Blossoms & Bubbly Team Brief 🤗

THANK YOU!

For giving up your Saturday to help me with this insane event and helping me stay somewhat sane. I love all of you and THANK YOU for doing this! I’m beyond grateful.💗🌸🥂

Event Overview

Key Details

Name: Blossoms & Bubbly, a day to celebrate the women who make life bloom! (or blooming idiots like me🙃)

Date/Time:

Complimentary Morning Yoga - 10:00 a.m. - 11:00 a.m.
Ticketed Event -11:00 a.m. - 3:00 p.m.
General Admission -3:00 p.m. - 6:00 p.m.

Event Duration: Seven hours

Guest Admission Costs:

Picnic Experience - $50
Orchard Experience - $25
Garden Party Experience - $20

Guest Entrance: One entrance through picnic area to ticketing booth located at PYO field entrance.

Parking:

Guest Parking - Behind the farm stand. The whole field has been prepped for parking this year.
Vendor Parking - Carl & Elaine’s house (same as last year)
Volunteer Parking - Johnny’s driveway and front yard.

Setup/Breakdown

Vendor set up starts at 8:30 a.m. There are two windows:

Row 1 & 3 - 8:30 a.m. - 9:30 a.m.

Row 2 & 4 - 9:30 a.m. - 10:30 a.m.

The vendors known they need to be ready to go and all vehicles must be off the field by 10:45 a.m. At the November event one lady left her truck in the middle of the field and there were like a million people there!

Event Leads

Parking - Dennis & Mike with John and Josh.

Morning Yoga - Melanie

Greeter - Ellie

Ticketing/Picnic & Drink Check-in - Stephanie with Elaine, Jenna, and Kassie (running the ticket booth)

Picnic Basket Pick-Up - Matt with Jeremy, Allyson, and John

Content Creator - Mason

Master of Ceremonies/Big Introduction of band - The one and only, Jeremy!

Food & Beverage

The only food option for the event is the pre-ordered picnic baskets. We only have 120 total and are working to have most of them pre-ordered. If we don’t have them all pre-ordered by the event, we will sell them at the gate.
Bolton Spring Farm will be open so people can get things to eat over there if needed.
No outside food is permitted (unless already arranged).

Run of Show

10:00 a.m. – 11:00 a.m. – Complimentary Yoga Flow offered by the Yoga Nook (30 student max)

11:00 a.m. – Show Officially Opens!

11:00 a.m. - 12:00 p.m. – Arrival & Welcome

11:00 a.m. - 1:00 p.m. – Picnic baskets available for pick up

1:30 p.m. - 2:30 p.m. – Live Performance by Guy Meets Girl

3:00 p.m. – Ticketed event closes/Market Opens to the General Public for non-charge

Very important note!!! It’s Mason’s birthday is on Saturday!!! Make sure you say HAPPY BIRTHDAY!!🎂🥳

Morning Yoga

Lead: Mel

The morning yoga is complimentary offering from Jackie, the owner of The Yoga Nook in Bolton. The experience will start with everyone meeting in the picnic area, then to the lower orchard for a grounding experience. They will stop for a moment to write their intentions for the day on a river stone before walking up the stone road to the orchard. There will be signs along the way with thoughtful prompts. When they get to the brook crossing at the top, they will toss there stones into the water and the continue to walk the last part of the road to the yoga flow location. The flow will end and we will have orange juice and water available along with free samples from several of our skincare vendors. The group will be walked back down the hill to the the picnic table check-in and Stephanie will take it from there! Here’s what I need help with:

Setup (8:30 a.m.)

I will have a container with everything you need for set up, grab that from me when you arrive.
Set up the table in the grounding area (I’ll show you where this is when you get there). This will have the wooden bowl with river rocks in it and a mason glass with the markers.
Grab the orange juice and water from the farm (Lori or Coressa will grab it from the cooler for you).
You can drive to the yoga flow area with all the stuff. At the yoga spot at the top of the hill, I would need you to:
- I have three large blankets, spread them out so women have a place to put their yoga mat. Have them kinda overlap so it looks cute (you know how to make everything cute!.
- Set up the refreshments table with the OJ, water, I may have a nice tablecloth for it too, glasses and also the complimentary basket of donated skincare products. I have a sign too that I’d like by the samples that says who donated them and what booth number they are.
- Help guide people back down to the event. You can walk them to Steph and she can get them checked in.
- Steph - if they have just the Garden Party ticket, you don’t need to do anything with them, just direct them to go enjoy their day.
I may need some additional help delivering picnic baskets to the vendors and also something new I am trying this year, the Loo Crew, I’ve told the vendors to text me their row and booth number if they need a bathroom break. If you can help with that, it may actually be fun. You just need to stay there while they run to the bathroom and tell people that they are taking a quick break and will be back soon. I’m asking everyone to help with this haha! I may regret this idea, but I think it’s nice!

