Events & Experience Manager

The Vancouver Lawn Tennis & Badminton Club (“the Club”) is the city’s premier racquets, fitness, and social Club. Located just a few minutes from downtown, the Club offers exceptional tennis, badminton, squash, fitness and aquatics programming for over 4,000 members, along with a variety of social events with upscale-casual dining in 3 restaurants.

**Position Overview**

The Vancouver Lawn Tennis and Badminton Club seeks an experienced Events & Experience Manager to lead our established $600K events division. Reporting directly to the Food & Beverage Director, you'll oversee 20% of our F&B revenue while maintaining the high standards of hospitality excellence that our members expect.

The Events and Experience Manager serves as a key role dedicated to ensuring club members receive professional service and enjoy memorable event and social experiences. You'll coordinate every aspect of event planning, administration, service delivery, and team leadership while implementing sound business practices that support our club's reputation as a respected private club destination.

**KEY

**RESPONSIBILITIES**:
**STRATEGIC PLANNING & PROGRAM DEVELOPMENT**:
**Lead Event Programming and Member Engagement**:

- Develop comprehensive event concepts and programming that align with member interests and club objectives
- Research industry trends and implement appropriate practices to enhance member experience and community engagement
- Collaborate with Communications and Marketing to develop promotional materials and event announcements to keep members informed about upcoming activities and offerings
- Create diverse programming that serves athletics enthusiasts, families, and elder members effectively

**EVENT MANAGEMENT & OPERATIONS**:
**Coordinate Comprehensive Event Planning**
- Manage all aspects of event planning from initial inquiry to completion, including corporate meetings, celebrations of life, social gatherings, private functions, marquee events, and large scale events
- Develop event concepts, coordinate menu development, manage setup designs, and ensure proper execution within established budgets
- Oversee floor plans, AV coordination, F&B operations, staffing allocation, and décor management while maintaining strict budget adherence
- Conduct site inspections, create detailed Banquet Event Orders (BEOs), coordinate pre-event meetings, and oversee setup, service, and breakdown phases
- Maintain detailed event timelines and production schedules for all functions

**FINANCIAL MANAGEMENT & REPORTING**:
**Oversee Budget Management and Revenue Operations**
- Monitor and control costs while identifying revenue opportunities within the $600K events division
- Develop and maintain pricing structures for various event packages and services
- Track and analyze profit margins for different event types to optimize pricing strategies
- Provide consistent financial reporting and key performance metrics to management
- Process all necessary paperwork, invoices, and payments accurately and promptly

**ASSET MANAGEMENT & INVENTORY CONTROL**:
**Maintain Equipment and Facility Resources**
- Oversee comprehensive management of event equipment, décor inventory, china, glassware, and specialty items
- Maintain inventory tracking systems and conduct regular audits of equipment
- Coordinate equipment repairs, replacements, and procurement as needed
- Develop efficient systems for equipment setup, breakdown, and storage optimization

**TEAM LEADERSHIP & DEPARTMENTAL COORDINATION**:
**Manage Staff and Cross-Functional Collaboration**
- Lead and manage a dedicated event service team, providing training and development opportunities
- Collaborate with F&B leadership, Facilities Department, Athletics Department, and all club departments to ensure coordinated service delivery that supports the club's overall mission and goals as aligned with the Strategic Plan
- Work closely with Athletics Department for member-driven sporting events and tournaments
- Work closely with the F&B Committee and Social Committee, volunteer member groups, to develop programming and events that reflect member interests and club objectives
- Ensure Food & Beverage department standards are upheld in collaboration with the Director of Food & Beverage
- Coordinate with kitchen management for menu development and beverage operations for service standards
- Create and maintain standard operating procedures for event service delivery
- Conduct regular team meetings and provide performance management for event staff

**MEMBER RELATIONS & HOSPITALITY EXCELLENCE**:
**Build and Maintain Professional Relationships**
- Build and maintain strong relationships with club members, management and staff through attentive communication, responsiveness, and personalized service, aiming to exceed their expectations
- Serve as the primary point of contact for event organizers and members throughout all phases of event planning and execution
- Respond to all inquiries in a timely and pro