Event Planning

We’ve booked the date - now what? Here is how the rest of our planning will look from a high level.

Tops’l Farm Planning Cadence:

1. Additional Planning Support. Your base package with us includes Day of Wedding Coordination with an in-house planner. This engagement officially begins 70 days prior to your event. If this package is sufficient for your needs, we will make an introduction to your planner around 4 months before your event. If you desire more help and would be interested in getting a custom proposal for additional planning services, please let us know ASAP. We would be happy to learn more about your needs and see about crafting a proposal for Full Planning or Full Design.

2. We will send a kick off email on 10/1 prior to begin our planning together! There will be a calendar link in the email to plan a Kick Off call as a first step in October/November. Please try to have a call scheduled in October or November at the very latest. On this call we will also set a date for your 6th month planning call.

3. Catering & Beverage Menus - our updated menus will be shared on 10/1. All Catering & Beverage Contracts to be completed as a first step in our planning before Janury 15th.

4. Late Winter Check In Call (March). Casual check in and hello! This is a great call for general (non-urgent) questions so please plan on compiling a list of things to discuss as they come up after our kick off call.

5. Planner Introduction. The Day of Coordination introduction will happen 70 days prior to your event. They will reach out to you directly for seperate one-on-one conversations.
   

6. 45 Day Whole Team Planning Call. This is where ALL the details come together and we will walk through the master timeline & final details of your event with your planner. We cannot have this call if the required materials are not uploaded into LOGBOOK.

   We will scheduled our ON SITE MEET & GREET for your check in day on this call.

7. A note about data & details. A large part of the most successful weddings at Tops’l Farm are with couples who work in lock step with our requests and deadlines for final information. It is critical that you keep track of all critical dates in your ASANA project and be prepared for the information we will need for the 45 day planning call before ANY deadlines are sent to your guests (for RSVPs).

8. What do we need at the 45 day call? You will have an exhaustive list on 10/1 with appropriate forms… but to give you a flavor:

   • All final guest counts (for all events),

   • Allergens and dietary preferences for all guests for all events.

   • Vendor meals/ children meals.

   • Final event times - start/end for each event.

   • Layouts/Use of Space

We are here to chat at any time and prefer a quick phone call vs lots of emails.

Please use this link to our calendar to schedule time in between our planned Event Planning Calls:

Sarah Pike Wedding Planning Office Hours

We utilize a simple, powerful tool stack to ensure your planning journey is organized, transparent, and free from email clutter. You will receive logins for both platforms as part of our Kick-off.

1. LOGBOOK: Your Event Data Exchange (The Compass)

LOGBOOK is our compass and the sole platform for exchanging critical event information and final decisions.

• Purpose: This is the dedicated space for submitting forms, final numbers, and event decisions. Over the years, we have found that email simply does not work as a means to organize critical details.

• Action Items: You will access forms for Menu Selections, Final Guest Counts, Lodging Assignments, and more. Your planner will gain access at the 70-day mark to collaborate on finalizing these forms.

• Submission Policy: You can save data as you go. Please do not FINAL SUBMIT a form until you are 100% confident the data is ready for our team to execute.

2. ASANA: Your Workflow Hub (The To-Do List & Library)

ASANA is your private, real-time communication hub and the central library for all planning information.

• Purpose: Each couple receives a private Asana page. This is the exclusive platform for communication, questions, and the complete to-do list. All project milestones, task due dates, and general planning documents (e.g., Timeline Samples, Vendor Lists) live here.

• Protocol: We do not use email for questions or answers. Questions should be compiled and added directly to the task notes within Asana. This ensures all communication is organized, tracked, and reviewed on our scheduled calls.

If you ever experience an issue with logging in or the functionality of either platform, please use email only for that urgent technical issue.

Our Communication Promise: Clarity, Joy, and Focus

Everyone has a different communication style, and it's our goal to give you the info you need when you need it—without losing a single detail! After nine seasons of events, we've developed a precise workflow that allows for the most successful and joyful planning process.

The Tops’l Farm Communication Protocol

We are committed to absolute attention to detail, which requires us to move away from unstructured communication. We do not use email or text for planning questions.

