The Ultimate Guide on how to book a Wedding Registrar
If you’re planning your wedding, here’s one of the most important legal steps: you must ensure someone is authorised to conduct the marriage. In a civil ceremony in England & Wales, that person is a registrar (or deputy registrar) for the district where the ceremony will take place. Booking your registrar correctly and ensuring all legal formalities are completed will give you peace of mind—and lots less stress in the lead-up to your big day.
In this guide, we’ll walk you through when and how to book your registrar, what documents you and your partner must provide, the legal deadlines and fees, and key things couples often overlook. Whether you’re at the early planning stage or well into the “wedmin” stage, this guide will help you get this part right.
Step 1: Choose Your Ceremony Type & Venue
Civil vs Religious vs Belief-based
A civil ceremony (legal marriage or civil partnership) is conducted by the registration service (the registrar) and must not include a religious element if held by a registrar.
If you prefer a religious or belief-based ceremony, you’ll need an authorised person (minister, celebrant or registrar) and possibly different legal/residence requirements.
Approved Venues & Why It Matters
Your ceremony must take place at either a register office or an approved venue (sometimes called “licensed premises” or “approved premises for marriage”) in England & Wales.
If you pick a venue early, check with the venue manager whether the premises are approved for civil marriages or civil partnerships.
Next: check registrar availability for that venue. It’s common to book the venue first (date, time) then the registrar second—but you must confirm both.
Key Questions for the Venue
“Is the venue approved for civil weddings/civil partnerships?”
“Which registration district/council handles the registrar service for this venue?”
“What timeslots are available for registrar attendance, and what additional fees might apply (travel/time/venue hire)?”
“If our date changes, how much notice must we give, and will we need to re-book the registrar?”
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Step 2: Book the Registrar
Now you know your venue, date and time, it’s time to secure the registrar’s services.
How to book
Search your venue’s local authority (council) “registrars” or “weddings” page (for example: “book a registrar + [name of council]”).
Choose the correct district: The registrar you book must cover the district in which the ceremony venue lies (not necessarily where you live).
Confirm available time slots, any travel or overtime fees, and any venue-related surcharges.
Pay the fee or deposit as required by the registration service. Many councils require a non-refundable reservation fee.
After you’ve paid and been confirmed, you’re booked—but this does not complete all legal formalities (see Step 3).
Tips & Things to Consider
Book your registrar as early as possible after you’ve secured the venue. Popular dates and peak times can book up.
Clarify whether the timeslot includes the signing of the marriage schedule, travel of the registrar, or any waiting time for late guest arrival.
Ask about flexibility: if you change your date/time or venue, what happens with the registrar's booking?
Some venues bundle the registrar's fee into the venue hire; others require you to pay separately to the registration service.
Step 3: Give Legal Notice of Marriage or Civil Partnership
Booking a registrar is one thing—but legally giving notice is another. The two are distinct.
What “Giving Notice” Means
Giving notice is the legal statement you and your partner make at your local register office saying you intend to marry or form a civil partnership.
It must be done in person, and both partners must attend (unless they live in different districts, depending on circumstances).
You must give notice at the register office for the district where each of you lives, or if you live in different districts (or one of you is a non-UK national) there are specific rules.
When to Give Notice
The legal minimum is 29 days before the ceremony.
If one or both of you are subject to immigration control or are non-relevant nationals, this waiting period may extend to around 70 or 71 days.
Notice remains valid for 12 months from the date given. If your ceremony is more than 12 months after notice, you may need to give notice again.
You and your partner must have resided in the district in which you give notice for at least 7 days (immediately prior) in England & Wales.
What You’ll Need to Bring
At your notice appointment, you’ll need originals of documents—for example:
Valid passports (or identity documents) showing full names and nationalities
Proof of address (utility bill, bank statement, council tax bill) within specified recent dates.
If either of you has been married or in a civil partnership before: decree absolute/final order or former partner’s death certificate (and if overseas, official translation and additional checks may apply).
If one or both live outside the UK or are non-UK nationals, you’ll need to show proof of immigration status, and an interpreter may be required.
Why This Step Matters
Without giving notice of at least the minimum period, your wedding cannot legally proceed.
At this appointment, you’ll also confirm your venue, the district, and your intention, so changes later (e.g., changing venue district) may require fresh notice.
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Step 4: Ceremony Logistics & What the Registrar Will Do
Once the legal formalities are in place, the focus shifts to on-the-day logistics.
The Registrar’s Role
On your wedding day, the registrar will:
Arrive at the venue at the agreed time, check you’re both present, and the two witnesses are present.
Conduct the legal part of the ceremony: declarations, signing of the marriage schedule/register.
Provide the signed legal certificate and ensure registration within the district.
Witnesses & Ceremony Requirements
You and your partner will need two witnesses (aged 18 or over) present at the ceremony for the signing.
The ceremony venue must be the approved venue you stated when giving notice. If you change the venue after notice, you may need a new notice.
The ceremony must exclude religious content if a strictly civil ceremony. Readings, music and declarations must be appropriate.
