Private Event Coordinator

Private Event Coordinator

Private Events Systems & Execution Leader

Idle Hour Country Club — Lexington, Kentucky

Reports to: Clubhouse Manager

Works closely with: General Manager / COO, F&B Service Director, Executive Chef, Accounting & FOH Leadership

About Idle Hour —

Founded in 1946, Idle Hour Country Club is a private, member-owned club defined by tradition, hospitality, and multi-generational community. As the Club undergoes a significant clubhouse and kitchen renovation, we are investing in the systems, standards, and leadership required to deliver exceptional member experiences—without reliance on heroics or last-minute fixes.

Private events are a meaningful extension of how members live, celebrate, and connect at Idle Hour. This role exists to bring clarity, consistency, and ownership to that experience.

Position Overview —

The Private Event Coordinator is the single point of ownership for member-sponsored private events at Idle Hour Country Club.

This role is responsible for the complete private event lifecycle —from first inquiry through post-event closeout—ensuring events are thoughtfully planned, clearly documented, properly staffed, professionally executed, and accurately billed.

This is not a passive coordination role. It is an ownership, systems, and execution leadership role .

The Private Event Coordinator removes friction from the operation by anticipating needs, documenting details, leading on the floor, and ensuring that mistakes never reach the member.

Core Responsibilities —

Private Event Ownership & Member Experience

• Serve as the primary point of accountability for all assigned private, member-sponsored events
• Build trusted relationships with members through clear guidance, thoughtful planning, and consistent follow-through
• Proactively manage expectations while protecting the Club’s standards, systems, and operational realities
• Ensure each event reflects Idle Hour’s culture, hospitality standards, and attention to detail

Event Intake, Planning & Documentation

• Manage all private event inquiries with timely, professional response
• Event purpose and tone
• Guest count expectations and flexibility
• Menu and beverage preferences
• Budget considerations / Proforma / Event P&L
• Timeline sensitivities and special requests
• Create, maintain, and distribute accurate Banquet Event Orders (BEOs)
• Ensure all details are clearly documented, internally aligned, and confirmed with the member

Staffing & Resource Architecture

• Design appropriate staffing plans based on guest count, service style, and event complexity
• Partner with F&B leadership to balance:
• Member experience
• Operational flow
• Staff earning opportunity
• Adjust staffing models as needed while maintaining service standards and efficiency

Event Execution & On-the-Floor Leadership

• Maintain strong on-site presence during setup, execution, and breakdown
• Serve as the event lead or coordinate closely with the designated event captain/manager
• Ensure event timelines, service flow, cleanliness, and presentation standards are upheld
• Proactively address issues in real time before they escalate or reach the member

Bar Control & Billing Discipline

• Define and document bar parameters for each event, including product limits and service expectations
• Ensure clear communication to service staff to prevent unauthorized product use
• Oversee consumption tracking and event-related billing accuracy
• Review charges prior to posting and address billing questions promptly and professionally

Post-Event Closeout & Continuous Improvement

• Complete post-event closeout for every private event, including:
• Billing verification
• Gratuity accuracy
• Internal notes and feedback
• Member follow-up as appropriate
• Identify lessons learned and contribute to the refinement of private event systems and SOPs
• Support the ongoing development of standardized private event processes during and after renovation

Success Profile —

The ideal candidate is:

• A systems thinker who values preparation over reaction
• Detail-oriented without losing sight of the guest experience
• Calm, confident, and decisive under pressure
• Comfortable leading through influence rather than title
• Energized by ownership, accountability, and continuous improvement
• Motivated by building consistency—not chasing praise

Qualifications —

• Prior experience in private events, hospitality operations, or food & beverage leadership
• Demonstrated success coordinating complex events with multiple stakeholders
• Strong organizational, documentation, and follow-through skills
• Excellent interpersonal and communication skills
• Ability to work flexible hours, including evenings and weekends as required
• Experience in a private club environment preferred
• Familiarity with Jonas or similar event/POS systems a plus

Compensation & Benefits —

• Competitive compensation commensurate with experience
• Eligibility for performance-based incentives
• Full benefits package, including health, dental, vision, and 401(k)
• Professional development and continuing education support

To Apply —

Chris Kennedy, CCM

General Manager / COO

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