Event planning

Everything you need to know about planning your (awesome) event at Tops’l Farm.

 

CAMP Dashboard

Resources

Get a sense of things on the farm - our vibe, our layout, our lodging pricing.

 

The Gather Guide

Download Property Map PDF

Property Map

Dates & Deadlines

We know that you will have your own approach to planning this incredible event. Knowing what is required from Tops’l (and when) might be helpful as you begin the process and get some calendar markers dialed in!

 

  • 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. IWe will send a kick off email on 10/1/24 to begin our planning together! There will be l link in the email to plan a Kick Off call at some point in October/November. Please try to have a call scheduled in October or November by 10/11.25 On this call we will also set a date for your 6th month planning call (ideal to have your planner join us if possible).

    2. Chef Services Menu - our new 2025 menu will be shared on 10/1/24. We will look to have the contract and invoices created before the 6th month call.

    3. 6 month check in call. Casual check in after we have our Chef Services Contract in place. 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 over the next several months. We will set a date for the 45-day planning call at this time.

    4. 2025 Beverage Menu will launch on 2/1/25

    5. Beverage Contract created (4 months before your event)

    6. 45 Day Planning Call for your planner to walk us through the master timeline & final details of your event. We cannot have this call if the required materials are not uploaded into CAMP. We will scheduled our ON SITE MEET & GREET for your check in day on this call.

    7. And…arrival! :)

  • We are here to chat at any time - please use this link to our calendar to schedule time:

    Sarah Pike Wedding Planning Office Hours

    This is the same link to schedule your kick off, 6 month & 45 day planning calls.

  • We will send you a login to Tops’l Farm CAMP dashboard on 10/1/24.

  • Everyone has a different communication style and it is our goal to give you the info you need in the most timely manner (and not lose any details!) Over the years we have learned a few tips/tricks for communicating that allow for the most successful (joyful!) planning process:

    • Please read, bookmark & reference this EVENT PLANNING page for answers to common questions throughout the process. Please also share this with your planner and anyone else who is helping to plan your event.

    • Compile a running list of questions for us if the answers are not found on this page. Consider whether a quick call or a bulleted email of the questions might be best to get you the answers you need.

      (In the past details have been missed because of the volume of emails sent during the planning process - if we are both organized and thoughtful with communication, it will help to make sure all the nitty gritty magic is captured properly.)

    • We do not text as part of our planning process. All information should be sent via clear emails or our CAMP platform so we are able to reference.

  • For our 2025 events we are planning an opportunity for you to visit us & get a sense of our food approach with an event we are calling…WEDDING PARTY!

    We invite you to this event at no excharge charge (for our couples) and do allow additional guests for $65/pp (includes welcome drink, appetizers & meal).

    Our WEDDING PARTY date will be

    Friday December 13th 2024 @ 6 pm

    The goal here will be a chance to gather with all of our wedding couples to kick off our planning season and experience an evening of our food & hospitality in our gorgeous barn. There will be a wide selection of our menu options - though this should not be considered a time to taste everything on our menu.

  • 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.

    • 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.

  • We will plan a call with you & your planner for 6 months prior to your event. This will be a high level check in, a chance to ask questions and connect. Please keep this in mind when engaging with a planner for your support. At this check in call we expect to have the Chef Services & Bar/Beverage Contracts complete or at least drafted. A 50% payment for the Chef Services contract is also due at the 6 month mark. The final 50% is due no later than 30 days out when we have final guest counts for your event.

  • It is our goal to have you/your family/guests arrive at the farm ready to enjoy your event - with our team 100% clear on how best to support.

    This call is an important one for you/your planner to share all critical details and plans for your event. With the online forms you will be sent prior to the meeting - you will have a clear sense of the information we require by 30 days out and this call is a great time to firm up final logistics.

    Specific information needed will be as follows:

    1. Final Master Timeline: Including first delivery, check-ins, chec
    outs, start/end times for each event, and everything in between! If possible to draft one that just includes information relevent to Tops’l - that would be great.

    2. Final Guest Counts: All meals.
    3. Final Children Counts: All meals
    4. Final Vendor Meals: If applicable, with dietaries and choices.

