---
title: "Private club: centralized in 2 days | Tuxedo Society case study"
url: https://warrenperez.com/en/case-studies/tuxedo-society/
description: "The whole club centralized in two days, every event’s margin visible: how Tuxedo Society, a private club creating bespoke experiences in Europe, built one hub."
language: en
---
Luxury private club

# Luxury private club: the whole club centralized in 2 days, and the margin of every event visible

Tuxedo Society is a highly selective private club that designs high-end, bespoke experiences across Europe for an international community of creators, entrepreneurs and investors. In a two-day sprint, I brought the entire club, and the running of its exceptional events, together in [a single Notion command center](https://warrenperez.com/en/notion-consultant/).

- 10 people
- Europe
- Events · concierge · partnerships

## 1 · Context

Tuxedo Society designs high-end, bespoke experiences across Europe for an international community of creators, entrepreneurs, investors and cultural figures.

Its offering combines exclusive events, private dinners, multi-day trips, concierge services and community building. Each event, conceived with the codes of ultra-luxury, involves many vendors and contacts, and a host of operations to orchestrate flawlessly. First run by its founders, the club grew quickly, and its internal structure became a condition of its growth.

The goal was to build an operational foundation able to support premium experiences, without diluting the curation, discretion and quality that define the club.

## 2 · Challenge

The brief at a glance

- Create a source of truth for the whole club
- Orchestrate every event and its vendors
- Structure the member experience
- Make the margin of every event visible
- Give the founders a view by department
- Design a simple system for a creative team

Information was scattered across Google Drive, Excel files, personal note-taking apps and WhatsApp. No source of truth made it possible to manage operations, members, events and partners consistently.

Member tracking remained largely manual, from attendance history to preferences, allergies and ID documents, and the tracking of partners and sponsors lacked structure. The founders had no cross-functional view of each department’s roadmap: Marketing, Events, Sales and Concierge.

Finally, the system had to suit a highly creative team with little appetite for tools: too technical or too rigid, it would have been rejected.

## 3 · Roadmap

1. 1 Interviews by departmentAn analysis of each department’s workflows and their main operational friction points.
2. 2 Target architectureThe information architecture designed in Miro, connecting Events, the B2B CRM, tasks and internal projects.
3. 3 Two-day sprintAn intensive rollout of the Notion workspace: Business plan, Notion AI enabled, structured teamspaces.
4. 4 Business hubsA dedicated space for each function: Events, Concierge, Partnerships and Marketing.
5. 5 Event managementEvery event run in Notion, from concept to the day itself: vendors, contacts, operations, budget and logistics brought together in one place and followed by the whole team.
6. 6 CentralizationCRM, budget tracking, legal documents, HR resources and operational planning brought together in one place.
7. 7 Custom dashboardsEach team member sees their own priorities, while the founders keep an overview.
8. 8 AdoptionTeam onboarding and video tutorials, for a system that runs on its own over time.

## 4 · The transformation

Before

- Information scattered across Drive, Excel, personal notes and WhatsApp.
- Exceptional events coordinated from messaging app to spreadsheet, one vendor at a time.
- No source of truth for members, events and partners.
- Largely manual member tracking.
- Partnerships and sponsors tracked without structure.
- No cross-functional view for the founders on the activity of each department.

After

- The whole club centralized in a single command center, deployed in a two-day sprint.
- Exceptional events managed in Notion: vendors, contacts and operations centralized, for smooth execution.
- Expenses, revenue and margin brought together for every event.
- A member CRM: attendance history, preferences, allergies, legal documents.
- Founders who follow every department without having to chase anyone.
- Notion AI serving the club’s memory: venues, partners, members, brand resources.

> It’s incredible! It’s exactly what I had in mind.

## Let’s talk about your project.

Tell me a little about what you’re working on. I’ll get back to you personally to discuss the next steps.

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