Event Coordinator

**About the Toronto Cricket Skating and Curling Club**: As a family-oriented private Club, our mission is to be a Great Club for our members by delivering exceptional experiences, inspired by our warm and welcoming culture. Our vision is to be the private athletic and social club of choice in Toronto. We value Sportsmanship and Camaraderie, Heritage and Respect, Excellence and Innovation, Wellness and Fun. Located in North Toronto, the Club consists of more than 4,000 members, with a strong presence in the local social and sporting community.
Purpose
The Event Coordinator is responsible for the planning, coordination, and execution of banquet and catering services at the Club, ensuring member satisfaction, serving as a key liaison between departments, members, and vendors, and driving revenue growth through effective service delivery and upselling opportunities.
Key Responsibilities
Event Planning, Coordination & Execution
- Coordinate full-cycle event logistics from initial inquiry through post-event follow-up.
- Meet with members and guests to determine event requirements and finalize details.
- Collaborate with related departments and external vendors to arrange and confirm all event logistics in alignment with BEOs, including menus, pricing, room booking and setup, A/V equipment, and site inspections.
- Negotiate food and beverage pricing, room rentals, and Club services to maximize revenue, while ensuring alignment with booking parameters.
- Oversee service staff during events, ensuring proper execution and presentation standards.
- Coordinate with all contributing departments to maintain efficient and high-quality delivery.
- Address service issues or member concerns, escalating to supervisors when necessary.
- Lead daily briefings on Banquet Event Orders (BEOs) and participate in weekly BEO meetings; manage change log updates.
- Develop and manage floor plans for optimal event setup and flow.
- Submit accurate proposals and contracts, and process advanced deposits as required.
- Assist with the preparation of event staff work schedules.

Sales & Member Service
- Maintain consistent contact with members and guests before, during, and after events to ensure member satisfaction and repeat business.
- Conduct personalized member check-ins and post-event follow-up.
- Identify upselling opportunities for food and beverage, room rentals, additional services, and future business.
- Contribute to achieving departmental sales targets and revenue goals.
- Conduct self in alignment with the Well Played service model (Prompt, Personalized, Polite) to support member services and respect in the workplace.

Administrative
- Organize and distribute event-related internal communications including memos and updates.
- Prepare and process final billing for members or external accounts following event completion.
- Maintain detailed records of all events for future reference and repeat business.
- Assist with menu formatting and POS/catering system updates.
- Works in compliance with Occupational Health & Safety Act (OHSA) and any safety policies and procedures set out by the Club.

**Qualifications**:
**Education/Certification**:

- Post-secondary education in Hospitality, Event Management, or a related field
- Smart Serve certification required; Food Handler’s certification an asset
- Standard First Aid and CPR/AED certification an asset

**Experience**:

- A minimum of three (3) years’ relevant experience in a comparable role, preferably in a hotel, private social club, or related hospitality setting
- Proven sales performance experience, meeting and exceeding sales revenue goals

**Skills and Knowledge**:

- Working level proficiency in Microsoft 365 and POS systems required
- Working knowledge of accounting procedures and principles, and records management
- Knowledge of AGCO liquor laws required
- High level knowledge on weddings and other high-end events, wine pairings, and menu planning
- Basic skills in Dreamweaver or similar software
- High proficiency in communication, interpersonal relations, and presentation
- Proven demonstration of exceptional member service and conflict resolution skills