Welcome and Greeter

Lead: Ellie

Team: Ann

This is probably the most important role. Ellie, I asked you because there is no one better who could set the whole tone of the event better than you. The aim of this event is to celebrate mothers and women and we want them to feel special and warmly welcomed to the day. You are the first person they will engage with and that will undoubtably start the day on a beautiful note.

You will be at a table next to the check-in table run by my good friends Stephanie, Elaine, and Jenna. You will love them and they will love you! You will have 500 programs to hand out to the women as they come to the table. Simply say “Welcome to Blossoms & Bubbly, enjoy your day!” Or something like that, it doesn’t need to be perfect, it just needs to be you🌸

If we run out of programs, that’s OK, it may happen. Just continue to welcome people as the come in.

Thank you so much for doing this, I couldn’t image anyone better for this position and it is a incredible help to me that you are doing this. THANK YOU!🤗

Ticketing & Check-in

Lead: Steph

Team: Elaine, Jenna & Cassie

There are three ticket options:

Picnic Experience - $50.00 - Gourmet picnic in keepsake basket, complimentary bubbly (non-alcoholic options available), shopping experience at 50+ women-owned businesses, complimentary min-photo session, picnic blanket to use for the day. There are two picnic options: CLASSIC with Quiche Lorraine and GARDEN with spinach and cheese quiche.
Orchard Experience - $25 - Everything above expect the picnic.
Garden Party Experience - $20 - Access to event.

We were trying to do everything by pre-order but because the tickets were non-refunable, we assumed ticket sales were slow because people were waiting to see what the weather would be that day. We also were expecting a lot of day-of guests and didn’t want to turn people away. So, that changes the format a little. This is how I see the flow, but Steph, let’s talk because you are running this part so I want it to work for you.

Guest Flow Based on Purchase Type

Pre-ordered Tickets

These are guests who purchased the picnic or orchard experience (if it’s a pre-ordered garden experience, they can just go in - no checkin needed):

Guest presents receipt to Cassie at ticketing booth (most likely on their phone).
Cassie directs them to Check-in Table (If they can’t find their receipt, send them to Steph (Steph you will have all the names of people who pre-ordered)
Ellie gives them a program and flowers (if I have time to actually do the flowers so this is a maybe)
Guest presents receipt
- Team gives Picnic Experience a rip ticket with their selected picnic checked off (using your pretty glittery pen
- Team gives Orchard Experience a drink ticket

QUESTION FOR STEPH: Do you want to use my laptop to check-in guests via Square? There is a fulfillment option in the Square orders dashboard. OR would you prefer a paper printout?

Day-of Tickets

These are walk-ups who want to purchase the Orchard Experience (general entrance + bubbly) or the Garden Experience (general experience):

Cassie, we are going to need you to download the Square POS app on your phone and I will send you the login info so you can access our ticket items. Steph, you still have it on your phone, right? We may need you or Elaine/Jenna to jump in the ticketing window if needed. If it’s a nice day, it’s going to be like November I think 😬
Same process, the guest buys the ticket. If it’s an Orchard Experience, they go to the check-in tent. If it’s a Garden Experience, they just go in.

NOTE: We have 120 baskets so we are buying enough food product to make that many. If we don’t sell out in pre-orders this week, we are considering selling baskets day of. If that is the case, this is what I propose:

Give Cassie a few rip tickets to have at the ticketing booth.
If a guest orders a picnic basket, Cassie processes the ticket sale (Square or cash transaction) and gives them a rip ticket with the selected quiche marked (I’ve got a sparkly pen for you too Cassie!)
Matt will have all the quiche in a Cambro onsite as well as the other picnic ingredients so we can make these up on the fly.
The guests can therefore skip the checkin portion and go directly to the picnic basket pickup.

Some people will get their baskets right away, others will check out the place first. Picnic basket pick-up is from 11:00 a.m. - 1:00 p.m.

Setup (As early as you can get here)

I will have a container with everything you need for set up your table, grab that from me when you arrive.
Set it up however works best for you, Elaine, and Jenna. Seriously, I have planned until I can’t plan no more. If it’s not working, change it up. This is your show.
I may need some additional help delivering picnic baskets to the vendors and also something new I am trying this year, the Loo Crew, I’ve told the vendors to text me their row and booth number if they need a bathroom break. If you lovely ladies can help with that, it may actually be fun. You just need to stay there while they run to the bathroom and tell people that they are taking a quick break and will be back soon.

