Private Event Coordinator

Job Description:

Private Event Coordinator

Private Events Systems & Execution Leader

Idle Hour Country Club — Lexington, Kentucky

Reports to: Club Operations Coordinator, Service Director

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 eventsBuild trusted relationships with members through clear guidance, thoughtful planning, and consistent follow-throughProactively manage expectations while protecting the Club’s standards, systems, and operational realitiesEnsure 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 responseLead structured intake conversations to capture:Event purpose and toneGuest count expectations and flexibilityMenu and beverage preferencesBudget considerations / Proforma / Event P&LTimeline sensitivities and special requestsCreate, 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 complexityPartner with F&B leadership to balance:Member experienceOperational flowStaff earning opportunityAdjust 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 breakdownServe as the event lead or coordinate closely with the designated event captain/managerEnsure event timelines, service flow, cleanliness, and presentation standards are upheldProactively 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 expectationsEnsure clear communication to service staff to prevent unauthorized product useOversee consumption tracking and event-related billing accuracyReview 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 verificationGratuity accuracyInternal notes and feedbackMember follow-up as appropriateIdentify lessons learned and contribute to the refinement of private event systems and SOPsSupport 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 reactionDetail-oriented without losing sight of the guest experienceCalm, confident, and decisive under pressureComfortable leading through influence rather than titleEnergized by ownership, accountability, and continuous improvementMotivated by building consistency—not chasing praise

Qualifications —

Prior experience in private events, hospitality operations, or food & beverage leadershipDemonstrated success coordinating complex events with multiple stakeholdersStrong organizational, documentation, and follow-through skillsExcellent interpersonal and communication skillsAbility to work flexible hours, including evenings and weekends as requiredExperience in a private club environment preferredFamiliarity with Jonas or similar event/POS systems a plus

Compensation & Benefits —

Competitive compensation commensurate with experienceEligibility for performance-based incentivesFull benefits package, including health, dental, vision, and 401(k)Professional development and continuing education support

To Apply —

Interested candidates should submit a résumé and brief cover letter to:

Chris Kennedy, CCM

General Manager / COO

[email protected]