    5. Dietary Preferences & Allergens: For all meals

    6. Final Meal Counts (if applicable). If doing family style we still need the location of each guest with a dietary consideration.

    7. Lodging. Lodging lists supplied with specific assignments if desired. All unbooked lodging
    will be added to the final invoice.

    8. Final Floor Plans. for all events including a list of rentals needed from Tops’l Farm with specific quantities. Floor plans for inside/outside, ceremony.

    9. Seating chart for meals. If family style, we will still require a chart for all individuals with dietary preferences/allergens that need special consideration.

    10. Rental Items. Any other rental items required from Tops’l Farm.

    11. Event Production. Will this be required at any time during the event?

    11. Weather! Plan B plans for all events.

    12. Vendor Info. All vendor names/contact information along with their COIs.

    13. Host Event Insurance. A copy of your policy with the required coverage.

    14. The nitty gritty. Any and all details that you think will help Team Tops’l support your event with excellence is our goal of this call! Walking through your event plans will help us tremendously.

    Please let us know if you have any questions at any time about what is needed on this call. Should your information not be complete we will reschedule for a later date, knowing that we will have to supply our culinary team with final numbers 30 days prior to your event. Thank you for your collaboration in getting to this point.

  • All final numbers are due & all payments must be received at this time.

    If we do not receive final numbers, we will proceed with the numbers we have in original chef services contracts. Any changes needed to be made to Event Orders & Invoices after this date will be subject to a $250 admin fee.

Roles & Vendors

It takes a village. Literally, it does.

 

  • Sarah Pike, Owner. Primary point of contact through sales questions, initial calls and signing the venue contract, and as your primary point of contact for the entire planning process. This includes securing food & beverage services for your event on the farm, answering all of your questions, as well as setting up our structured planning calls with you and your planning team (6-month and 45 day calls). Sarah will not be present at your events on-site, but will be there to greet you when you land on the farm.

    Event Captain. In advance of your arrival on the farm you will be connected to your Event Captain who will be your main point of contact on site during your event. We have a small team of really amazing hospitality/event folks who are joining us for the 2024 season and they will look forward to being introduced to you on the 45-day planning call.

    The role of the Event Captain on site during your event will be to make sure our venue operations, as well as food & beverage execution run with great precision.

    t’s critical to note that this person is not intended as a planner or coordinator for your wedding.

    Throughout the event time, they will be on property to ensure all property rules are adhered to. They will remain on site with your planner until the last non-lodging guest has departed.

    The Event Captain will not:

    • Oversee rental delivery or tent installation.

    • Set up additional tables & chairs and moving heavy objects throughout the weekend. This includes in the event of foul weather - the Event Captain is not to be relied upon for the labor needed to activate a “plan B”.

    • Set up decor items.

    FOH staff during your event:

    The Tops’l Farm staff will setup all bar and table settings as it relates to catering. Generally our team and your planning team will work together on event days to get this done most efficiently.

    We are proud of the team we have gathered to support you during this process and look forward to making it a joyful one for all.

  • As we discussed during our first conversation, we do require that all weddings held at Tops’l Farm be supported by the couples licensed Wedding Planner/Day of Coordinator. We are excited to
    offer our in-house planning services in 2025 for full design or our base planning package. Please inquire for details.


    If the Planner is not on our vendor list, it is imperative that you get approval from Tops’l prior to signing any contracts for this important role as it is a key element to the success of your weekend here on the farm. The planner is not to also be a guest at your event.

    The information below will help to clarify what we expect of your planner during the process.

    EXPECTATIONS AND REQUIREMENTS

    • Event Planner/Coordinator must have liability insurance and a copy listing Tops’l Farm, as an additional insured. This will be due 30 days prior to the event date.

    • Event Planner/Coordinator will coordinate all aspects of the Event, including Wedding Rehearsal and all aspects of the Wedding Ceremony and Reception, if applicable.

    • Any rental items such as a tent/bathroom trailers are the sole management of your planner. We are happy to direct rental companies as to desired locations of these items - but troubleshooting issues with these items are not the responsibility of Tops’l Farm.

