27/01/2025

Saying ‘I do’ is an unforgettable, once-in-a-lifetime experience — a time for you and your partner to celebrate.

From florists and photographers to catering options and entertainment, our talented wedding planners at University Arms are on hand to support with single detail of your big day. What might your wedding timeline look like?

Around 12 months until the big day…

Setting a Date and Time of Year

It is never too early to start planning. Allow at least 12 months prior to the big day to prepare and book your suppliers — earlier preparations will allow more flexibility in terms of availability and may help with costs.

Peak season is typically from April to October; this is when venues will be at their busiest. Choosing something outside of these months may help your budgets go even further.

At University Arms, we accommodate weddings all year-round. Whether you envision a spring celebration in our light-filled ballroom, a summer wedding with a terrace reception, or a cosy winter gathering with candlelit charm, our ballroom transforms to suit every season.

Each season can bring a unique charm to your wedding day:

  • Spring: Fresh blooms, pastel color palettes, and the chance to embrace floral-heavy décor.
  • Summer: Longer daylight hours for outdoor receptions and airy, light-filled photography.
  • Autumn: Warm, rustic tones with seasonal menus featuring hearty dishes and spiced cocktails.
  • Winter: Cosy elegance with candlelight, deep jewel tones, and festive touches like mulled wine.

Creating an Ideal Guest List

Before deciding on your venue, it’s helpful to have an idea of your guest numbers. Then, you’ll be able to decide on a per person spend. Who are those people that the big day wouldn’t be the same without?

Wedding Budget

Deciding what budget you’re working with early on will help determine your guest numbers and chosen suppliers.

At University Arms, we pride ourselves on getting our couples the best possible price from exceptional local suppliers. We will work with you to ensure your budget is utilised effectively and we are dedicated to maximising your funds, rather than exceeding them.

Intention to Marry

As a couple, you should be confirming your ceremony with the registrar before securing a venue — generally, this will happen around a year before the wedding date. You’ll register your intention to marry, pay for the marriage certification and receive a form to detail the ceremony details.

At University Arms, our team can provisionally hold the space for you until your ceremony has been confirmed. For a local option, visit the Cambridgeshire County Council Register Office.

Exploring Venues and Make Your Choice

Now, the research truly begins. This is one of the most important decisions — it’s certainly the one that will consume most of your budget. Because so many venues can book up quickly, consider asking for quotes around a year in advance of the big day.

There’s no need to rush this stage, but if you think you’ve found a dream venue and it works for your budget, book it!

Explore the University Arms wedding venue 3D tour.

Choosing a Vision or Scheme

This is where you might like to get creative. You can keep it classic with a regency, romantic or rustic aesthetic, or if you’re envisioning a glamorous, luxurious Edwardian theme, the grandeur and charm of our Ballroom at University Arms can lend itself particularly well. The aim should be to express you both as a couple. Once you have a theme, you can start thinking about personalising Your Wedding Experience. Your wedding should be a reflection of your love story. How do you envision making your big day truly yours? Consider these ideas:

  • Custom Décor: Incorporate meaningful elements, from family heirlooms to bespoke floral arrangements.
  • Cultural Traditions: Whether it’s a tea ceremony, handfasting, or a unique first dance, we welcome your traditions.
  • Interactive Guest Experiences: Set up a photo booth, a live painting station, or an interactive guest book where loved ones can leave voice messages or video clips.

Wedding Fair at the University Arms, Cambridge

We’ve been hosting luxurious weddings at the University Arms for over 175 years. If you’d like to learn more, be sure to book a free ticket and join us at our Cambridge wedding fair which we hold each year.

You’ll be able to explore our venue and meet a handpicked selection of local and specialty suppliers. There’s everything you’ll need to bring your dream wedding to life.

Around 10 months until the big day…

‘Save the Dates’

Now your venue and date is in the diary, with around 8–10 months to go, it’ll be time to distribute your save the dates. These are not the formal invitations, which you may typically choose to send 4–5 months prior to the wedding.

Photographers and Videographers

Looking back at pictures of family and friends enjoying your big day is a life-long joy, so choosing the right photographer is crucial.

If you choose University Arms for your big day, your wedding planner would be delighted to recommend a talented, experienced local photographer. They’ll be in touch with you in the build up to the wedding, ensuring they’re brief to capture those all-important shots.

Dresses, Suits, Accessories and Weddings Rings

Given how busy dressmakers can be, allowing around 10 months is usually wise. Whilst this seems like a long time away, don’t forget that you’ll have your final fitting around 1 to 3 weeks before the wedding, giving the opportunity for slight alterations.

There’s a bit more flexibility for suits, but leaving a few months for tailoring and fitting is never a bad idea.

Once you’ve chosen your dress or suit, then thoughts can turn to wedding rings. You might also want to start considering outfit accessories, bridesmaid dresses and groomsmen suits.

Around 6 months until the big day…

Bands and DJs

Booking your DJ or band of choice at this stage is generally recommended. At University Arms, your guests could be greeted with a string quartet and English sparkling wine on arrival — before partying the night away with a jazz band or live DJ.

