The Championship Special Events Leader oversees the planning, execution, and management of special events within the Championship Department, including but not limited to the PGA Championship, Senior PGA Championship, Women’s PGA Championship, Ryder Cup, and related Member and Amateur Tournaments. This role is responsible for all aspects of Special Events operations, including culinary and beverage services, hotel accommodations, scheduling, transportation, communications, and experiential elements such as audio-visual and décor.
The Leader will build, maintain, and expand relationships with internal and external stakeholders, including vendors, partners, host sites, sponsors and staff. The role is also responsible for negotiating competitive rates and ensuring the highest standards of service and experience for all events.
KEY RESPONSIBILITIES:
Special Event Food & Beverage (F&B) Management
Collaborate with chefs, caterers, and vendors to design custom menus for each event, ensuring alignment with event themes, guest preferences, and dietary restrictions.
Oversee menu tastings and approve final selections for all special events and hospitality areas.
Conduct on-site F&B quality checks during events to ensure presentation, temperature, and service standards are met.
Implement and monitor food safety and sanitation protocols in partnership with vendors.
Curate beverage offerings, including specialty cocktails, wine pairings, and non-alcoholic options tailored to each event.
Oversee compliance with alcohol service regulations and licensing.
Integrate sustainable practices in F&B, such as sourcing local ingredients, minimizing food waste, and using eco-friendly serviceware.
Serve as the primary liaison with host site and off-site venues for all F&B programs.
Manage and negotiate Clubhouse F&B programs, supporting Championship Directors in achieving financial goals.
Analyze surveys and client feedback to ensure continuous improvement in menu offerings and guest satisfaction.
Identify trends in the premium sports F&B sector to enhance PGA positioning and guest experience.
PGA Hospitality F&B & VIP Experience
Design and execute elevated F&B experiences for VIP, sponsor, and corporate hospitality areas, including private dining, chef’s tables, and interactive food stations.
Develop and enforce hospitality service standards, including staff training on guest interaction and service excellence.
Support the development and implementation of a world-class corporate hospitality service program.
Decor, Florals, and Event Design
Develop event design concepts, including color schemes, table settings, and overall ambiance, in collaboration with creative services and decor vendors.
Oversee the selection, procurement, and installation of all decor elements, including linens, furniture, signage, and lighting.
Source and manage floral vendors, approve floral designs, and ensure timely delivery and setup of arrangements for all special events.
Ensure florals align with event themes and branding.
Ensure all decor and florals reflect PGA branding and event objectives.
Act as PGA of America liaison for interior décor in all sponsored areas, suggesting floor plans and design schemes.
Event Communications & Guest Experience
Develop and execute comprehensive communications plans for each event, including pre-event, on-site, and post-event messaging.
Coordinate with internal and external stakeholders to ensure timely dissemination of event information, schedules, and updates.
Oversee the creation and distribution of invitations, RSVP management, guest lists, and event reminders.
Manage on-site guest communications, including signage, wayfinding, and digital communications (e.g., event apps, SMS alerts).
Prepare and implement communication protocols for event changes, emergencies, or disruptions.
Supervise overall guest communication and invitation process.
Organize associated programs such as spouse events, audio-visual, and transportation logistics.
Vendor & Stakeholder Management
Identify, vet, and contract with F&B, decor, floral, and AV vendors.
Conduct regular vendor performance reviews and maintain preferred vendor lists.
Build and maintain relationships with vendors, partners, sponsors, and corporate clients.
Negotiate competitive rates and agreements on behalf of the Association.
Collaborate on strategic initiatives to close new business and entertain clients through PGA venues.
Event Logistics & Operations
Oversee all aspects of event setup and breakdown, ensuring timelines and quality standards are met.
Develop and manage detailed event timelines, production schedules, and run-of-show documents for all special events.
Provide internal and external planning communications, including event schedules.
Organize and elevate all special events with signature Five Star elements, ensuring compliance with PGA licensing and branding guidelines.
Lead site visits and provide recommendations for venues, hotels, and market sites.
Elevate Championship-related ancillary events best representing the PGA brand, including Media Days, Site Announcements, Champion and Captain’s Dinners, Menu tastings, etc.
Financial Oversight & Reporting
Develop detailed budgets for F&B, decor, florals, and communications; track expenses and reconcile invoices post-event.
