The Whisky Exchange

Show Coordinator

Park Royal, London

Apply by 15 July 2022

If you think you have what it takes, please contact us now at [email protected]

About The Whisky Exchange

The Whisky Exchange (TWE) is a family business founded in 1999, and has since grown to be the internet’s number-one specialist retailer of whisky and other spirits, serving thousands of satisfied customers every week.

Job Title Show                                    Coordinator Department Events
Line Manager                                      Events Manager                                                                                                                                                                    Executive Reporting Line Manager     Buying Director
Contract Term                                     Permanent, Full-time                                                                                                                                                Contracted Hours                                Monday to Friday 9am – 6pm This equates to a 40 hour working week, a high degree of flexibility is required in this role.

Overview of Speciality Drinks Group

Speciality Drinks is a fast-growing and world-renowned international spirits company. Founded in 1999, we were one of the first multi-channel, multi-market global drinks distributors and remain leaders in our field.

We’re looking for bright, motivated, passionate and driven people who share our passion for excellence, innovation and delivering great customer service. In return we can offer an exciting, fast-moving, varied environment with great opportunities to develop your career. Could it be you?

Overall objective of Role

Speciality Drinks are the premier supplier of whiskies, spirits and wines and organise the UK’s leading drinks events and shows.

• Whisky Show – UK’s largest Whisky show
• Whisky Show: Old & Rare – Festival celebrating the world of fine & rare whiskies
• Rum Show – Our latest show celebrating this sector of the industry
• Cognac Show – The UK’s first ever Cognac tasting show
• Champagne Show – A Champagne experience unlike any other in the UK.

Reporting to the Events Manager (EM), the Show Coordinator will support in the organising and execution of all flagship shows and events for The Whisky Exchange and Speciality Drinks.

Due to business requirements, it is expected that the role holder will need to have a high degree of flexibility in order to meet the demands of the role. Therefore, it may be necessary to work out of normal working hours due to the nature of the projects, and in order to meet the necessary demands of our client base. The role holder must be able to adjust to a broad and fluid set of tasks as requirements change in this progressive company.

Working Relationships

• Finance Team
• SDL Customer Service Team
• Warehouse
• Design Team
• Supply Chain

Primary Duties and Responsibilities

The role has a number of key deliverables across the five live shows and events hosted by Speciality Drinks, including but not limited to the below:

• Exhibitor liaison
o Be the day-to-day contact for exhibitors and deal with show related enquiries
o Distribution of the exhibitor pack and its associated forms
o Coordinate exhibitor requirements and enquiries
• Supplier liaison
o Liaise with stand builders for:
 Internal and Exhibitor stand requirements
 Ensure all requirements fit within venue limitations
o Liaise with show caterers
o Liaise with venues
o Liaise with all external suppliers
o Sourcing of best-value suppliers where required
• Compliance and collating due-diligence event documentation
o Manage submissions of all H&S and RA documents from exhibitors
o Ensure all exhibitors are complying with health & safety regulations
o Public liability insurance
• Onsite event management
o Liaison for exhibitors and suppliers during build, the event and breakdown
o Oversee the logistic, vehicle and show production schedules
o Work with the EM to brief staff on roles and responsibilities
• Show equipment and design collateral
o Take ownership of all event equipment – categorise, stock take and sort all equipment in the warehouse
o Work with the Design team on exhibitor requirements within show signage
• Reporting
o Keep on-going record of income vs outgoings with the EM
o Distribute weekly reports to events team detailing progress of shows

Key skills and Knowledge

• Six to eight years of experience in a similar role
• Project management skills
• Price negotiation skills
• The ability to multi-task in a time-sensitive environment and prioritise
• Clear, calm thinking with a strategic and focussed work ethic
• Excellent attention to detail when collating large amounts of information
• Impeccable written and verbal communication skills to ensure clear messaging between Speciality Drinks and its key contacts
• A willingness to build relationships with existing customer and the confidence to approach new partners
• The desire to seek out relevant new partners for Whisky Exchange events
• Able to seek solutions and resolve problems, as and when they arise
• A passion for events and the drinks industry ideal
• Confident with excel.
• Ability to work independently
• Flexibility to work weekends and evenings when required

• Whisky or premium spirits experience from retail or events
• NEBOSH certificate or similar
• Personal license
• A passion for spirits
• Spirits and champagne knowledge

Qualifications and Experience

• Numerate and literate
• PC/IT literate, confident on MS software; excel, word, power point, email
• Good presentation skills

Key Behaviours

• Strong organisational skills
• Self- motivated and results driven
• Flexible, reliable and hardworking
• Able to communicate well with others and strong interpersonal skills
• Commercially astute
• Presentable and professional at all times
A training plan will encompass the following to ensure effectiveness of the employee, and to meet our safety standards.
• Manual handling
• Any other in-house systems as required

A training plan will encompass the following to ensure effectiveness of the employee, and to meet our safety standards.
• Manual handling
• Any other in-house systems as required