The Club Event Coordinator is responsible for conceptualizing, planning, promoting, and executing a vibrant calendar of events for club members and their guests. This role combines hands-on event execution with proactive marketing to drive high member engagement, deliver flawless experiences, and foster a strong sense of community across all areas of the club.

Responsibilities

Plan, organize, and oversee all member-focused social events, holiday celebrations, theme dinners, and private banquets.
Oversee event logistics, including layouts, room setups, decor, seating charts, and audio-visual needs.
Design custom event floor plans utilizing software such as Social Tables.
Develop and execute comprehensive promotional campaigns to advertise events, boost member awareness, and maximize participation.
Create visually compelling digital and print marketing materials, including weekly email blasts, flyers, digital signage, social media posts, and monthly newsletter entries.
Manage event registration portals, track sign-up trends, and proactively reach out to members for under-subscribed events.
Ensure all marketing materials adhere to the club's branding standards, tone, and formatting guidelines.
Collaborate with the Culinary and Food & Beverage teams to design event menus, align service specs, and ensure accurate guest counts.
Conduct planning meetings and walkthroughs with vendors (e.g., florists, decorators, musicians, rental companies) and member host committees.
Author and distribute clear, timely Banquet Event Orders (BEOs) to all relevant operational departments; communicate real-time updates as changes occur.
Maintain the master club event calendar to optimize scheduling across clubhouse, golf, and racquet facilities.
Process event registrations, track member billing, and ensure accurate posting of charges post-event.
Log event expenses, monitor budgets, and prepare financial and attendance reports for management.
Maintain accurate files of all event documentation, contracts, permits, and vendor contact records.
Gather post-event feedback from members and leadership to continuously refine future programming.

Requirements

Bachelor's degree in Event Management, Hospitality, or a related field preferred.
2+ years in event planning and coordination, with a strong portfolio of successful events.
Exceptional communication and interpersonal skills.
Proficient in event planning software and tools.
Creative thinking and attention to detail.
Brings passion, energy, and a proactive attitude to interactions with members, clients, and staff.
Ability to work evenings and weekends, as required.
Must be at least 18 years old
High School Diploma or Equivalent
Ability to work nights, weekends and holidays as required
Regular and predictable attendance