Events & Show Coordinator (Internship) in London

The Whisky Exchange is a world-leading specialist online retailer for whisky and fine and rare spirits. We have three shops in central London, a range of flagship shows and events, and an award-winning curated selection of Old & Rare, own-label and exclusive whiskies and spirits. We have an on-trade team supplying the best bars, restaurants, hotels and luxury retailers in the UK (The Whisky Exchange Trade), and a specialist auction platform (Whisky.Auction). Together as One Team we serve a global community of whisky drinkers, fuelled by an enthusiasm for discovering and collecting.

We are looking for an Events & Show Coordinator to join our Events team on a 12-month internship. In this role you will learn the ropes of what it takes to run our world-class events. You will support in the organising and successful delivery of shows and events for The Whisky Exchange. Our events and shows include Whisky Show, Rum Show, Cognac Show, and Tequila & Mezcal show - to name a few! The role is hybrid.

You will support the team to manage exhibitor and supplier relationships for relevant shows, coordinate logistics, and ensure full compliance with health and safety requirements. You will help to organise event documentation, equipment, and signage, while acting as a key onsite liaison throughout build, live days, and breakdown. The role also supports financial tracking and reporting, maintaining up-to-date records and managing exhibitor invoicing before and after each show.

Your day-to-day responsibilities could include:

• Exhibitor liaison: Be the day-to-day contact for exhibitors and deal with show related enquiries. Distribute and collate exhibition documents and forms, as well as coordinate requirements and enquiries.
• Supplier liaison: Liaise with production companies: Internal and Exhibitor stand requirements. Ensure all requirements fit within venue limitations. Liaise with show caterers, venues and all external suppliers.
• Compliance and collating due-diligence event documentation: Manage submissions of all H&S and Risk Assessment documents from exhibitors. Ensure all exhibitors are complying with health & safety regulations. Public liability insurance.
• Onsite event management: Liaison for exhibitors and suppliers during build, the event and breakdown. Oversee the logistic, vehicle and show production schedules.
• Show equipment and design collateral: Take ownership of all event equipment - categorise, stock take and sort all equipment in the warehouse. Work with the HoE and the Design team on all show signage, including stand production.
• Reporting: Keep an ongoing record of income vs outgoings with the Head of Events. Raise pre- and post-show exhibitor invoices. Distribute weekly reports to events team detailing progress of shows.

Our ideal candidate is someone who has:

• Some experience in an event- or show-based role
• The ability to manage projects
• Price negotiation skills
• The ability to multi-task in a time-sensitive environment and prioritise
• Clear, calm thinking in a busy work environment
• Excellent attention to detail when collating large amounts of information
• Excellent written and verbal communication skills across internal and external stakeholders
• A willingness to build relationships with existing customers and the confidence to approach new partners
• A solution-based approach to problem solving
• A genuine passion for delivering an excellent customer experience
• A passion for events and the drinks industry
• Confident with Microsoft (Excel, Outlook, Word, PowerPoint)
• Ability to work independently
• Flexibility to work weekends and evenings when required

Desirable:

• Whisky or premium spirits experience from retail or events
• NEBOSH certificate or similar

Benefits of joining The Whisky Exchange:

• Fun Stuff: Staff Discount at The Whisky Exchange | Tastings | Product Education | Access to Events | Cycle to Work Scheme
• Serious Stuff: EAP | Great Parental Leave Policies | Life Cover | Private Medical Insurance
• Feel Good Stuff: S&R Initiatives | Career Development | Employee Networks | Flexi Work | 25 Days Holiday (plus Bank Holidays)

We are committed to diversity and inclusion. We promote diversity and inclusion throughout our business. In our teams, we proactively foster a diverse workforce and an inclusive culture - an environment where we can truly be ourselves. We will assess your application for this role based on your skills, experiences and achievements, not your gender, age, ethnic or educational background or any other such factors.