• ASANA is your primary hub for communication. Please compile all questions, concerns, and planning notes in the designated Asana task. We will review this running list together during our scheduled calls.

• LOGBOOK is the official platform for critical data. All forms, selections, and final numbers (Guest Counts, Menu Choices, etc.) must be submitted here.

• Please read, bookmark, and reference our comprehensive Event Planning FAQ page for answers to common questions throughout the process.

• Email Use: Only use email for scheduling calls or for an urgent technical issue with Asana/Logbook. If something is truly urgent, please book time in the Planning Office Hours or write URGENT in the email subject line.

• We do not text as part of our planning process. All information must be captured via Asana or Logbook so it can be properly tracked and distributed across our entire team.

Final Step: If you need urgent, unscheduled support, please grab some time in the Planning Office Hours. Consistent reliance on office hours may indicate that a more robust planning package is needed for your event.

Experience the magic of Tops’l Farm and the first flavors of our upcoming season at our annual Seasonal Opener! This exclusive event is our way of celebrating and thanking you for entrusting us with your event.

This gathering is not a menu-tasting event but a pure expression of our culinary philosophy, allowing you to preview the quality and seasonal approach of our kitchen.

• For Booked Couples: Enjoy a complimentary evening of food and drinks as our honored guests.

• Friends & Family: Additional guests are welcome to share the experience for $50 per person.

• Date: A Saturday Lunch in April 2026.

• Purpose: This is a wonderful opportunity to connect with your core culinary and management team before the season begins.

A detailed invitation will be sent directly to you with specific timing and RSVP information.

At some point after you sign with us and before the big event, you may require another site visit to refresh your memory on all of the specifics!

• We do require at least 2 weeks notice before scheduling a site visit.

• We do not do tours from mid December - February as the farm and staff are hibernating! We are happy to accommodate tours from March - December.

• Please try to consolidate visits with your vendor team, relatives, etc to avoid mulitple dates.

• If you would like to schedule a site visit, please us at hello @ topslfarm.com and we can work to find a mutually convenient time.

All final payments must be received at this time.

Any changes needed to be made to Event Orders & Invoices after this date will be subject to a $250 admin fee for each occurance.

There will be several key moments during your planning with us for payments. If you have any questions re: what items will be due, pelase do reach out for clarity. It is a huge investment with us that we take very seriously and want to make sure you are 100% clear on how this will roll out during the planning process.

Regarding payment, we offer several options, with our preferred methods being:

Bank transfer/ACH: This is a streamlined, secure, and an immediate option with minimal fees.

Paper or Digital Check: Please mail checks to our PO Box. It will take a smidge longer but free of charges! Please shoot us an email when you mail it so we can be on the lookout.

Credit Card: While we offer credit card payments for your convenience, please note there is a 3% bank processing fee which is significant for a small business like ours. If there is a reason the credit card option is preferrred, we'd love to have a conversation about it so we can determine if there are other options that will avoid considerable bank fees.

If you have questions on anything related to payment during your planning with us, please send a note to our Finance Departmant at any time.

accounting@topslfarm.com

LOCATIONS:
Use of the below spaces are included in your event fee. Any other alternative locations may require additional event production fees.

Our most popular areas are:

• Apple TreeCeremony Location (behind the farmhouse)

• Woodland Ceremony Location (in the woods beyond the campground)

• Event Barn (lawn or inside for smaller events).
  

PLAN B CEREMONY PLAN:

We will require a clear plan B for your ceremony in the event of weather on our 45 day call.

ELECTRICITY:

We do not have an audio system for ceremonies. You will have access to electricity by the apple tree and the event barn. Events here will need to be considered off-grid.

We do not have the ability to move seating from ceremony site to reception site afterward so please make other arrangements should you need seating at both events that exceeds our numbers.

There are no bathrooms at the ceremony sites.

Our gorgeous post and beam barn remains available, but it has defined capacity limits, particularly for "Plan B" situations.

• Capacity (Dinner): Fits up to 130 people (downstairs and mezzanine combined) for dinner service.

• Plan B Limitation: The Barn cannot serve as the Plan B location for all events - ceremony, cocktail hour, dinner, and dancing for over 80 guests.

