Plan Perfect Weddings in Kent

Sonas is delighted to bring you the first in a series of articles about starting wedding venues around the UK & Ireland. We will focus on the legalities and everything you need to do to comply with local legislation and get up and running. First up, the garden of England, and hotspot for weddings in the UK, Kent. We’ll go step-by-step through everything you need to get your wedding venue up and running in no time.

Part 1: Licensing your venue

Usage & Premises Licence

You may already have these if you’re starting with an existing venue and if so, please skip to part 2, but if not you’ll first need to licence your venue. This consists of two steps, Change of Use and getting your Premises Licence.

First you need to apply for planning permission to change the use of your venue to a licensed premises and be able to hold events. This is something handled by each Borough Council. On this link you have a list of the different district council websites where you can begin the process.

Once you have that you then need to apply for your Premises Licence. Again, this is handled by the Borough Council. You can see the details here and it will also direct you to the correct Council if you enter your venue’s postcode.

This article from Levi Solicitors goes into more detail on the legalities.

If you’re planning to offer catering to your clients you need to register your own food premises and undergo an inspection by the Food Standards Agency. You can see more details about what’s required here and then start the application process here.

Part 2 - Your Venue

Once those are done we need to apply for the Wedding Licence from Kent County Council. Before we apply though you can save yourself some time by ensuring you have the following in order.

Health & Safety

Ensure your venue complies with Health and Safety Regulations, including fire safety measures such as marked emergency exits, fire alarms, and accessible fire extinguishers.

Accessibility Requirements

Ensure you provide wheelchair access, accessible restrooms, and clear signage. You might want to consider assistive technologies like hearing loops for guests with impairments. If your venue is an old building where making these adaptations would be difficult or impossible there is some leeway granted.

Noise Ordinances

There might be restrictions on noise in your planning depending a lot on where you are or if there are objections. You should check maps of your local area and see how many residences are close by. Taking proactive measures like installing sound limiters or advanced directional speaker systems might be a wise investment.

Public Liability Insurance

Whilst not a legal obligation it’s highly recommended to have public liability insurance. Exactly what amount of cover you require will depend on your circumstances. We advise you to contact an insurance broker to determine the appropriate amount. Policies range from 1 - 10 million but premiums can be quite small for the amount of cover offered.

Part 3 - Ceremony Areas

To operate year-round, you’ll need both indoor and outdoor spaces. Kent County Council specifies that civil marriages and partnerships are generally only permitted in outdoor structures like gazebos during British Summer Time (BST), from the last Sunday in March to the last Sunday in October.

Outside these dates it comes down to discretion of the registrar on the day although it’s unusual for them to insist on it being inside if the weather is acceptable.

There are also some general requirements for your areas:

• The space must be separate from any other activity on the premises during the proceedings.
• Technically no alcohol can be sold an hour before or during the ceremony; in reality, you can serve alcohol, just not in the ceremony area and guests can’t enter the ceremony area with the alcohol.
• The areas must be permanent & non-religious structures providing a dignified environment.
• It must be distinct & separate from other activities during the ceremony.
  

Outdoor spaces have some specific requirements regarding the durability and also how many people it can accommodate. Specifically it must have space for at least the couple, two staff and a table, so bear that in mind when constructing your perfect gazebo. You can find a lot more detail and some pictures of acceptable structures in akentishwedding’s guide here (see pages 8 & 9).

Part 4 - Get your Wedding Licence

So now that your venue & areas are in order it’s time to get the ball rolling by applying for your wedding licence. You can call KCC on 03000 41 40 03 or email them at [email protected]. The first step will be a free inspection of your venue. This is the perfect time to clear up any doubts you may have about your venue with the council. If they think your venue meets all the requirements then the application process begins in earnest.

How much does it cost?

A 3 year licence including one ceremony room costs £2,200. Any additional ceremony rooms or areas are £110 each if you include them in the initial application. It’s worth getting all your areas licensed in the initial application as adding them later will cost you £500 (see page 18).  

How long will it take?

The licence normally takes between 8-10 weeks to process. During this time KCC will publish your application here on their website for 21 days to allow for public objections.

Part 5: Carrying Out Ceremonies

Booking

Once you have your licence you will also receive your login to KCC’s Ceremony On-Line Booking System, CaRA for short. This is where you can book your ceremony date and registrar. You should try to book your ceremony date as soon as possible to avoid disappointment although KCC has an ample staff of registrars on hand.

Paperwork / Legal Issues

Once you have booked the date for the couple and entered the basic contact details for the couple, KCC will then get in touch directly with the couple and handle all the paperwork and legal issues directly with them.

The ceremony

The ceremonies must be conducted by a KCC registered celebrant and follow legal protocols, including the exchange of vows and the presence of witnesses. It’s important to note that the official ceremony can not include any religious content. However, once the official ceremony is finished you are free to perform any additional ceremony according to the traditions of the couple.

Part 6: Ongoing Compliance and Renewals

Ongoing Obligations

• You must prominently and permanently display your wedding licence (AND premises licence) along with a comments and suggestions box.
• Ensure you stay in compliance with your wedding licence as KCC may perform a spot inspection at any time, although in practice this rarely happens.
  

Licence Renewal

Venue licences in Kent must be renewed every three years. KCC should send a renewal form before the renewal date that you fill in and use to pay your fee.

Part 7: Streamlining Venue Management

Getting all of this setup is a lot of work, but now comes the really difficult part, running hundreds of weddings a year and ensuring everything goes off without a hitch. That’s where you really should also consider using specialised software for venue management, like Sonas. Sonas is an all-in-one platform to manage your wedding venue efficiently, handling everything from event planning to compliance. Specifically with booking ceremonies with KCC, Sonas helps you collect the data you need directly from the couple and keeps them updated on the status of their booking. You can easily browse your upcoming events and quickly see that all your ceremonies are duly booked.

Launching your wedding venue may involve a lot of steps, but once everything is in place, you'll be set to welcome couples to a perfectly compliant and stunning venue. By staying on top of the legalities and using management tools like Sonas, you can focus on what truly matters; creating unforgettable wedding experiences for your clients.