Entertainment Beyond the Dance Floor

Music is just one element of potential wedding entertainment. Why not consider options such as:

  • Live Painters: A professional artist can capture your day as it unfolds.
  • Firework Displays: End the night with a magical display over Parker’s Piece.
  • Bespoke Photo Booths: Vintage-style booths or 360-degree video setups add a fun guest experience.
  • Cultural Performances: From jazz trios to traditional dancers, we can help arrange unique acts.

Catering and Bar Staff

Hungry wedding guests are never good news. From the wine on arrival to the wedding breakfast and the grazing platters, many wedding venues — like University Arms — will provide catering as part of their package, giving you one less thing to worry about. You will be invited to menu tastings, so you can put together a menu your guests are sure to love.

Florists

As you get closer to the big day, florists are another consideration. Again, your wedding planner will be on hand to help handle these details, but if you’re booking your own, be sure to leave around 6 months as a general rule.

Accommodation

Choosing a wedding venue with its own rooms — like University Arms — will allow your guests a luxurious, convenient space to retreat after the celebrations.

But if yours doesn’t have its own accommodation, then it’s around this stage you’ll need to give it some thought. If the reception and ceremony are taking place at different locations, then don’t forget to arrange transport for guests.

Explore University Arms rooms and suites.

Wedding Roles, Timings and Speeches

Maid of honour and best man, bridesmaids and groomsmen, ushers, readers, ring bearers, flower girls… Now’s the exciting time to decide the wedding roles. Once finalised, you’ll also be able to plan speeches and wedding readings.

If you’d prefer something less traditional — which might include gender neutral wedding roles — then remember it’s totally up to you. There is no one way a wedding has to be - only your way.

Around this time, you should also give some thought to the day itself and the order of service. This includes the precise timings for the ceremony, reception drinks, the wedding breakfast, speeches and cake cutting.

Planning Your Post-Wedding Experience

The celebrations don’t have to end after the wedding night! At University Arms, we offer a range of options to extend your celebrations:

  • Luxury Honeymoon Suites: Extend your stay in one of our elegantly designed suites with stunning views of Parker’s Piece.
  • Post-Wedding Brunch: Gather with loved ones the next morning for a relaxed brunch in our on-site restaurant, Parker’s Tavern.
  • Romantic Extras: Enjoy champagne on arrival, or a private city tour for newlyweds.

Around 4 months until the big day…

Formal Wedding Invitations

Now all the details are confirmed, it’s time to formally invite your guests. You might also like to consider creating a simple website for your wedding, allowing guests to learn more about the day and RSVP — typically around 2 months prior, allowing you to give final numbers.

Again, if there is no accommodation at the venue, then suggesting a list of hotels and taxi firms might be useful.

Wedding Cake

Cake makers can book up far in advance, so try to decide on your wedding cake design and give as much notice as you can — ideally at least 4 months.

A traditional wedding cake has 3 tiers, coming in 6”, 8” or 10” sizes — but don’t feel bound by tradition. 5-tier cakes are becoming more popular… and you might want to think outside the box with cupcakes or a cheese tower!

Even the cutting of the cake needs planning — it can vary greatly depending on size and shape. With wedding cakes becoming ever more complex, it’s not unusual for the couple to cut the first slice and leave the rest to the caterers.

At University Arms, your wedding planner will be able to help you decide on the perfect cake for the perfect day.

Hair, Makeup and Final Beauty Appointments

A professional hair and makeup artist will ensure your chosen wedding look lasts through the day and into the night — and survives all the hugs and tears of joy.

Other beauty and grooming requirements might include eyebrow shaping, nails, spray tans, facials, haircuts, beard trims — these will all be taking place in the week leading up to the big day, but may require being booked several months in advance.

To get a sneak peek of how you’ll look on the big day, many brides choose to have hair and make-up trials around 3 months before the wedding. This gives plenty of time for any tweaks and adjustments.

Don’t forget that perfect wedding day perfume or cologne, either.

Around 2 months until the big day…

Final RSVPs and the Finer Details

As well as chasing up any guests yet to inform you of their plans, it’s time to ensure those smaller details are checked off. This includes guest books and gift lists, but also wedding stationery: orders of service, menus, table plans and place cards. Then there’s table names, welcome signs and possibly gifts in the rooms of those staying overnight.

Around this time, you’ll also want to give some thought to the seating plan! Then there’s the not-so-minor issue of writing your vows; these can be drafted up a few weeks beforehand.

Weddings at University Arms, Cambridge: making dreams a reality

At University Arms, we’re proud to have been the setting for luxurious weddings and civil ceremonies for many, many years.

As Cambridge’s leading luxury hotel since 1834, we offer a glamorous, elegant venue steeped in history with incredible park views — the perfect place to make your special day one to remember. We aim to be grand in scale, but personal in the detail.

From those initial thoughts through to the big day itself, our dedicated wedding experts will be with you every step of the way, helping to meticulously plan every detail. This is so you and your guests can relax, celebrate and create incredible memories that last a lifetime — without any planning-induced stress!

We offer three packages — Prestige, Deluxe and Elegant — to suit your requirements, with a range of stunning extras to make the day extra special.

Would you like to create an unforgettable wedding experience tailored to you? Get in touch or for more details about weddings at University Arms, download our wedding brochure or book an appointment with our wedding planning team. Interested in hosting other events at University Arms? We are able to host all kinds of social event celebrations, as well as corporate conferences and meetings for your business. Get in touch.