• Electricity: The facility can handle 15−20 amps of 120 voltage. Anything higher requires outsourced, additional electricity. Action: Before signing with your multi-piece band, please confirm their power needs.

• Bathrooms: We have two individual bathrooms shared by guests and staff. Requirement: Extra bathroom facilities are mandatory for groups over 80.

We are excited to introduce the Glass House as a new space for your event.

• Capacity (Dinner): Seats up to 150 guests with tent extension.

• 2026 Venue Fee: The Glass House is included in your 2026 Venue Fee!

• Flexibility: This is the designated Plan B location for all large ceremonies and receptions. Tents are no longer required but are still welcome if desired.

• Tent Extension: A tent extension may be added for additional space for the Glass House if desired. Fee: The labor required to install this tent extension will be charged as an additional fee.
  
  Please see our layouts for more information on the possibilities here.

We absolutely love our Yurt space. It is designed to be an exclusive, magical setting, but it is an off-the grid adventure and requires guests to accept specific physical and logistical limitations.

Yurt Access, Fees, and Safety Policy

• Location Fee: A $1500 fee is required for any events held at the Yurt. This fee is non-negotiable and covers the specialized production and herculean effort required to produce a full-service event in this off-grid space.

• Guest Access: All guests must be able to hike to and from the Yurt. If your group has individuals who cannot make this trek, an alternative location should be considered for their comfort and safety.

• Transportation: We can provide complimentary transportation for a maximum of total trips (up and back) to assist with mobility needs or small decor transport. If you require more than two total trips, we must discuss additional logistical fees and scheduling. Please confirm the number of guests needing assistance.

• Recommended Timing: We require your event be held in the late afternoon/early evening and concluding before full sunset. This ensures the comfort and safety of your guests and team as they navigate the property in low light.

Riverside Yurt Event FAQ (Logistics & Setup)

• Layout & Seating: The event space utilizes the natural setting, with tables spread throughout the cleared areas in the woods for a special ambiance. A single, long table can be requested, subject to confirmation of your final guest count.

• Yurt Interior Use: The Yurt itself is generally left empty. Upon request, we can arrange limited seating or a table inside for guests who may want a break from the outdoors.

• Furniture & Inventory: We will ensure seating is available for your confirmed guest count. Additional furniture requests beyond our standard inventory require discussion due to transport limitations.

• Water Access: The seating area offers a beautiful view of the water from its elevated position. There is no dock, and no easy path for guest access to the water level from the event site.

• Lighting: Exterior: Bistro lighting is set up outside to provide ambient light. Interior: Yurt lighting is dependent on what you choose to bring. The outhouse will be provided with candles and lanterns.

• Fires & Airflow: The campfire will be lit for your event.
  Heat/Airflow: There is no active heat mitigation (fans) due to the off-grid nature, but windows are screened for natural airflow.

• Waste Management: Yes, trash cans will be discreetly provided at the Yurt area for your guests' use.

Please see the Master Layout PDF in your ASANA page for the most updated approved layouts for the space.

Unless otherwise noted, all layouts will need to be approved by a Tops’l Farm planning resource before they are greenlit for service.

As part of our offer to make things as easy as possible, we have several items included in our Event Fee that we are happy to have you use for your weekend event.

All final rental requests will formally be made via your final event detail forms in LOGBOOK and are due 45 days before your event.

Items can be requested for use in one area per event (meaning we are not moving furniture rom one part of the event to another use in the same day eg. ceremony to reception). If you require more seating/tables for multiple events in multiple different spots on property, additional outside rentals should be secured.

Our available items are:

• 15 wooden farm tables, 8’x2.5’

• 30 black 8’ benches

• 50 black folding chairs

• 10 rustic outdoor cocktail tables

• 6+ rustic outdoor benches (seats 2 people)

• 30 Woodland Ceremony Benches (these cannot be moved & are for the woodland area only).
  
  

Included with Your Venue Rental

The following items are available at no additional cost for your event in the Event Barn and surrounding outdoor areas:

• Bistro Lighting: We provide bistro lighting beautifully set up in our event barn, on the barn porch, and in the lawn area.

• Glass Vases: A collection of 60+ mismatched glass vases in a variety of sizes, from bud vases to larger statement pieces.