    • Event Planner/Coordinator will be responsible for the Client’s personal items.

    • Event Planner/Coordinator will be responsible for receiving and the coordination of all vendors (Caterer, Musicians, Florist, Photographers, etc.). This includes load-in and load-out.

    • Event Planner/Coordinator should be present on the 6-month check in call. It is required that they are present for the 45 day planning call and use this call to ask the Tops’l team questions/share the timelines/plans for the weekend in specific detail.

    • Event Planner/Coordinator will provide a professional typed timeline (with keen focus on food/beverage start/end times and vendor list via email at least 4 weeks prior to the Event and provide any updates prior to the event day. Include time of arrival and expected departure of all vendors.

      If the meal is a plated dinner, we need a clar table map with guests names and choices.

    • Event Planner/Coordinator will be the point person for the Tops’l staff during all events from start to finish (rehearsal dinner, wedding day, etc.).

    • Event Planner/Coordinator must be present for setup, event and strike for all events at the farm (welcome events, rehearsals, setup, cleanup).

    • Event Planner/Coordinator will ensure that all vendors completely clean up/removes all items that they bring on property or be responsible for cleanup. This is not the responsibility of the Tops’l staff. If Tops’l staff is left to clean up after vendors, a minimum fee of $100 per hour will be applied to the Client.

    • If Tops’l Farm is providing the buffet, it is the Event Planner/Coordinator’s responsibility to release table by table. A plan should be discussed day of with the Tops’l Event Captain.

    • Event Planner/Coordinator and hosts setup team are responsible for the setup of all of Tops’l rental tables and chairs a per the desired floorplan/s as well as placement of all specialty items and décor. Tops’l staff is not responsible for moving flowers, equipment or chairs/tables or placing escort cards or favors. If additional Event Production support is desired, Tops’l Farm can be hired for additional help if known in advance.

    • Event Planner/Coordinator is responsible for table settings but the Tops’l Farm Event Staff will be available to help set the plate, silverware, any linens with the planners direction.

    • Event Planner/Coordinator must keep in close communication with Tops’l Event Captain and vendors throughout the entire event.

    • Event Planner/Coordinator will help to enforce noise restrictions as well as all venue rules (i.e. smoking areas).

    • Event Planner/Coordinator must stay until Event is over and do a walk through with the Tops’l Event Captain after all vendors and guests have departed.

    • 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.

  • While we do not require use of any specific vendor, we do have a list of favorites who know our property well.

    These vendors are in demand, so please think about booking them for your date quickly to ensure availability.

    Wedding Planners/Coordinators

    Cause We Can Events
    Just As Planned Events
    O’Zemko Designs
    Dirigo Events Co


    Cakes
    Stones Throw
    Barn Door Baking Co
    Bam Bam Bakery (GF)

    Officiants
    Marianne Vold
    Janice Gardner
    Janis Maylin


    Lighting

    Griffin & Griffin Lighting

    Floral
    Blue Cloud Farm
    Bad Rabbit Flowers
    Lazy Acres
    Treeline Wood & Floral

    Hair & Makeup
    Hair that Moves
    Lavender Portland Maine

    Transportation

    Country Coach Charters

    Music

    Issiah Bennett
    Lucas Roy


    DJ Jon
    DJ Hi Duk
    Jams Frrever (IG @jamsfrrever)





  • Tops’l Farm is committed to helping you with your event by providing our lovely venue as described and executing beautiful food & beverage for your event. Other services may be requested from our team that would fall under our Event Production services. Here are some examples of services we commonly help with that will require additional event production:

    • Setup/Take down of event furniture.

    • Help with Decor Setup

    • Rides on property to remote locations with our all-terrain vehicle

    • Any emergency last minute support that was not defined but approved during the event that is not covered under our base services

    It takes a tremendous effort to pull off events and we are happy to find out if our Event Production services would be helpful to you as you imagine your event on our farm.

Venue

While we love a simple celebration as much as the next person - there are a lot of moving parts & questions to even the simplist of events. Here’s a good list of some of the specifics at Tops’l Farm that you should familiarize yourself with during your planning.