Timing, Photography & Videography
Discuss with your registrar and venue how photography/videography will work. Ensure the registrar is comfortable with the movement of guests/photographers.
If you’re using a videographer, consider logistics like where the registrar will stand, where signing will happen, lighting, and background noise.
Important: The legal signing (marriage schedule) may have restrictions on filming in some venues; it’s best to check with both the venue and registrar.
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Step 5: Costs, Additional Fees & Budgeting
It’s wise to factor in all the associated fees so there are no surprises.
Typical Fees
The fee for giving notice (England & Wales) is typically around £40-£50 per person (varies by council).
The fee for a registrar at a register office is usually the statutory rate (approx £56), but at a licensed venue/approved premises, it may be higher (often £100+).
Venue hire, travel/surcharge for registrar (weekend/evening), and any extra time may add to your cost.
Additional Costs to Consider
If one of you is subject to immigration control, extra checks and fees.
If your previous marriage or civil partnership was overseas, additional validation fee.
If you change your ceremony date, time or venue after notice, you may need to give notice again (hence another fee).
If you want a special time (e.g., very late afternoon, additional travel), an extra surcharge may apply.
Step 6: Common Mistakes & How to Avoid Them
Understanding the pitfalls helps you avoid planning stress.
Booking the venue but not the registrar: Always check registrar availability after you’ve booked your venue.
Leaving giving notice too late: Remember the legal minimum period is 29 days (or up to 70 days in certain cases).
Changing venue after notice without checking: If the venue district changes, you may need to give notice again.
Assuming religious readings/music are always allowed in a civil ceremony, some are not permitted if the ceremony must be strictly non-religious.
Under-budgeting for fees: Weekends, travel, special times all add up.
Not factoring in residence/immigration requirements: Non-UK nationals or people who have lived abroad may need longer lead time.
Missing the 12-month validity: Notice is valid for 12 months; if you delay beyond that, you’ll need to repeat the notice process.
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Step 7: Special Cases to Consider
A few scenarios that add complexity—good to be aware of early.
One or Both Partners Non-UK Nationals
If either partner is subject to immigration control (“non-relevant national”), you will normally need to give notice together at a single district, and the waiting time may extend to 70–71 days.
Residency requirements to give notice must still be met (7 days of continuous residence).
Changing Your Mind (Date, Venue, Type)
If you change the venue district, date or format (civil → religious) after giving notice, you may need to give notice again and re-book the registrar.
Notice may only remain valid for the venue named and up to 12 months.
Civil Partnership Option
If you’re entering into a civil partnership rather than marriage, many of the same steps apply: giving notice, approving the venue, and booking a registrar.
Ensure you state clearly “civil partnership”, not marriage, if that’s your choice.
Destination UK Weddings / Overseas
If one of you lives abroad and you come to England & Wales to marry, residency rules still apply. At least one of you must have lived in the district for the required period to give notice.
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Checklist & Timeline for Booking Your Registrar
FAQ Section
How far in advance should we book the registrar?
As soon as you have your venue confirmed, check with the registration service and book the registrar. High-demand dates (holiday weekends, popular venues) may fill quickly.
Can we book the venue without booking the registrar?
Yes, but you risk the registrar being unavailable on your desired date/time. Always check registrar availability early.
What happens if our venue changes after giving notice?
If the venue falls in a different registration district from the one named in your notice, you may need to give notice again. Always check with the registration service.
What’s the difference between giving notice and booking a registrar?
Booking a registrar reserves the person who will conduct your ceremony. Giving notice is the legal step where you declare your intention to marry or form a civil partnership. Both are required.
We live abroad, or one of us does — what do we need to know?
You will still need to meet residence requirements (at least one of you living in the district for ~7 days before giving notice). If subject to immigration control, the waiting period may be longer. Plan accordingly.
What if we include readings or music in our civil ceremony?
You may include non-religious readings and music, but in a strictly civil ceremony, religious elements (e.g., hymns, prayers) may not be permitted. Always confirm with your registrar.
What if we change our date after the registrar is booked?
You must check with the registrar/registration service whether you need to re-book or incur extra fees. If the ceremony date slides beyond the 12-month validity of notice, you’ll need to re-give notice.
Conclusion & Final Tips
Booking your registrar and handling the legal side doesn’t need to be a source of stress—it simply needs to be done in the right order, with the right information, and in plenty of time. Here are your final takeaways:
Secure your venue and the registrar’s availability as early as you can.
Give notice in good time (minimum 29 days, but realistically, sooner is better).
Gather all the required documentation early (proof of identity, address, previous divorce/death certificate if applicable).
Budget properly for all fees (notice fee, registrar fee, venue hire, travel, extra time).
Avoid last-minute changes without checking venue district, registrar availability or notice validity.
Once the legal formalities are set, you’re free to focus on the personal touches that make the ceremony uniquely yours.
Your day is yours – make it memorable, worry-free and with the right legal foundations in place. Congratulations and enjoy every moment!
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