• Brass Candlesticks: A collection of 50 brass candlesticks. You are responsible for providing your own dripless taper candles.

• Vintage Easels: Two lovely vintage easels are available for displaying signage.

·      

Rentals Available for an Additional Fee

Elevate your event with these additional rental items.

Please inquire for a full list of our available inventory.

• Faux Sheepskins: Create a cozy and inviting atmosphere with our natural-colored faux sheepskins, perfect for early-season and late-fall weddings. $30 for 5 sheepskins (75 available).

• Vintage-Style Coolers: Stylish vintage and new-but-vintage-looking coolers to keep your beverages chilled in style. $25 per cooler (8 available).

• Glass Luminaries: A collection of 40 glass luminaries in various heights, perfect for creating a warm glow. $3 each (You provide your own pillar candles up to 3 inches in diameter).

• Battery-Operated Pillar Candles: A collection of 100 realistic-looking, battery-operated "real wax" pillar candles in various heights, with a remote control. $3 each.

• Votive Holders: A selection of 100 glass votive holders. $.50 each.

• Gold Disco Ball Package: Bring on the dance party with this package, which includes 10 (8-inch) and 10 (12-inch) disco balls. $750 (plus event production fees).

• Woven Rattan Chargers: Add a beautiful bit of texture to your table settings with these woven rattan chargers. $2 per charger (130 available).

• Antique Boho Seating Area: A lovely and unique setup perfect for a photo opportunity or a cozy lounge space. Includes a settee, two side chairs, two side tables, a bench, and a brass coffee table. $535.

• Coffee/Bubble Cart: Take your beverage service to the next level with this unique cart. $200 activation and rental fee.

• Black Bentwood Dining Chair. $10/each. 150 available

While we don’t like to think we have standard events here, we do see that the most epic of weekends go a little something like this:

Thursday
Arrival for VIPS if possible!

Friday
Tops’l Meet & Great: 10 am

Check in for all other lodging guests: 3 pm

Welcome Event: 5 pm - 8 pm

Saturday

Morning Setup of Event Space - 10 am

Guest Fun & Frolic - all day!

Ceremony - 4 pm

Cocktail Hour - 4:30 pm

Dinner - 6 pm

Last Call - 9:30 pm

Event Concludes - 10 pm

Sunday

Farewell Brunch - 10 am

Check Out - noon

No outside wood please!

We will provide wood in the campground. Please let us know where you would like to have additional fires and for how many hours & we can help determine the right amount as well as have it delivered in advance of your event.

Hosts of larger celebrations typically order a larger amount to be delivered to the main picnic area in the campground, farmhouse, farm cottage prior to arrival – to supplement any that guests might purchase directly.

Property Signage:

We do not provide signage around the property outside what is already there (cabins, farmhouse, etc). We suggest you think about how you will be directing your group – information prior to arrival on where to park, how to get to locations of the first event, etc.

Bar Signage: We will provide basic signage for your bar/beverage service. If you require anything different, please let us know you will be bringing your own.

Printed Dinner Menus: We do have a template you are able to use for the menus for your event which is located in your ASANA page. We do not print these menus so this would be something to add to your plans.

We allow DRIPLESS taper candles in sturdy candle holders in our barn.

Votives are allowed on the perimieter of the barn - as long as they are in approved holders.

Any wax dripped on our furniture will result in additional cleaning fees - so please be mindful of the quality of candles you purchase.

Please review the following as it relates to outside rental management:

Drop off Timing. Our contract states that rentals are to be dropped off on Friday and picked up Sunday. We understand this is not always possible - and GENERALLY it is ok for Thursday drop off and Monday pick up but it must be included as a part of the discussion with your planner as part of the weekend timeline.

Drop off locations: Rentals should be dropped off in the location that they are going to be used. For example, ceremony seating needs to be dropped off at the ceremony site.

Outside Rental Storage. Any rental items that are not being used for the first event should be delivered to the mezzanine by the rental company (or the hosts). All items should be labeled with instructions on how and when they are to be used. Extra credit for pictures!

At Tops'l Farm, we've thoughtfully designed indoor options that ensure your ceremony remains beautiful and your celebration continues seamlessly, rain or shine.