 

  • 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 tree behind the farmhouse

    • Blueberry Hill behind the farm cottage

    • 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. Blueberry Hill does not have electricity, and power cannot be run to this spot. Events here will need to be considered off-grid.

    TOPS’L SEATING:

    In total, we have 30 rustic black benches (these seat 4 adults each) and 40 black folding chairs to be used on property in a place of your choosing. The Tops’l Farm team will have the desired number of rental items delivered to the event areas, but it will be up to your team to setup as per your requirements. If you require assistance, please discuss our Event Production Support options.

    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 site.

  • SETUP

    We will bring the desired tables, benches and chairs to the event spaces as part of your venue contract with us with no extra charges. Your event team will need to set them up as per your desired floorplan. If you desire to hire Tops’l Farm for event production we are happy to discuss.

    BARN - TABLES AND SEATING:
    We have 15 wooden farm tables, 8’x2.5’ and 30 black 8’ benches. In addition, we have 40 black folding chairs. The number of tables you request via your dashboard will be set aside for you for your established setup time in the barn.

    Items can be requested for use in one area per event - if you require more seating/tables for multiple events in multiple different spots on property, additional outside rentals should be secured.

    BARN - ELECTRICITY
    Our facility can handle 15-20 amps of 120 voltage, anything higher would be concerning and need outsourced additional electricity (multi piece bands). Prior to signing with your band, please confirm additional needs with them.

    We have exterior outlets for tent lighting, bands, etc. on either side of the screen porch. One has 4 and one has 2.

    BARN - BATHROOMS
    We have two individual bathrooms that are shared between guests and staff. Extra bathroom facilities are suggested for groups over 90 and required for groups 100+. In 2024 they will be required for all events over 90.

    TENTS
    Tents are welcome and are required for groups over 80 for wedding events. We have a designated tent area in the meadow next to the barn. Tents must be secured by an approved vendors. Please establish your Plan B weather plan with your planner well in advance of your event date to get these secured by a rental company asap.

    LIGHTING

    We have bistro lighting setup in our outdoor space, our porch space and our barn space and is included as part of your event fee. If you desire different lighting and require Tops’l Farm to take this lighting down, this will be charged under extra Event Production fees.

    HEAT/AC/FANS

    You may want to consider bringing in additional resources for temperature control. We do have heaters and some barn fans, but depending on the climate/time of year, guest size, etc it might be something to consider for guest comfort.

  • Here is a layout including the use of all 15 of our tables & 30 benches and not utilizing the porch for seating.

    Feel free to download this layout and play around with it as you see fit. Please note that many configurations in our barn do not always work well for the functioning of the event itself….we have learned a thing or two during our 7 years of events! All final floor plans will need to be submitted to Tops’l in advance of our 45 day call to confirm it works. We reserve the rigth to make edits if there will be challenges with dinner service with any submitted layout.

    A few things to note:

    • The mezz is included in this layout and can get HOT in the summer. Our barn does not have AC and most of the time is quite comfortable. We do have large fans for this area to help circulate airflow.

    • For larger weddings over 80, this layout will require an additional tent for Plan B scenarios with weather. The porch as included in this scenario is not big enough to host 100+ for a cocktail hour. As a reminder, if a tent is utilized, it must be put up by a rental company (no DIY tents please).

    • As indicated in our reception information, our tables sit 8 comfortably.

    • Please utilize this as a start for your own planning - DJ/band area, gift tables, tables for food are all to be added per the details of your event.

  • 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:

    Friday
    Host early Check In & Tops’l Meet & Great: Noon

    Check in for all other lodging guests: 3 pm

    Welcome Event: 5 pm - 8 pm

    Saturday

    Morning Setup of Event Space - 9 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 - 9 am

    Check Out - noon

  • We are happy to offer the following as part of your event at Tops’l Farm (event barn space only no extra charge):

    Bistro Lighting: Setup in our event barn, in the barn porch, and outside in the lawn area.

    Mismatched Glass Vases (50) (bud vases, mid sized vases, some larger vases).

    Vintage Brass Candlesticks (30) You provide the dripless taper candles.

    2 Vintage Easels for signage.

    Please see our list of other items that are available for an additional cost.

