Club Event Coordinator

Tamarack Resort•Donnelly, ID

4d•Onsite

About The Position

The Club Event Coordinator is responsible for the planning, coordination, and execution of a diverse calendar of events at a year-round club within a resort setting in line with the strategic direction provided by the Director of Marketing and the Club Director. This role involves developing event concepts that engage club members, managing logistics, coordinating with departments, and ensuring events meet budgetary and experiential goals. The Club Event Coordinator will oversee vendor relations, handle on-site event management, and work closely with the Marketing team to promote events via newsletters and social media. Additionally, this role requires financial oversight, adherence to safety protocols, and a strong focus on member satisfaction.

Requirements

Strong organizational skills and the ability to manage multiple events and timelines concurrently.
Excellent communication and interpersonal skills to work with members, staff, vendors, and various departments.
Creativity in developing unique, engaging event concepts tailored to club members.
Proficiency in budget management, financial analysis, and event planning software (Microsoft Office Suite).
Experience with digital marketing and familiarity with social media platforms for event promotion.
Flexibility to work weekends, evenings, and holidays.
Experience in outdoor event logistics in varying weather conditions.
Familiarity with ski resort, golf, and club event management.

Nice To Haves

Golf experience preferred.

Responsibilities

Develop a balanced event calendar tailored to club member interests, including family, adult, dining, recreational, and major seasonal events.
Work with the Club Director to secure budget approval and align events with club objectives.
Collaborate with departments like golf, mountain operations, and food & beverage to coordinate logistics.
Create detailed timelines, budgets, and operational plans.
Conduct impact analysis on events to ensure financial and experiential value for club members.
Lead quarterly club events planning sessions to confirm and schedule seasonal events, with specific deadlines for each quarter: February 15th – Summer events (June–Labor Day), May 15th – Fall events (September–November), August 15th – Winter events (December–February), November 15th – Spring events (March–May).
Secure necessary permits and licenses for events.
Source and negotiate contracts with vendors, including caterers, entertainment providers, event rentals, and transportation services.
Maintain strong vendor relationships and manage vendor payments.
Ensure timely ordering of supplies (at least 60 days before events) and quality standards.
Oversee event setup, breakdown, and ensure compliance with safety protocols.
Schedule appropriate staff coverage, ensuring at least two staff members are present at each event, and clearly define roles.
Attend events to oversee operations, address issues in real-time, and ensure member satisfaction; if unavailable, coordinate management presence.
Participate in weekly BEO and Marketing meetings to confirm event logistics and coordinate support needs.
Collaborate with the Marketing team to create promotional strategies, event descriptions, and materials to engage club members.
Document and update event details in shared documents, ensuring consistent and accessible event information for staff.
Manage promotion of club events via club newsletters and member’s portal, in alignment with the Club’s branding and Marketing strategies.
Track event expenses and revenue, ensuring adherence to budget; communicate adjustments as necessary.
Collect member feedback post-event and report on performance metrics to highlight successes and areas for improvement.
Represent the Club in resort-wide meetings, providing updates on club events and communicating relevant resort events to Club staff.
Establish standard operating procedures (SOPs) for event staff to clarify pre-, during-, and post-event expectations.
Ensure compliance with safety regulations and emergency procedures, particularly for outdoor and large-scale events.