Guest Count Under 80: For more intimate weddings, should rain arrive, your ceremony will take place on our charming event barn porch. This covered space can comfortably accommodate your guests (most all standing with room for a few chairs as needed) while still providing an intimate and picturesque setting.

The grand barn doors leading to the main event space will be closed, creating a lovely backdrop for your vows. If a processional is desired, one partner can ceremoniously enter from the outside, circling onto the porch for the ceremony. Immediately following your "I dos," our team will unveil the main event barn by opening the porch doors, where our staff will be ready to welcome your guests to cocktail hour with drinks on trays and ambient music. Let’s celebrate shall we?

Guest Count Over 80: For larger celebrations, the Plan B ceremony location can be a bit more flexible depending on the tent and additional buildings you have secured. It will be important that you work out these specific details with your Tops’l Farm Weekend Planner when you begin your planning process with them.

As a note, if you decide to have the ceremony outside regardless of weather, Tops’l Farm furniture cannot be used in the wet conditions and also we cannot have our team involved in last minute scrambles to make adjustments. As a note - please ask our owner Sarah about her hurricane wedding in Camden many years ago! We are quite keen to support you with a thoughtful and clear PLAN B strategy for all outdoor events.

Our culinary contract (which you wil sign at a later date during the process) states this for weather contingencies:

For culinary or bevrage events at outdoor locations, if weather (defined by a precipitation forecast of more than 30% according to the Weather Underground App at any point during the timeframe of your service) is predicted, the alternate location will be decided the day before the event by  12 PM EST by Tops’l Farm, not the host. While this is always a hard decision to make, it is important to ensure the safety of your guests and our team.

We have a great set of speakers in our event barn for your use. They are not wireless and we generally have one setup in the main event barn space, as well as the porch space.

Most DJs love these speakers and are absolutely welcome to utilize them for your event. To avoid disaster and last minute IT issues, please have your DJ reach out to our planner with any specific requests for information regarding plug ins and such.

If you require a microphone, please note this on your final details and we will have this available to your group - this microphone needs to be physically connected to the speaker, so please keep this in mind when planning the specific layout with your planner.

We do NOT have microphones or speakers for areas on the farm outside of the event barn, which includes a tented reception. Please plan for alternate sources with your DJ or band if this is required.

We love a good party! Can we go later than 10 pm?  

This is a great question and a key part of what makes our weekend weddings so special. The short answer is: the main event wraps up at 10 p.m., but the celebration is far from over!

Like many beautiful, private venues in Maine, we adhere to a 10 p.m. amplified music and event cut-off due to local ordinances. Our liquor license also allows us to provide bar service for a six-hour window, which perfectly paces the main reception that begins around 4 pm.

But here’s where the magic happens and what sets our venue apart. When the core reception ends, all guests not staying on the property depart, and the party transitions to an exclusive after-hours gathering for your nearest and dearest. This is an intimate, private continuation of your celebration for all 50 guests staying in our woodland cabins, cottage, Cider House and Farmhouse. 

We've found that couples love this setup. It allows them to have a beautiful, lively main reception for their entire guest list and then a more relaxed, private hang-out with their core crew. After a long weekend of events - this is often desired at this point in the weekend!  You can plan for late-night snacks, and your guests can bring their own beverages to enjoy. We can provide vintage coolers and you are able to enjoy the communal space at the campground for everyone to gather, unwind, and create lasting memories under the stars.

It's a beautiful, intentional way to ensure your wedding isn't just one long night but a cherished, weekend-long experience.

How do I book lodging?
You will receive a Lodging Link specific to your event during your planning kick off with us on 10/1.

Can my guests book individual rooms in the house properties?
Sorry, we only book the Farmhouse, Farm Cottage and Cider House with one reservation. The person who is booking the homes will have an opportunity to add “Participant Information” for all guests staying in the space for communication purposes.

Can I book extra nights? Extra nights may be possible and will incur additional nightly charges. This is an option during the booking process on the reservation platform. Please see the outlined detail in this same section for more info.