    Other decor notes:

    • All additional/rented decor must be removed at the close of the event by your event team. It can be set aside in the barn porch for pickup the next day before checkout.

    • Any decor that is to be setup above 12’ in the event barn must be installed by a professional install team.

  • We have a few lovely things that we would be happy to rent for your event:

    • Natural Colored Faux Sheepskins. Create the coziest of spots with our skeepskins - perfect for early season and late fall weddings. $50/5 sheepskins. 75 available.

    • Vintage & New-But-Vintage-Looking Coolers. $25 per cooler. 8 available.

    • Glass Luminaries (40, various heights) - up to 3” pillar candles (you provide). Example Here. $3 each.

    • Battery Operated “real wax looking” Pillar Candles (various heights, with remote & no need for luminary) (100) $3 each

    • Votive Holders (100) $.60 each

    • Whiskey Barrel (cocktail high tops) $50/barrel (3 available)

    • Gold Disco Ball Package. Bring on the dance party! 18 (8 inch) and 18 (12 inch) disco balls. $750 (plus event production fees)

    • Woven Rattan Charger. Bring a bit of texture to your table. $1.99/charger (130 available)

    • Elevated Dishware. Starting in 2023 we will be offering our gorgeous white (with black trim) dishes for your celebration table. This would replace the wooden plates that are included in the base price of your catering contract. Please inquire for a custom pricing list based on your specific needs.

    • Antique Boho Seating Area. A lovely photo op if there ever was one. $535

      Includes (settee, 2 side chairs, 2 side tables, bench & brass coffee table)

  • We absolutely love our yurt space. However, it is an off-the-grid-adventure and is not appropriate for all group gatherings. As we mention during our initial calls, guests must be able to hike to and from the yurt. We are able to assist with 2-4 guests who cannot make this trek - but no more. If your group has folks who cannot make this hike, an alternative location should be considered.

    Additionally, it takes herculean efforts on our events team to produce an event of any kind down at this space. As such starting in 2023 we will be charging a $1500 location fee (minimum) for any events held at the yurt.

    Yurt Event Guest Count

    40 adult capacity, give or take.

    Tables & Chairs

    5 wooden outdoor 6’ picnic tables with benches.

    6 bistro tables w/ 2 chairs each

    Decor
    We do not provide any decor for yurt events. Any decor you choose to bring should be kept at a minimum as it all needs to be carried to/fro and will require additional staff fees to transport. Please discuss in more detail with your planner.

    Bathrooms
    There is one compostable “rustic” bathroom at the yurt. It is not ADA accessible and requires a flight of stairs to access.

    Electricity
    There is no electricity except for our generator that runs our bistro lights.

    Music
    Please bring your own ~ downloaded ~ playlist with wireless speaker. We do not provide speakers/music for the event.

    Water
    There is no running water at the yurt, we bring our own supply for dinner service drinking, cooking, and cleaning. Extra water needs need to be noted in advance (flower arrangements, etc).

    Children
    We have also found that kids highly dislike and often refuse to use our compostable toilet. If children are going to attend, please make sure parents are aware of the hike and bathroom situation.

    Transportation
    We are able to provide 2 total rides for guests in need. Our Kubota is a three seater and very much an adventure. Any transportation for décor, flowers, (etc.) to yurt will require advance notice and may require extra charges. Rides that were not planned in advance for specific guests will not be available during dinner service (unless in an emergency).

    Lighting - Safety
    LIGHTED PATHWAYS DO NOT EXIST ON PROPERTY INCLUDING THE PATH TO THE YURT. Guest must be instructed to bring their own headlamps/flashlights for safety.

  • No outside wood please!

    Wood for fires. $10/bundle. Each bundle will burn for a small fire for about 2 hours. Please let us know where you would like to have 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.

    Please let us know by 30 days prior to your event if you would like us to add this to your invoice/plan for the weekend.

  • 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. 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 let on our items may result in additional cleaning fees - so please be mindful of the quality of candles you purchase.

Food & Drink

Quite possibly our favorite topics. Please aquaint yourself with this information to prepare for your menu selections!

