top of page
LS-808.jpg

A GUIDE TO WORKING TOGETHER

At Sarah Thomas Events, we pride ourselves on delivering a bespoke wedding planning experience, with Sarah personally planning and coordinating all events.  We are not a large company.  Sarah has purposefully kept her business small and intimate, which reflects her approach to her work.

 

With 11 years of experience and a proven ability to plan and execute high-end weddings repeatedly, Sarah is dedicated to creating the perfect day for you.

 

Sarah is supported in the office (on a part-time basis) by her assistant, Kathryn.  Kathryn is based in the UK and is available by email only.  Her main role is to support Sarah, but she is also available as an intermediary during times when Sarah is regularly out of the office - during the wedding season for example.

 

Here’s how you can make the most of your time working with Sarah Thomas Events...

  • Facebook
  • Twitter
  • LinkedIn
  • Instagram

​​​1. TRUST SARAH TO MANAGE THE DETAILS:​​

  • Trusting Your Planner:

    • The happiest clients are those who trust Sarah to handle the details. Trusting Sarah’s expertise allows her to focus on what she does best—bringing your dream wedding to life.

  • Efficient Workflow:

    • Rest assured, Sarah is diligently working through tasks and coordinating with vendors between your monthly calls.  More frequent check-ins can actually detract from the planning process, as Sarah needs uninterrupted time to manage the myriad details involved.

  • Utilizing Professional Planning Tools:

    • Sarah has selected to invest in professional accounts with Aisle Planner for wedding planning and Fellow for meeting agendas and action points. While couples are welcome to take their budgets or to-do lists off these platforms, Sarah will not be involved in them. 

 

​

2. COMMUNICATION GUIDELINES FOR CLARITY AND EFFICIENCY:

  • Centralized Communication:

    • ​For clear and organized communication, Sarah will maintain a single WhatsApp group with you as a couple.  Further communications with vendors should be conducted via email to ensure that no information is lost or confused.

    • Sarah will not partake in WhatsApp groups with guests or family members as too many opinions or questions can detract from the efficiency of her work.

  • Response Times:

    • ​Sarah or Kathryn will acknowledge receipt of queries received via email within 5 working days. Complex issues may take up to 2 weeks, but this timeframe ensures that each question or request is given the attention it deserves.

    • There may be delays in responses if Sarah is engaged in meetings, calls, or events, particularly during the wedding season.  Normally Kathryn will come back to you but please do note that Kathryn works part time and sometimes her hours are allocated to priority tasks.

    • If you feel your email has not received the attention it requires within 5 working days, please resend it and add 'urgent' to the subject.  We will then ensure to provide a reply at the earliest possible opportunity.

  • Working Hours & Out of Office:

    • During the off-peak season, Sarah adheres to regular working hours (Mon-Fri, 10:00 - 18:00 CET/CEST) and offers evening calls once a week - upon advance reservation.

    • During the wedding season, her hours are set according to event requirements and she will take ad-hoc days off in lieu as she works extensive hours over weekends.  Her email out-of-office auto reply will state if she is not in the office at the time of your communications and when you can expect her to be back.

  • Preferred Communication Channels:

    • Emails:

      • Used during working hours when Sarah is not in meetings, on calls, or running events. Emails provide a comprehensive record and allow Sarah to respond thoughtfully.

    • WhatsApp:

      • For quick questions or updates.  For detailed discussions, please revert to email.

    • Not Monitored:

      • Instagram messages and Pinterest comments.  For inspirations, use the Design Studio on Aisle Planner.

  • Zoom Calls:

    • Monthly Zoom Calls:

      • Available to all clients to stay connected and on track without overwhelming either party.  More frequent calls can detract from progress as Sarah needs time to work on tasks and will not be scheduled except in exceptional circumstances.

      • If you  book more regular calls through Sarah's online call scheduler, please add a reason otherwise calls will be automatically cancelled to keep within this schedule.

    • Priority During Wedding Season (May-September):

      • During the wedding season, couples getting married that year have priority for calls. Couples getting married the following year or beyond will have reduced calls every 6-8 weeks.

 

​

3. LEVERAGING SARAH’S EXPERTISE:

  •  Proven Track Record:

    • With a decade of experience, Sarah has a proven track record of planning and executing high-end weddings. Trust her ability to manage timelines, logistics, and vendor relationships efficiently.

