Events & Show Coordinator (Internship)

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 a dedicated team for on-trade distribution serving the best bars, restaurants, hotels, and luxury retailers in the UK, and a specialist auction platform. Together as One Team, we serve a global community of whisky enthusiasts.

As part of the Speciality Drinks Group and the wider Pernod Ricard family, you'll be working with some of the best minds in the drinks industry, passionate about what they do.

The opportunity

We are looking for an Events & Show Coordinator to join our Events team on a 12-month internship. In this role, you'll learn the ropes of organizing and delivering our world-class events, including the Whisky Show, Rum Show, Cognac Show, and Tequila & Mezcal show. The role is hybrid, combining remote and onsite work.

You'll support the team by managing exhibitor and supplier relationships, coordinating logistics, and ensuring compliance with health and safety requirements. You'll help organize event documentation, equipment, and signage, acting as an onsite liaison during builds, live days, and breakdown. You'll also support financial tracking, maintaining records, and managing invoicing before and after each show.

Your unique contribution

Exhibitor liaison

• Be the day-to-day contact for exhibitors, dealing with show-related inquiries.
• Distribute and collect exhibition documents and forms, coordinating requirements and inquiries.

Supplier liaison

• Work with production companies and manage internal and exhibitor stand requirements.
• Ensure all requirements fit within venue limitations.
• Coordinate with show caterers, venues, and external suppliers.

Compliance and collating documentation

• Manage submissions of all health & safety and risk assessment documents from exhibitors.
• Ensure compliance with health & safety regulations and public liability insurance.

Onsite event management

• Serve as liaison for exhibitors and suppliers during event phases.
• Oversee logistic, vehicle, and show production schedules.

Show equipment and design collateral

• Take ownership of event equipment: categorizing, stocktaking, and sorting in the warehouse.
• Collaborate with the Head of Events and Design team for show signage and stand production.

Reporting

• Maintain ongoing records of income versus outgoings with the Head of Events.
• Raise pre- and post-show exhibitor invoices.
• Distribute weekly reports to the events team detailing progress of shows.

Your blend of talent

Our ideal candidate possesses:

• Experience in an event- or show-based role.
• Project management skills.
• Price negotiation skills.
• Ability to multitask in time-sensitive environments and prioritize tasks.
• Clear, calm thinking in a busy work setting.
• Attention to detail when handling large volumes of information.
• Excellent communication skills with internal and external stakeholders.
• Confidence in building relationships and approaching new partners.
• A solution-focused approach to problem-solving.
• A passion for delivering excellent customer experiences.
• Interest in events and the drinks industry.
• Proficiency with Microsoft Office (Excel, Outlook, Word, PowerPoint).
• Ability to work independently.
• Flexibility to work evenings and weekends when required.

Desirable qualifications

• Experience with whisky or premium spirits from retail or events.
• NEBOSH certificate or similar is a plus.

The way we perform

• We collaborate efficiently.
• We deliver results.
• We grow diverse teams.
• We focus on consumer and customer engagement.
• We cultivate a growth mindset.
• We drive engagement.

Applications are to be received by close of business Thursday 19 March, however the advertisement may close sooner.

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

• Employee Assistance Program (EAP)
• Great Parental Leave Policies
• Life Cover
• Private Medical Insurance

Feel Good Stuff

• Sustainability & Responsibility Initiatives
• Career Development
• Employee Networks
• Flexible Working Arrangements
• 25 Days Holiday (plus Bank Holidays)

We're committed to diversity and inclusion.

We promote diversity and inclusivity throughout our business. In our teams, we proactively foster a diverse workforce and an inclusive culture, ensuring everyone can truly be themselves.

We will assess your application for this role based on your skills, experiences, and achievements, without regard to gender, age, ethnicity, educational background, or other such factors. Feel free to leave these off your CV and application form if you wish.