Develop and manage event budgets, forecasts, and guarantees in collaboration with Championship Directors.
Design and implement financial reporting structures for real-time updates on sales and expenses.
Review sales and guest count forecasts, recommending strategies to control costs and maximize revenue.
Ensure all financial goals and priorities are aligned with PGA strategies and objectives.
Hotel Procurement & Block Management
Develop and issue RFPs for hotel partners; negotiate contracts to secure best rates, concessions, and amenities.
Oversee relationships with third-party hotel procurement affiliates, leading staff in the execution and management of hotel processes and communications.
Develop and implement room block strategies to minimize attrition and maximize value for the PGA and its guests.
Monitor room pickup and adjust blocks as needed to avoid attrition penalties.
Communicate regularly with hotels and internal stakeholders regarding block status and deadlines.
Oversee the guest booking process, ensuring clear communication of hotel options, amenities, and booking instructions.
Address and resolve guest issues related to accommodations.
Team Leadership & Development
Supervise, mentor, and evaluate two direct reports who assist in the execution of all Special Events, ensuring seamless collaboration and departmental cohesion.
Delegate tasks, set clear expectations, and provide ongoing feedback and professional development opportunities for direct reports.
Foster a collaborative team environment that supports the successful delivery of all special events.
Lead, coach, and foster a positive work environment for full-time and part-time event staff.
Provide training and support to ensure exceptional guest experiences.
Teach staff to anticipate, identify, and resolve issues that may affect the guest experience.
Strategic Initiatives & Continuous Improvement
Develop long-term departmental goals to offset major event expenses and benefit the PGA.
Support the creation and execution of the Championship Concierge Five Star Program to enhance the player and VIP guest experience.
Assist with events for PGA REACH and Membership/Governance departments as part of the Special Events Cohort.
Conduct post-event debriefs with vendors and staff to evaluate successes and areas for improvement.
Collect and analyze guest feedback to inform future event planning.
Maintain detailed records of event specifications, vendor agreements, and budgets for future reference and audit purposes.
Ensure all events comply with local, state, and federal regulations, including health, safety, and accessibility standards.
SHARED VALUES:
Embody the organization's shared values and help ensure the organization's values-based culture thrives by proactively identifying and addressing any shared values challenges and opportunities impacting you and your team. Keep Leadership aware of the pulse of the workforce; recognizing, discussing, and addressing any cultural concerns.
INCLUSION STATEMENT:
Contribute to a respectful and inclusive team environment by welcoming and respecting others’ beliefs, backgrounds, identities, abilities, and individuality to help ensure a supportive and engaging experience for Association Members, partners, customers, and guests. PGA of America respects the uniqueness of each employee and offers everyone the means to find their place and thrive.
SUPERVISORY RESPONSIBILITY:
This is a supervisory position responsible for the performance management and hiring of employees within the department.
FINANCIAL RESPONSIBILITY:
Assist with the development and execution of the annual budget for each Championship.
EDUCATION AND EXPERIENCE:
Bachelor’s degree (B.A.) or equivalent from an accredited college or university an equivalent combination of education, training, and experience.
Five years related experience or equivalent combination of education and experience.
Two years team management experience.
Travel and hospitality experience required
Golf knowledge is a plus.
SKILLS, KNOWLEDGE AND ABILITIES:
Must have thorough knowledge of administrative principles and procedures with the ability to work on various projects and programs as assigned. A knowledge of organization functions of a business operation. Skills in planning and organizing. Ability to understand legal and contractual terminology as it pertains to event contracting. Working knowledge of Gmail, Google Drive, Google Sheets, and Google Docs. Basic fluency in artificial intelligence (AI) tools and concepts. This includes using AI to enhance business operations and drive innovation, enabling us to better serve our Members and stakeholders.
Leadership: Ability to lead and influence across the organization while successfully cultivating cross-functional teamwork.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
Ability to travel approximately 20%, including overnight travel for up to two weeks on-site each year at assigned events.
This position is not eligible for immigration sponsorship.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
PGA does not discriminate on the basis of race, color, creed, religion, gender, age, disability, sexual orientation, national origin, citizenship, veteran status, gender identity or expression, marital or familial status, genetic information or any other characteristic protected by federal, state or local law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every staff member employed by the PGA shall be selected under fair employment procedures that provide equal employment opportunities to all people. DFWP.
