Senior Events & Show Coordinator (maternity cover

About Us

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.

Being part of the Speciality Drinks Group, and the wider Pernod Ricard family, means you'll be working with some of the very best people in the drinks industry and part of a fantastic team that is passionate about everything they do.

Reporting to the Head of Events, the Senior Events & Show Coordinator will support in the organising and execution of all flagship shows, events and in-store tastings for The Whisky Exchange. The Senior Events & Show Coordinator acts as the back-up to the Head of Events, and mentors more junior members of staff.

• Whisky Show - the UK's largest Whisky festival
• Welcome to Whisky Show - a showcase for the beginner whisky enthusiast
• Cognac Show - the UK's first-ever Cognac tasting show
• Tequila & Mezcal Show - an agave experience unlike any other in the UK
• Rum Show - a celebration of the world's best sugar-cane spirits and the people who make them

The role is a 12-month fixed term contract to cover maternity leave, and is hybrid. Due to the nature of the role and our events, flexibility is required in terms of working days and hours.

• Be the day-to-day contact for exhibitors and deal with show related enquiries
• Distribution of the exhibitor pack and its associated forms
• Coordinate exhibitor requirements and enquiries

• Liaise with stand builders for:
• Internal and Exhibitor stand requirements
• Ensure all requirements fit within venue limitations
• Liaise with show caterers
• Liaise with venues
• Liaise with all external suppliers
• Sourcing of best-value suppliers where required

• Manage submissions of all H&S and RA documents from exhibitors
• Ensure all exhibitors are complying with health & safety regulations
• Public liability insurance

• Liaison for exhibitors and suppliers during build, the event and breakdown
• Oversee the logistic, vehicle and show production schedules
• Work with the Head of Events to brief staff on roles and responsibilities

• Take ownership of all event equipment - categorise, stock take and sort all equipment in the warehouse
• Work with the Head of Events and Design team on exhibitor requirements within show signage

• Keep on-going record of income vs outgoings with the Head of Events
• Distribute weekly reports to events team detailing progress of shows

• Demonstrated experience in a similar events-based role, either managing or coordinating events
• Project management and price negotiation skills
• Impeccable written and verbal communication skills to ensure clear messaging between The Whisky Exchange and its key contacts
• The ability to multi-task and prioritise in a time-sensitive environment
• Clear, calm thinking with a strategic and focussed work ethic
• Excellent attention to detail when collating large amounts of information
• A willingness to build relationships with existing customers and the confidence and desire to approach new partners for The Whisky Exchange events
• The ability to seek solutions and resolve problems as and when they arise
• A passion for events and the drinks industry
• Confidence with Microsoft programmes (Excel, Outlook, Word, PowerPoint)
• Whisky or premium spirits experience from retail or events (desirable)
• NEBOSH certificate or similar (desirable)
• Personal license (desirable)

• Staff Discount at The Whisky Exchange | Tastings | Product Education | Access to Events | Cycle to Work Scheme | High Street Discounts

• EAP | Great Parental Leave Policies | Life Cover | Private Medical Insurance | Enhanced Employer Pension Contribution

• S&R Initiatives | Personal Day | Career Development | Employee Networks | Flexi Work | 25 Days Holiday (plus Bank Holidays)

We promote diversity and inclusion throughout our business. In our teams, we proactively foster a diverse work force 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. Please feel free to leave these off your CV and application form if you so wish.