Even Planning Packages
Ev
Tops’l Farm Weekend Coordination
(Included with Your Venue Fee)
What We Provide:
First Steps with Owner Sarah Pike
Kick-off call
Introduction to Tool Stack: Logbook & Asana
Culinary & Beverage Contract Management
Access to Office Hours (as needed)
Late Winter check-in (March)
Weekend Event Coordinator Intro: (70-Day Mark)
Two 1-on-1 Planning Calls
Team Planning call (45-Day Mark)
Weekend Event Execution:
1-hour Rehearsal Coordination
10 hours of on-site event management on the wedding day
On-Site Vendor Management: Single point of contact for the weekend to execute the ceremony and reception timelines you created
What You Provide:
Full embrace & commitment to all Tops’l tools, communication requirements & provided information. This requires
All Vendor Sourcing & Booking (research, outreach, negotiation, contracts, insurance certificates, and payments for all non-Tops'l vendors).
All Design & Logistics (decor sourcing, rental inventory creation, floor plans, and weekend timelines).
All Guest Data Management (RSVPs, dietary lists, lodging commitments, and creating the final seating chart by the 45-day deadline).
End-of-Night Removal: Designated person to manage and remove all gifts, favors, and personal décor post-event.
Full Wedding Planning & Support (Investment: Starting at $5,000)
This package includes all services above, PLUS a comprehensive, hands-on partnership designed to guide you through your entire planning journey.
Vendor Management: We handle the legwork—providing curated recommendations, confirming availability, and obtaining pricing/packages to review with you.
Logistics & Timeline: We develop, manage, and review your detailed, custom timeline, vendor contracts, and contact sheet from start to finish.
On-Site Coordination: 2-hour Rehearsal lead and up to 10 hours of coverage on the wedding day.
Collaborative Planning: Monthly Q&A sessions (6-12 months out depending on need), moving to weekly planning calls (3 months out).
The Signature Wedding Experience (Investment: Starting at $8,000+)
This is our premier luxury package—a high-touch, white-glove experience where we manage every detail, allowing you to truly be a guest at your own wedding. Includes all Full Planning services, PLUS:
Event Property Design & Custom Options: In-depth vision and budget consultation reviewing creative & cstom use of our spaces - higher-production options on the farm - dinners in the meadow, yurt events, outdoor band/stage setup, etc.
Creative Design: Your planner develops the aesthetic vision, floor plans, and custom Master Timeline for the full weekend.
Ultimate Vendor Curation: We handle all scheduling, communication, and contract negotiation for every vendor on your behalf.
Full Weekend Coverage: Up to 8 hours of coverage for the Friday Welcome/Rehearsal event and up to 12 hours on the Saturday Wedding Day.
Ongoing High-Touch Communication: Bi-weekly and weekly planning calls start earlier (12+ months out) for dedicated support based on your communication preferences and needs.
Ready to Start Planning?
Your wedding planning journey at Tops'l Farm begins with confidence, knowing you have the right team behind you. The choice is about defining your ideal experience: Do you want to DIY your vision with our included expert coordination, or do you prefer the white-glove experience of a hands-off (and trusted) partnership?
Take the Next Step:
Define Your Support: Review the packages above and decide which level of partnership best matches your bandwidth, budget and vision.
Lock in the Expertise: If you wish to upgrade to Full Planning or Signature Wedding Experience support, please fill out the form in LOGBOOK with this detail. We will send you a custom quote and contract addendum immediately.
Start the Process: Regardless of your choice, your journey begins with the Kick-off Call with Owner Sarah Pike - we can’t wait to get started with you!
Event Planning Communication Outline
Kickoff Email
Introduces your team
Links to key planning documents (CAMP, Notion, Tops'l website)
📝 “Let’s Get Started” CAMP Form (must be completed before the kickoff call!)
Team Planning Call #1 - Kickoff Call
Who: Sarah, Shauna, Couple
Duration: ~30 min (Mon-Thu, 4-5 PM EST)
Goal: Introduction, workflow overview, access to office hours.
Next Steps:
Schedule 6-month check-in call
Complete & submit Food & Beverage Form in CAMP.