What if the contracted lodging is not booked by my guests?
If there are open spots on the property at 45 days prior to your event, we will add these to your final invoice and you will have to collect any final booking $$ from guests directly. If this IS the case, it is very important that you let us know if the spaces will be occupied so that we have contact information for all guests on property.

What ammenities are included?
All spaces have the following items for your comfort & convenience: linens, towels, pillows, basic bath items, and coffee/coffee maker. Iron & ironing board available in the Farmhouse, Farm Cottage & Cider House properties. The Farmhouse also has a full length mirror!

What’s the deal with cabin Assignments?

When your guests book - they will book a general cabin spot (just like a hotel room). If there are specific cabin assignments desired for your event, this must be sent 45 days prior to your event date via CAMP. Please consult our property map under the resource section for specific cabin numbers and locations. If we do not receive this, we will assume a random assignment is fine.

Are cots available?
Adding cots for children only are available (up to 5 per weekend) and need to be added to the reservation during the booking process. Pillows are included in the cot rental, but bedding is not.

Additional Tent Camping. This is not allowed at Tops'l Farm, sorry no exceptions.

What about my family member who has an RV? Can they park it somewhere? If you have one guest who has an RV/Camper/Sprinter Van setup - we can allow one self-contained vehicle like this to be parked at the Campground.

Check In Process. There is no formal check in for any lodging at Tops’l Farm. All self-check in info (what to pack, how to get to the cabin) is sent to the specific guest on the reservation prior to arrival.

Check In Timing. Please discuss your groups specific check-in and check-out times. Check in is typically 3pm day of arrival and will be planned as such unless we discuss prior to the event.

Check Out is noon on day of departure. If you require modifications to this timing, we will do our best to accommodate and will work with our housekeeping team to adjust if we can.

A note about brunch events on checkout day: We will require that guests are checked out of rooms (cars packed) before attending a brunch event so that we may get ready for the next group without a lot of late check-outs.

For the most robust information, please visit our Tour our Property Page

FARMHOUSE
4 bedrooms. 2 queens, 2 fulls, 2 twins. 3 bathrooms.

FARM COTTAGE (all single story)
2 bedrooms (full, queen) + 1 den daybed. 1.5 baths

CIDER HOUSE
4 bedrooms, 7 full beds, 1 king. 3 bathrooms.

WOODLAND CABINS - 11 total cabins
10 Cabins (2 twin beds, shared bathroom, no electricity)
1 Queen Cabin (queen bed, seperate bathroom, electricity)

For groups larger than our capacity (or because some people just prefer a “proper hotel”) you are in luck. Nearby towns of Camden & Rockland have lovely options for groups. Be sure to book early as spots tend to fill quickly, especially in the summer season.

Some of our favorites:

Waldoboro (just downtown)

The Waldoboro Inn

ROCKLAND (20 minute drive)

Rockland Harbor Hotel

250 Main

The Samoset Resort

CAMDEN (25 minute drive)

The Norumbega

Camden Riverhouse

Hotel 16 Bay View

Lord Camden Inn

Camden Harbor Inn

If you have lots of guests please look into

Northeast Charter Tour

Luce School Bus Charters

Country Coach Charters

We are only able to accommodate a total of 60 cars on the entire property (including vendors).

Often our guests would like to land on the property a day before (Thursday) or stay sometimes a bit later (Sunday night). We like to make this happen whenever we can….though there is often confusion on how to do this through our reservation system. We have created a LOOM video to help folks understand how to add an additional night to their reservation during the first booking, or after they have booked and they are looking to edit their existing reservation.

Please view the video here and share with your guests as needed!

We offer a couple of ways for hosts to handle the cost of lodging for their guests at Tops'l Farm:

Option A: Covering the full cost: If you plan to pay for all or some of your guests' lodging by booking the spots directly, please be aware that we require specific information for each guest. This includes their name, email address, phone number, and the type of lodging they will be staying in. Our team will request this information during your 45-day call. This allows us to communicate with all lodging guests directly, especially for important updates and safety information.

Option B: Covering a partial cost: If you prefer to cover a portion of the lodging expenses for your guests, we can set up a discount code for a specific amount. You can then distribute this code to your guests, who can apply it when they make their own bookings. The total value of these discounts will be reflected in your final change order and on your final invoice.