic register, you will be liable to apply for the correction, including payment of the nationally set fee.