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SUMMARY
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.

EMPLOYEE EXPERIENCE

Working at Tamarack is an incredibly rewarding and magical experience. Not only will you be working in a beautiful mountain environment, but you will also receive amazing employee perks like a season pass for you and your family, resort discounts, free childcare and more!

Tamarack Resort offers a comprehensive benefits package including free childcare, season passes, employee housing in our brand-new housing units, resort discounts, 401k, health, dental, vision, life insurance, and more! We are passionate about guest service and delivering memorable experiences to all who enjoy Tamarack.

Mountains, meadows and lakes are for everyone, and our resort community is no different. We are committed to promoting equality, diversity and inclusion in hiring, training, and career advancement. We celebrate and respect our diverse team members and guests.

ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned:

Event Conceptualization and Planning:

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.

Vendor and Resource Management:

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.

On-Site Execution and Staffing:

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.

Marketing and Promotion:

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.

Financial Oversight and Reporting:

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.

Safety, Compliance, and SOP Development:

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.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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, with experience in outdoor event logistics in varying weather conditions.

Familiarity with ski resort, golf, and club event management; golf experience preferred.