Event Coordinator

Event Coordinator

The Sanctuary Golf & Social Club · Brentwood, TN

Reports to: General Manager · Full-time, salaried with performance bonus

THE PLACE

The Sanctuary Golf & Social Club is a private membership club in Brentwood, TN built around something most hospitality concepts struggle to create intentionally: genuine connection. Our space includes golf suites, private meeting rooms, a member lounge, and a full bar and dining program. Members don't drop in for an hour and leave, they spend their days here. They run meetings from the lounge, celebrate milestones in our private rooms, and treat The Sanctuary the way professionals once treated the best private clubs: as the place that holds their life together.

Events are where that connection gets celebrated. A member's birthday. A client dinner. A holiday gathering. A club social that turns strangers into regulars. These aren't transactions, they're the moments people remember and talk about for years. At The Sanctuary, the Event Coordinator is the person who makes those moments happen.

WHAT YOU'LL BE DOING

As Event Coordinator, you own the full arc of every event at The Sanctuary. This is from the first conversation with a member about what they're envisioning, through the proposal and booking process, all the way to the moment the last guest leaves and you're debriefing on what worked. You're part sales, part logistics, part host, and entirely accountable for how those events feel.

Your day-to-day:

• Manage all inbound event inquiries — respond quickly, listen well, and build the kind of trust that turns an inquiry into a booking
• Create compelling event proposals and close bookings for both private member events and club-hosted programming
• Develop and maintain the event calendar, ensuring the space is activated consistently and strategically
• Build detailed BEOs (Banquet Event Orders) that give the F&B, kitchen, and operations teams everything they need to execute without surprises
• Coordinate across departments — F&B, kitchen, and member services — so every event is supported by a team that knows exactly what's expected
• Lead event setup, execution, and breakdown — you're present, visible, and the point of contact from start to finish
• Conduct post-event reviews and bring what you learn back into the next one
• Track event performance and revenue, and use that data to identify what to do more of

What you are not responsible for:

Membership sales and golf suite operations have dedicated owners. Your lane is events — and within it, you have full ownership.

WHO YOU ARE

The right person for this role genuinely loves the moment an event comes together — not just the logistics of it, but the feeling in the room when it's working. You've planned events before, whether in a restaurant, hotel, private club, or similar environment, and you know that the difference between a good event and a great one is almost never the menu or the décor. It's the person who saw what the guest needed before they asked.

You're organized and detail-oriented without being rigid. You know how to hold a lot of moving pieces simultaneously, stay calm when something shifts last minute, and bring a team with you when you need backup. You're a natural communicator — equally comfortable building rapport with a member over the phone about their upcoming anniversary dinner and briefing the kitchen team on service timing an hour before doors open.

And you understand the business side. Events aren't just nice to have — they're a meaningful revenue channel for the club, and you take that seriously. You track your numbers, follow through on inquiries, and work to build a calendar that keeps the space activated and the membership engaged.

You bring:

• 2–5 years of event planning or coordination experience in a hospitality environment — restaurant private dining, hotel banquets, private clubs, or similar
• A track record of managing events end-to-end: inquiry through execution through follow-up
• Strong communication skills — you respond quickly, write clearly, and know how to make people feel taken care of
• Comfort with the business side: proposals, contracts, event revenue tracking
• The ability to stay calm and resourceful when plans change, because they always do
• Private club, resort, or membership-based experience is a meaningful plus — not a requirement

WHAT SUCCESS LOOKS LIKE

A year from now, the event calendar is full and consistently well-executed. Members who hosted their first event here are already booking the next one. The club is known among members as the go-to place for the moments that matter — not just as somewhere to grab lunch or play a round, but as the backdrop for the best gatherings in their year. That reputation doesn't build itself. You build it, one event at a time.

WHY THIS, WHY NOW

The Sanctuary is a proven concept with a deeply loyal membership — and ownership is now executing a major expansion into new markets. The people who come in at the flagship Brentwood location now will work directly alongside the ownership group, shape what The Sanctuary looks and feels like at scale, and have real room to grow as the organization does.

This isn't a large hospitality company with layers of corporate structure between you and the people making decisions. It's a small, committed ownership team that is present, engaged, and building something they believe in. If you want a role where your work is visible and your contribution is felt — this is it.

We're not looking for the most polished application. We're looking for the right person.

Benefits:

• Employee discount
• Paid time off

Experience:

• Event planning: 2 years (Required)

Ability to Commute:

• Brentwood, TN 37027 (Required)

Work Location: In person