 

  • We are so proud of our food offerings here on the farm. Our carefully crafted menu reflects our love of simple Maine flavors, local ingredients and our desire to offer you/your loved ones the most gorgeous event food ever!

    Given most events span several days - we offer super simple options for welcome events and farewell brunches and of course, the main event celebration.

    Allergies & Dietary Preferences: In most cases we are able to accommodate - any serious allergies require a conversation during the planning process.

    Rentals: All our base catering pricing & service includes basic rentals for your dinner executions - basic plates, silverware, serving platters. We do not include or have linens for events.

    Plate upgrades available - please inquire for pricing. If you desire to bring in your own outside rentals - totally fine! Our feelings won’t be hurt.

  • We will launch our 2025 Catering Menu on 10/1/2024

    In the meantime, take a peek at our 2024 menu for inspiration!

    2024 Catering Menu

    Vendor Meals are offered at $45 each. We will do our best to support with dietary preferences but cannot guarantee.


    Children’s Meals are offered at $25 each and are a simple offering of pasta with vegetarian red sauce & cheese.

  • As per our Maine State Liquor license we are required to provide bar service in our event spaces - Event Barn & Riverside Yurt. This means procuring & pouring. No outside bar service or DIY scenarios. You are welcome to bring your own personal beverages in our lodging spaces.

    Consumption Bar

    We work on a consumption bar model. Meaning we will work with you on an estimate prior to your invent, bill/invoice on this estimate, have our bartenders track all consumption during your event, and reconcile the amount post-event with either a refund or additional charge.

    Cash Bar
    if you are opting for a cash bar option for any portion of your event, you will still be responsible for staff charges for setup and service. We will have a tip jar available for our hard working staff.

    Signature Drinks vs Full Bar

    We do not offer full bar. We have created a menu of delicious signature drinks each season and offer 2 signature drinks per event. If there is a special bottle needed for an event, we can discuss options.

    Liquor License

    We have a max 6-hour service liquor license –last call must be 30 minutes prior to event close (working forward from start time). If the cocktail portion of your event starts at 4pm, last call will be 9:30 pm.

    Beer

    We offer beer in cans & bottles only.

    Glassware

    We have matching water, wine and beer glasses for your use. Rocks and coupes are mismatched. These are all included in our bar service offering & are covered under “service” charges to account for dishwashing/handling. If you desire other glassware, you are welcome to seek out additional outside rentals.

  • 2023 Bar & Beverage Menu will be launching in late January 2023.

    Why isn’t our Beverage Menu available earlier?

    First, we like to secure the Chef Services for your event first, following with the Bar & Beverage plan after.

    Secondly, we work with small producers/vineyards and want to make sure that our selections for the year will have plenty of inventory during our high season. This info is generally available at the start of the year.

    During the planning process we will request specific thoughts re: selections and will draft a contract/invoice based on your choices.

  • We are happy to provide alternatives for those seeking Gluten Free, Vegetarian & Nut Free options at your celebration. Unfortunately we are not able to accomodate all possible allergens that might be present in your group so please do discuss with us if this is a concern.

  • We often get asked what the different is between the Admin Fee, Staff Fees & Gratuity. As this is a considerable part of the cost of your event, we feel it deserves explaining here:

    Admin Fees. 5% of both food & beverage costs. These fees cover all of our time and expenses required to help plan your event. We put many hours with our couples directly, as well as meetings with staff, writing FAQs and developing an intentional process around getting married at our space.

    Gratuity. A 15% gratuity line to our food and beverage costs. These get distributed directly to our entire team. If you would like to add an additional amount on top of this before, during or after your event, this is entirely up to you. This policy is a key componant in helping us hire (and retain) exceptional staff in a very competitive service landscape here in Maine in the peak season.

    Staff Fees. These related to all of the costs associated with staffing your event - the competitive hourly wage to the employeev for setup, service and clean up for your event, handling/cleaning of all rentals, tools/technology for keeping a staff, etc.

    If you have any questions re: our rates, please don’t hesitate to ask.

Lodging

 

  • How do I book lodging?
    You will receive a Lodging Link specific to your event during your planning kick off with us in the fall.

