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
  • 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
  • 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
  • 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
  • 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
  • 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 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 professional manner
  • Conduct post-event follow-up meetings to gather feedback and identify areas for improvement
  • Maintain detailed client preference records to enhance future event personalization
  • Handle complaints and concerns professionally and efficiently
• Vendor Management & External Relations
  • Manage relationships with external vendors including decorators, florists, entertainment providers, and other service professionals
  • Negotiate contracts and oversee vendor performance to ensure quality service delivery
  • Maintain an approved vendor list and regularly evaluate vendor performance
  • Coordinate vendor load-in and load-out procedures in collaboration with the Facilities Department to minimize disruption to club operations
• Administrative Management & Compliance
  • Maintain comprehensive records in JAM system and generate management reports on sales performance and event metrics
  • Ensure all documentation and record-keeping meets club standards
  • Manage event contracts, permits, insurance documentation, and billing processes
  • Ensure all events comply with health department regulations, fire safety codes, and liability insurance requirements
  • Conduct regular facility inspections and implement food safety protocols
  • Coordinate with security and facility management for event safety and logistics

Qualifications & Requirements

Essential Qualifications

• Professional Experience:
  • 5-7 years of professional event management experience with demonstrated results in hospitality, private clubs, or similar venues
  • Proven experience managing diverse event types including corporate meetings, celebrations of life, social gatherings, private functions, and large sporting events
  • Strong budget management and financial reporting experience with consistent delivery of key metrics
  • Demonstrated experience generating leads and developing new business opportunities
• Professional Skills:
  • Strong written and oral communication skills
  • Proven ability to implement effective solutions and adapt to changing requirements
  • Strong collaborative approach with ability to work cross-functionally
  • Commitment to exceeding client and member expectations
  • Ability to design programming that serves diverse member demographics
• Technical Requirements:
  • Proficiency in event management software, point-of-sale systems, and inventory management
  • Comprehensive understanding of food and beverage operations, menu planning, and cost control
  • Experience with contract negotiation and vendor management
  • Intermediate to advanced level of skill for Microsoft applications
  • Level C First Aid Certification
  • Ability to work flexible hours including evenings, weekends, and holidays as required
  • Physical ability to stand for extended periods and lift up to 50 pounds

Preferred Qualifications

• Educational Background:
  • Post-secondary education in Hospitality Management, Event Management, Business Administration, or related field
  • Professional event management certifications (CMP, CSEP, or similar)
• Specialized Experience:
  • Private club or hospitality experience with member engagement focus
  • Corporate event planning and memorial/celebration services experience
  • Experience with audiovisual equipment and technology integration
  • Experience working in a unionized workplace environment
  • Bilingual capabilities (English and French) preferred in Vancouver market

Compensation & Benefits

• Competitive salary commensurate with experience and qualifications – wage range from $65,000.00 to $80,000.00 per annum
• Comprehensive benefits package
• Professional development opportunities and industry conference attendance
• Opportunity to lead event operations in an established private club environment
• Career advancement potential within our organization

Application Process

Application Requirements: Interested candidates should submit their resume and cover letter detailing their relevant experience and commitment to professional hospitality service.

Application Deadline: July 31, 2025

Vancouver Lawn Tennis and Badminton Club is committed to providing equal employment opportunities and welcomes applications from all qualified candidates.

Vancouver Lawn Tennis and Badminton Club
Where Excellence Meets Tradition

Important that all applicants applying already hold valid work authorization for Canada or are legally entitled to work in Canada. We wish to thank everyone who applies but only those shortlisted will be contacted.