Planning Your Tops’l Wedding

Event Planning Communication Outline

Kickoff Email

Introduces your team

Links to key planning documents (CAMP, Notion, Tops'l website)
🗓️ Schedule Office Hours with Sarah
📝 “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.