Event Coordinater
ABOUT TOPS'L FARM
Tops'l Farm is a boutique wedding venue and retreat center on 83 acres in midcoast Maine, entering our 10th anniversary season in 2026. We host 18+ weddings annually alongside intimate retreats, creating spaces for guests to connect with themselves, the people they love, and nature.
Our aesthetic is sophisticated but not stuffy—Maine-rooted, literary, and authentically beautiful. We're looking for coordinators who embody that same spirit.
WHY EVENT PROFESSIONALS LOVE WORKING WITH US
Unlike many venues where coordinators/planners feel like they're on an island, Tops'l Farm operates as a true team. Our gig event folks consistently tell us this is what sets us apart:
You're supported, not stranded. Our on-site culinary team, property manager, and hospitality staff work alongside you—not around you. Friday Event Meetings bring everyone together so you're never walking into a weekend alone.
Clear systems that protect your time. We've invested in tools and created processes that make your job easier, not harder. Couples arrive to the start of your relationship "coordination ready" because we've done the groundwork for over 10 months in pre-planning with our management team.
Predictable schedule, sustainable pace. You'll know your events months in advance. No last-minute chaos. Clear process and boundaries. No expectation to be "always on."
Your expertise is respected. We hire experienced professionals and trust you to lead. You'll have autonomy to do your best work with our process and materials and provide backup when you need it.
A culture of genuine appreciation. Monthly team meetings, structured feedback channels, and an end-of-season bonus that recognizes excellence.
THE ROLE
Weekend Event Coordinators serve as the primary point of contact for assigned couples during the final planning phase (80 days prior) and throughout their wedding weekend. We will kick things off with robust training in spring. You'll guide couples through the final details, ensure every vendor is aligned, and lead flawless event execution on-site.
This is a 1099 contractor position ideal for someone who values independence AND a supportive team environment. Typical coordinators handle 4-8 weddings per season (May-October).
WHAT YOU'LL DO
Pre-Wedding (80-30 Days Out)
Become the expert on each couple's vision, vendors, and logistics
Lead 3-4 planning calls to finalize details and set clear expectations
Coordinate with our culinary team, property staff, and outside vendors
Finalize and distribute all final event documentation through our established systems
Wedding Weekend
Execute flawless event logistics from rehearsal through send-off after the reception.
Manage vendor arrivals, timeline, and real-time problem-solving
Serve as calm, steady leadership when stress rises—you're the lighthouse in the storm
Collaborate with our on-site team who genuinely want to help you succeed
COMPENSATION
A per-event detailed compensation package will be delivered based on availability, event size and package.
ADDITIONAL BENEFITS
On-property housing available during working weekends
Access to on-property sauna and wood-fired hot tub on select days
Team gatherings and meals throughout the season
Structured communication and feedback systems—no guessing where you stand
A team that genuinely has your back
YOU'RE A GREAT FIT IF YOU
Have 4+ years of wedding or event coordination experience
Thrive working autonomously while valuing collaborative support
Communicate proactively, professionally, and with kindness
Stay calm under pressure and adapt when plans shift
Are meticulous about details and follow through on commitments
Take pride in creating exceptional guest experiences
Want to be part of a team, not just a vendor on a call sheet
Available for weekend work June-October
Can attend on-site training in early April
THIS ROLE ISN'T FOR EVERYONE
We're honest about what we need: people who show up reliably, communicate directly, and bring solutions—not just problems. If you thrive in chaos or prefer to work without structure, this isn't the right fit. But if you appreciate clear expectations, genuine teamwork, and an organization that invests in doing things well, you'll love it here.
BONUS POINTS FOR
Experience with ASANA or similar project management tools
Familiarity with Maine wedding vendors
Floral design skills (we have opportunities for coordinators who also do florals)
TO APPLY
Send to hello @ Topslfarm.com
Brief intro on why this role interests you and what you're looking for in a team environment
Resume or summary of relevant experience
Your availability for the 2026 season (May-November)
2-3 references from couples or venues you've worked with
Tops'l Farm is built on genuine connection—for our guests and our team. We value direct communication, proactive problem-solving, and people who take pride in their craft. If that sounds like you, we'd love to hear from you.