Team Planning Call #2 - 6 Month Check-In
Who: Sarah, Shauna, (Soft Intro) Planner
Duration: ~30 min (Mon-Thu, 4-5 PM EST)
Goal: Casual check-in & first intro to the Day-of Planner.
🚨 All Culinary & Beverage contracts must be signed before this call!
🚨Financial Milestone Moments
✅ / ❌ Your Chef Services Agreement is expected to be finalized w/ 50% deposit upon signing and remaining % due 30 days out once final guest counts are in.
✅ / ❌ Your Beverage Contract is expected to be in process or finalized w/ $1000 deposit due upon signing and remaining payment due 90 days before event.
Next Steps:
Schedule one-on-one call with your planner.
Schedule 45-Day Planning Call with Shauna, Planner, Chef Bonnie & Couple.
Complete all CAMP Forms before the 45-day call.
[ ] Vendor Details Form
[ ] Lodging Detail Form
[ ] Leverage Hello Campers Lodging Template
[ ] Property Setup Detail Form
[ ] Event Rentals Form
[ ] Final Culinary Details Form
[ ] Leverage Dietaries by Table/Seat Template
[ ] Misc Event Detail Form
🚨 All forms must be completed & submitted by the 45 day call!
Planner Introduction Call (4-5 months out)
Who: Planner & Couple
Duration: 30 mins
Agenda:
Warm hello, flag anything that is top of mind for the couple
Planner One-on-One Call #1 (90 days out)
Who: Planner & Couple
Duration: ~1 hour
Agenda:
CAMP Planning Intake Form (must be started/completed).
General Wedding Checklist (delete irrelevant tasks and share with your planner).
Discuss vision, priorities, concerns.
Team Planning Call #3 - 45-Day Final Details
🔥 The most important call! 🔥 Form submissions and inputs are aggregated by the Tops’l Team prior to this call and reviewed for gaps, questions and clarification.
🚨 All forms must be completed and submitted by this call!
[ ] Final guest counts (including vendors & children)
[ ] Dietary restrictions & meal preferences
[ ] Final seating chart with dietary notes
[ ] Event timeline (start to finish)
[ ] Layouts & rental needs (ceremony, cocktail hour, reception)
[ ] Vendor details (contracts, insurance, load-in times)
[ ] Finalized event production requests
[ ] Guest Lodging _Hello Campers Template
Who: Planner (Lead), Shauna, Couple, Chef Bonnie (first 15 min)
Goal: Confirm all event details so Team Tops’l can finalize preparations.
Outcome:
Confirm Meet & Greet time at Tops’l Farm
🚨Financial Milestone Moment:
✅ / ❌ Final Change Order Form w/ payment covering the planned vs actual delta (final updates & approvals)
💵 Remaining Beverage contract invoice amount due 90 days out.
Post Event Jobs to Be Done - 14 days out
Who: Shauna, Couple & Accounting
Goal: Event close out and final reconciliation
Outcomes:
🚨Financial Milestone Moments:
[ ] ✅ / ❌ Bar reconciliation (IF APPLICABLE) is a financial moment that happens within 14 days of your event where the bar consumption tab is reconciled against your Beverage Contract and the over/under is calculated. This will result in an invoice or a refund.
[ ] ✅ / ❌ Damage deposit return happens within 14 days of your event where in which we will review damage reports, check out/cleaning details etc prior to issuing your damage deposit return.
Wedding Weekend Timeline
📋 **Sample Wedding Timeline Template** (CANVA FILE TO DESIGN - PRINTABLE WORKSHEET)
📌 Final version must be uploaded to CAMP.
Guest List & RSVP Tracker
📋 Dietaries by Table/Seat Template (CANVA FILE TO DESIGN)
📌 Final version must be uploaded to CAMP.
Floor Plans & Seating Chart
📌 Tops’l Farm Sample Floor Plans (HOST FLOOR PLANS ON WEBSITE SOMEWHERE)
Final layouts must be uploaded to CAMP
Guest Lodging List
📋 Hello Campers Lodging Template [CAMP]
📌 Final version must be uploaded to CAMP.
Packing Checklist
[ ] Rings
[ ] Vows
[ ] Wedding attire
[ ] Marriage License
[ ] Decor (labeled for Meet & Greet Drop-off)
[ ] Vendor Tips & Checks
