EVENT ENTRY for 2018

Guide to running a gaming event at UKGE

Event submissions are now live.

Welcome to the UK Games Expo Event Entry System please read this page carefully before continuing.

Role-playing and LARP events

If you wish to submit a Role-playing Game or Larp type of event read this page and follow the instructions.

For queries on Role-playing events please get in touch with John Dodd at John@ukgamesexpo.co.uk

Board and Card Game events and tournaments

If you wish to run a board game, card game event, megagame or tournament then please click and read through this:

Guide for running tournaments and events at UKGE.

Please do not submit any form of tournament, megagame, card or board game event without having first emailed Richard.

For queries on board game and card game events and tournaments please get in touch with Richard Denning on richard@ukgamesexpo.co.uk

Submitting Your Event

In order to submit your event you MUST do the following:-

Firstly be aware that with a few exceptions (see * below) any one running a game event at UK Games Expo is treated as a UK Games Expo Volunteer and are all seen as part of our team for the weekend. This includes umpires and GM's. Submitting a game therefore requires that you have read our Volunteering Policy and agree to its conditions. This year we are introducing some online training to ensure that both your experience and that of the visitor is enhanced and that the events are run in an enviroment that is safe and secure. Submitting a game therefore requires that you agree to login to an appropriate webinar before UK Games Expo.

  1. First read our Volunteering Policy.
  2. Register an account. (This is required so you can submit an event, edit the event and we know who to contact about the event)
  3. Login using the customer login - top left of the website.
  4. Submit your event for consideration using the event entry form
  5. You can check the status of your events on your customer page when you are logged in.
  6. In January you will be asked to submit an application as a Volunteer. When you do this you indicate you are a GM or Umpire. This process is required in order to gain access to any appropriate GM and Umpire Rewards and is obligatory in order to finalist the game submission.
  7. The section manager for the type of game you have submitted will then check your event details and will either contact you if there is a problem or approve your event and set it live. This may take a few weeks.
  8. You will receive notification of the webinar dates one which you must attend before UKGE.
  9. Assuming your event is approved a GM/Umpire pass will be waiting for you for collection at the show.

* Events organised by companies with agreement by UK Games Expo and whose umpires are not accommodated by UK Games Expo or who receive no reward in terms of admission tickets or food vouchers are considered outside the scope of the Volunteer policy but are still expected to abide by the general principles of creating a safe, enjoyable event for our visitors.

GM and Umpire Rewards

With Expo expanding and a growing need to accommodate games that don’t fit into the standard four hour slot, we’re moving to the system of counting player hours for determining rewards for GMs.  Player hours are determined by multiplying the number of players in a game by the number of hours that game runs for, so a game that has six players and runs for four hours will generate twenty four player hours, whereas a game that has four players and runs for two hours will generate eight players hours.

Consult our Volunteering Policy for Rewards for GMs and umpires.

Important note on Accomodation

There are ONLY a very few single rooms available at the Hotel so most of you will be sharing a twin room if you qualify for a room. Please do not volunteer if you are not willing to share a room. If you are volunteering along with pals or partners it helps if you tell John or Richard who they are and then we can attempt twin you up. (We cannot guarantee that this will be done however).


You qualify for the rewards when UKGE accept your games and you turn up to run the game. Some games will not run. This is by design. We want there to be enough games and enough choice so that everyone who wants to play can find a game they like. This means we aim for an excess of about 15%. If your game doesn't run we don't hold it against you but you might want to consider why it didn't attract players so that next time it does run.

Slot times are:

There are the standard slots for 4 hour role-playing games. We do allow flexibility however.

9 am till 1pm
3pm till 7pm
8pm to midnight
9am till 1pm
3pm till 7pm
8pm till Midnight
9am till 1pm
3pm lit 7pm

Times for Tournaments and other gaming events

These may occupy a full day or part of a day. The details can be confirmed later.

How will you get your reward?

Your pass will be waiting for you on arrival. If you qualify for food/ drink tokens you will collect these at the show - please see the events desk after 12 on each day. Your name will be on a list with the agreed food/ drink tokens listed. If you are entitled to accommodation then after you have submitted your games we will contact you about your hotel accommodation. Please note that hotel accommodation will involve sharing a twin room.

There are ONLY a very few single rooms available at the Hotel so most of you will be sharing a twin room. So please do not volunteer if you are not willing to share a room. If you are volunteering along with pals or partners it helps if you tell us who they are and then we can twin you up. Note that some GMs and Umpires MAY need to stay at other hotels if the Hilton is full.