    Property Takeover. If you are utilizing the property as a private buy-out, all Woodland Cabins, the Farmhouse, The Cider House & the Farm Cottage must be secured by your party as per our venue contract. No lodging is included in the event fee. Extra nights may be possible and will incur additional nightly charges. If there are open spots on the property at 30 days prior to your event, we will add these to your final invoice.

    Ammenities: 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!

    Cabin Assignments. If there are specific cabin assignments desired for your event, this must be sent 30 days prior to your event date. 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.

    Cots. Adding cots for children only are available (up to 10 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.

  • 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.

  • 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:

    ROCKLAND (20 minute drive)

    Rockland Harbor Hotel

    250 Main

    The Samoset Resort

    CAMDEN (25 minute drive)

    Camden Riverhouse

    Hotel 16

    Bay View

    Lord Camden Inn

    Camden Harbor Inn

  • If you have lots of guests please look into Country Coach Charters for transportation to & fro!

    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!

Misc.

Everything else we could think of. Have a specific question for us. Just ask!

 

  • No outside wood please!

    Wood for fires. $10/bundle

    Each bundle will burn for a small fire for about 2 hours. Please let us know where you would like to have 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.

    Please let us know by 30 days prior to your event if you would like us to add this to your invoice/plan for the weekend.

  • Aside from horseshoes behind the farmhouse, our yard games are consistently missing pieces and from flea markets! We suggest bringing your own games for your event.

  • Can I bring my dog to Tops’l Farm?Well behaved dogs are welcome at Tops’l Farm with the exception of the campground. If you are planning on bringing an animal a pet fee needs to be added to your reservation.

    Other things to note:

    No unattended dogs by the road or our farm animals.

    No animals on furniture. If you think this will be impossible with your pet, please consider boarding. Damage from pets will come out of the hosts damage deposit.

    If you are leaving for several hours, please crate the animal.

  • We are happy to make connections to local baby sitters if we can. It is not a guaranteed service and all arrangements will need to be made between you/the resources.

  • Not the most glamorous of topics, but imporant all the same. Here is the skinny on insurance:

    1. Event Insurance Policy (Host). That’s you! You need Event Liability insurance only - not liquor. As we state in our contract:

      Special Event Liability Insurance (for the duration of the event whieh is from check in to check out) is required to be obtained by the Client, and proof of same in the form of a Certificate of Insurance naming Venue as an additional, is due no later than thirty (30) days prior to your event. This insurance shall be obtained at Client’s sole expense, provide and maintain public liability and personal property damage insurance, name the Venue and its officers, employees, contractors, and contracted vendors as additional insured against all bodily injury, property damage, personal injury and other loss arising out of Client’s use and occupancy of the premises, including appurtenances to the premises sidewalks and roadways. The insurance required hereunder shall have a single limit liability of not less than One Million Dollars ($1,000,000.00), and general aggregate liability of not less than Two Million Dollars ($2,000,000.00).

      2. For your vendors. Yes, we nee
      all vendors at Tops’l Farm to submit their COI as well. If they are operating a busine
      s on our property for your event, they need to be covered by their own liability policy with Farm on Bremen Rd dba Tops’l Farm as a named insured.

      It states specifically:

      All of Client’s vendors shall be required to obtain, at their sole cost(s) and expense, commercial general liability policy(s) with a single limit liability of not less than One Million Dollars ($1,000,000.00), and general aggregate liability of not less than Two Million Dollars ($2,000,000.00), which shall name Venue as an additional insured on said policy. Proof of each vendor’s policy, which shall be a Certificate of Insurance naming Venue as an additional insured for said amounts, is due no later than thirty (30) days before your event. Failure to provide proof of insurance to Venue thirty (30) days prior to your event shall be considered an event of default on the part of Client and shall be grounds for immediate termination of this Agreement and cancellation of the Event by Venue. In such an instance, Venue shall have no obligation to refund any money paid by Client.

  • We get this asked a lot. In our experience reaching out to your own insurance company as a first step is best - ask them if you are able to take out event insurance as part of your current policy. If not, companies like www.Eventsured.com are a good option!