Private Event Coordinator

Job Description:

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
• Lead structured intake conversations to capture:
• 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 —

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

Chris Kennedy, CCM

General Manager / COO

ckennedy@idlehour.cc