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Key Responsibilities and Required Skills for Golf Event Coordinator

💰 Varies by location, experience, and employer type (e.g., private club, resort, corporation).

EventsHospitalitySports ManagementCoordination

🎯 Role Definition

The Golf Event Coordinator is the central orchestrator for all golf-related events, tournaments, and outings. This individual acts as the primary point of contact for clients, members, and corporate partners, transforming their vision into a flawlessly executed reality on the course and within the clubhouse. More than just a planner, the Golf Event Coordinator is a hospitality-driven professional who manages every detail, from initial inquiry and contract negotiation to on-site logistics and post-event follow-up. This role is pivotal in driving event revenue, enhancing the guest experience, and upholding the prestigious reputation of the facility. Success in this position requires a unique blend of meticulous organization, proactive problem-solving, and a genuine passion for both golf and exceptional service.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Assistant Event Coordinator or Event Intern
  • Hospitality or F&B Coordinator
  • Golf Pro Shop Assistant or Professional

Advancement To:

  • Director of Golf Events / Tournament Director
  • Senior Event Manager
  • Director of Catering & Events

Lateral Moves:

  • Corporate Event Planner
  • Resort or Hotel Sales Manager
  • Member Relations Manager

Core Responsibilities

Primary Functions

  • Spearhead the comprehensive planning and execution of all member, corporate, and charity golf tournaments and outings, ensuring a premium guest experience from arrival to departure.
  • Serve as the principal liaison for event clients, conducting initial site tours, gathering detailed event requirements, and maintaining proactive communication throughout the entire planning process.
  • Develop highly detailed and customized event proposals, banquet event orders (BEOs), and contracts that accurately reflect client needs and facility capabilities.
  • Meticulously coordinate all logistical elements for events, including tournament format, scoring, on-course contests, tee prize selection, and awards ceremony setup.
  • Collaborate closely with the Head Golf Professional and course maintenance staff to schedule events, manage pace of play, and ensure pristine course conditions.
  • Manage all food and beverage requirements for events, working with the culinary and banquet teams to design menus, coordinate service times, and ensure seamless execution.
  • Create and manage detailed event budgets, actively tracking expenses and revenues to maximize profitability while delivering exceptional value to the client.
  • Source, negotiate with, and manage relationships with external vendors, including photographers, entertainers, rental companies, and specialty service providers.
  • Direct all on-site event operations on the day of the event, serving as the visible point person for the client, guests, and internal staff to resolve issues in real-time.
  • Oversee the recruitment, training, and scheduling of event-specific staff, ensuring they are fully briefed on their roles and responsibilities to deliver superior service.
  • Develop comprehensive event timelines and production schedules, distributing them to all relevant internal departments to ensure synchronized and efficient execution.
  • Coordinate the design, ordering, and distribution of all event-related signage, marketing collateral, and customized merchandise.
  • Manage event registration processes, whether online or manual, and prepare all necessary materials such as cart signs, scorecards, rule sheets, and pairings.
  • Conduct post-event evaluations, gathering feedback from clients and internal teams to identify successes and areas for improvement for future events.
  • Process all event-related billing and invoices in a timely and accurate manner, ensuring final charges align with the signed contract and client expectations.
  • Maintain a deep understanding of golf rules, etiquette, and various tournament formats (e.g., Scramble, Best Ball, Shamble) to effectively advise clients and manage play.

Secondary Functions

  • Actively participate in sales and marketing initiatives to attract new golf outing business, including attending networking events and conducting outreach to local corporations and charities.
  • Maintain and update the club's event management software and CRM database with accurate client information, event details, and historical data.
  • Generate and analyze post-event reports, tracking key performance indicators such as revenue, guest satisfaction, and participation rates to inform future event strategies.
  • Assist the Director of Golf or General Manager in developing the annual calendar of golf events and related budgetary forecasts.
  • Stay current with industry trends in event management, golf technology, and hospitality to continuously innovate and enhance the club's event offerings.

Required Skills & Competencies

Hard Skills (Technical)

  • Event Management Software: Proficiency in platforms like Tripleseat, Clubessential, Jonas, or ForeTees for booking, planning, and BEO creation.
  • Budgeting & Financial Acumen: Strong ability to create, manage, and reconcile event budgets using software like Microsoft Excel.
  • Contract Negotiation: Skill in negotiating terms with both clients and third-party vendors to secure favorable agreements.
  • Golf Tournament Operations: Solid working knowledge of golf tournament software (e.g., Golf Genius), formats, scoring, and handicapping systems.
  • Vendor Management: Experience in sourcing, vetting, and managing a wide range of event service providers.
  • Sales & CRM: Familiarity with CRM software for tracking leads, managing client relationships, and reporting on sales pipelines.

Soft Skills

  • Exceptional Communication: The ability to communicate clearly, professionally, and empathetically with clients, team members, and management, both verbally and in writing.
  • Meticulous Attention to Detail: An obsession with getting every detail right, from the spelling of a name on a cart sign to the timing of a meal service.
  • Grace Under Pressure: The capacity to remain calm, think clearly, and make effective decisions in a fast-paced, high-pressure live event environment.
  • Proactive Problem-Solving: An instinct for anticipating potential issues before they arise and developing creative, effective solutions on the fly.
  • Client-Centric Mindset: A genuine desire to exceed client expectations and create memorable, positive experiences for every guest.
  • Superior Organizational & Time Management: The ability to manage multiple complex projects simultaneously, prioritize tasks effectively, and meet all deadlines.
  • Collaborative Team Player: A natural ability to work effectively across various departments (Golf Ops, F&B, Agronomy, etc.) to achieve a common goal.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent is required, often supplemented by significant, direct experience in the field.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Hospitality Management
  • Business Administration
  • Sports Management
  • Marketing or Communications

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in event planning and coordination.

Preferred: Experience in a similar role at a private golf club, high-end resort, or upscale hospitality venue is highly desirable. Hands-on experience with golf-specific events is a significant asset.

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