  • Avoid Micromanagement:

    • Clients who try to micromanage every detail often experience more stress. Instead, rely on Sarah’s professional judgment and expertise to guide the planning process.

  • Trusting Her Suggestions:

    • Sarah's suggestions are made in the interest of building a solid framework for your wedding. For example, if she advises against a 2-hour photo session before your ceremony due to harsh lighting, trust her experience in ensuring you get the photos you've dreamed of.

 

 

4. SETTING REALISTIC EXPECTATIONS:

  • Understanding Full-Service Wedding Planning:

    • Full-service wedding planning does not equal full-time wedding planning. Sarah manages multiple events each season and relies on clients respecting these guidelines to ensure her time is not diluted. This includes tasks beyond her remit, such as designing stationery within a wedding planning package (available as a paid additional service) and liaising with guests. Sarah offers the expertise to ensure all planning tasks are completed efficiently.

  • Professional Boundaries:

    • Understanding and respecting Sarah’s professional boundaries ensures a smoother planning process. Sarah works long hours, especially during peak wedding season, and balancing her time is crucial for effective planning.

  • ​Avoiding Unnecessary Calls:

    • If you wish to schedule calls with your vendors, Sarah will assist you in doing this.  However, this should only be for the purpose of expressing your personal preferences.  All logistics will be handled by Sarah independently and at the appropriate time.

    • Sarah will handle the sharing of final logistics and timelines independently as part of the final preparation in the fortnight preceding your wedding.  General calls with vendors to run over details are unnecessary unless a specific issue arises that Sarah feels is best resolved via a call.

 

5. ADDRESSING SELF-DOUBT AND COMPARISONS:

  • Managing Expectations:

    • Almost every bride (and sometimes grooms too) feels at times that they’re not Sarah’s priority. Seeing photos of other brides on our Instagram and website can manifest self-doubt.  Some previous brides have confided in Sarah that they felt intimidated by Sarah's previous couples - not considering themselves to be equal.  Remember, we work with normal, down-to-earth couples to create magical, high-end weddings.

  • Equal Treatment:

    • Don’t let self-doubt lead you to think Sarah has preferred clients or works harder for higher budgets.  Sarah treats every client equally, and any differences in their planning experience come down to the couple’s own reaction to her work and approach, not their budget, their physical appearance, their background or their venue selection.

 

​

6. RESPECTING CULTURAL EXPERTISE:

  • Diverse Experience:

    • Sarah has worked on weddings in almost all cultures, from Jewish to Hindu to Catholic to Buddhist, and with couples from all across the globe. Trust that she understands your culture and is working to ensure your customs are respected, whilst also respecting the local customs - taking into account that you're not getting married at home.

  • Understanding Local Practices:

    • On that note, it’s important to remember that destination weddings involve bridging cultural barriers.  For example, a French caterer will not serve a full, three-course dinner in an hour and a half, even if it’s physically possible—they’ll simply refuse to do it. Digging your feet in the sand and saying you don't want to have to sit down for more than an hour will not change anything.  You can reduce your menu so that you have a heavier cocktail hour and a standing dessert buffet, but you will not be able to argue your way into a French caterer agreeing to rush through service.  Trust Sarah’s expertise in managing these cultural nuances and take her suggestions for realistic compromises to ensure your wedding runs smoothly.

 

​

​7. ORGANIZATION AND EFFICIENCY

  • Using the Planning Tools at your Disposal:

    • Using our personalized planning portal, Aisle Planner, for storing favorite imagery, budget forecasts, timelines, and other details helps streamline the planning process. This system ensures that all your ideas and inspirations are organized in one place, making our collaboration more efficient and effective.​

 

INFORMATION SPECIFIC TO CHÂTEAU LA DURANTIE:

  • For couples getting married at Château La Durantie, the planning package is significantly reduced as the venue is already booked.

  • Sarah is therefore not responsible for any disputes with the venue or for researching vendors beyond her recommendations unless your brief requires it.

  • For example, Sarah will not research new caterers or negotiate with the owners for off-list options. If you wish to work outside the rules imposed by La Durantie, such as finishing your wedding after the 1 am curfew or bringing in third-party catering, you will need to negotiate directly with the owners and research vendors independently.​

Contact

I'm always looking for new and exciting opportunities. Let's connect.

123-456-7890 

bottom of page