Picnic Basket Pick-up

Lead: Matt

Team: Jeremy, Allyson, John

We will have a set up with all the elements of the picnic basket (basket, napkin, fork, quiche, brownie, salad, fruit, and sparkling water). There will be two options of salad dressing, pre-packaged for them to grab. At the end of the table, there will be a basket with 24 pink picnic blankets. There are two basket options - CLASSIC PICNIC - Quiche Lorraine, brownie, spring salad, fruit, sparkling water. GARDEN PICNIC - Spinach and Cheese quiche, brownie, spring salad, fruit, sparkling water. We will prep baskets for pre-orders.

People will check-in with Stephanie to get their rip card.
Steph and her team will mark what basket the guest ordered (Classic - Quiche Lorraine or Garden - Spinach and Cheese)
Guests have between 11:00 a.m. - 1:00 p.m. to collect their baskets.

If a guest orders a picnic basket, Cassie processes the ticket sale (Square or cash transaction) and gives them a rip ticket with the selected quiche marked (I’ve got a sparkly pen for you too Cassie!)
Matt will have all the quiche in a Cambro onsite as well as the other picnic ingredients so we can make these up on the fly.
The guests can therefore skip the checkin portion and go directly to the picnic basket pickup.

Parking Team

Leads: Dennis & Mike

Team: John & Josh

Set Up: 8:30 a.m.

Matt will fill you in the day of, but here are some details that may help in advance:

Vendor Set Up: Vendor set up starts at 8:30 a.m. I need someone flagging the vendors into the entrance (see map below). At the November event, a bunch of people came through the exit and it cause a massive bottleneck. I’ve shared this with them in their welcome package, but a few will still come in the wrong way. The only vendor coming in the exit will be Decanted Mobile Bar. Matt, I told Jennifer you would help get her situated on the field.
Guest Parking: The whole back field (behind the barn) has been grassed over so we can use the majority of it for parking. This should be enough for guest parking. If we get slammed like we did in November, we will just use the overflow parking spots we used that day.
Vendor Parking: Same as place as November. We will need parking attendants at Vendor Parking starting at 8:30 a.m.
Friend & Family Parking: On my uncle’s front lawn like before.
Band Arrival & Set Up: The band will arrive at 12:30 p.m. and will park on the gravel road (where we are having the vendors enter for set up). They drive a school bus (converted into a cool camper home) that they use to tour the country. We will need to help them park and then transport their equipment to the stage.
T-Shirts: Don’t forget to grab you hot pink t-shirt!!!

Master of Ceremonies

Lead: Jeremy

1:15 p.m.

Jeremy, I would love it if you introduced the band! I think you would be PERFECT for this but if you don’t want to, just let me know. The band is Guy Meets Girl and their a husband wife duo that sings some original songs and some covers. They are working on a special rendition of the old song, “I’ll be with you in Apple Blossom Time.”

Here is their band bio:

Short bio - Cody & Alyssa are a dynamic duo touring the U.S., sharing original music that celebrates life's challenges and joys. They find solace in songwriting and adventure, aiming to inspire others along the way.

Bio 2 - "Guy Meets Girl," a married couple living life on a converted school bus. Their unexpected journey into the music scene began when a simple cover of "Send Me on My Way" that unexpectedly resonated with people around the globe through TikTok. For them, it's never been about the fame, but rather a genuine passion for honest, down-to-earth storytelling. Their experiences lived on the road, things that inspire them, and challenging or blissful situations throughout their lives inspire their original songs or folk-pop covers. They believe in addressing life's challenges openly, not as experts but as fellow travelers on the unpredictable path of life. Their hope is that their music can offer solace and connection to anyone feeling alone. They're simply here to be a voice for shared humanity.

Obviously, make it your own, and add your humor of course, but I was thinking something like:

Hey everyone!

Thanks so much for coming out today … we hope you’re enjoying this incredible afternoon in the orchard.

We’re really excited to have live music as part of today, and this duo is pretty special.

Guy Meets Girl … Cody and Alyssa … are a married couple traveling the country, sharing music inspired by life on the road and the moments that shape us. Their songs are real, heartfelt, and all about connection.

So find a spot, settle in, and please join me in welcoming… Guy Meets Girl!”

I’ll join you on stage and ring a little bell to get everyone’s attention and then you can do the intro - sound good (and as always, no is an acceptable response haha!).