Friday 3 - Sunday 5 Jun 2022

Exhibit

What is UK Games Expo?

UK Games Expo (UKGE) is the largest Hobby Games Convention in the UK - where all aspects of the gaming hobby are represented under one roof.

In 2022 it will be held 3rd to 5th June with an exhibitor setup day and a Show Preview on Thursday 2nd June. It will be held in the UK's largest convention centre- The National Exhibition Centre (NEC), Birmingham and the Hilton Hotel. In 2022 we will be using Halls 1, 2 and 3 of the NEC.

Bookings for exhibitors are now being taken.

Here is the 2022 exhibitor pack.

Email Richard Denning to talk further about any details or else Apply to Exhibit using this form.

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The following statistics reflect the show in 2019.

In 2020 the show went online due to the pandemic.

In 2021 UKGE was the first of the international game shows to run again in the real world. It attracted around 11000 unique visitors and over 200 exhibitors.

Our goal is to rebuild the show and then see it grow more to its true potential over coming years. Why not be with us on this journey?

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Long Standing

The Expo is now in its 15th year and continues to grow.

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25704 unique visitors

45097 visitors over three days.

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425+ Exhibitors

With 125+ from all around the world.

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Broad demographics

Male/ female mix around 65/35

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Family Appeal

2000+ visitors under the age of 15.

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Show and Sell

Good opportunity to demo and sell products.

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Publisher-Designer activities

Speedating, seminars and playtesting

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Tournaments and Events

A huge range of tounaments, seminars and other events

Exhibitor Frequently Asked Questions

Show Profile and exhibitor types.

UK Games Expo is a Tabletop Games convention. Our show profile is as follows :

Board Games, Card Games, Roleplaying Games, Family Games, puzzles, some memorabilia, some comics, some accessories like dice, figure storage solutions. Non-fiction gaming related books and some fiction sci-fi and fantasy and other books. Costumed groups. Some LARP equipment (live action roleplaying eg rubber swords). Exhibitors and products used in the manufacturing of games. Electronic versions of tabletop games, apps and programmes designed for use in and to enhance games. Some game related novelty food items.

If exhibitors fall into those categories they are likely to be accepted.

UK Games Expo is a Tabletop Games convention. Our show profile is detailed in this FAQ.

We will generally accept stand bookings, adverts, sponsorship and marketing package requests from companies that aim to promote these items to an interested audience. We are unlikely to accept applications from exhibitors who stray outside these areas.

We will not accept requests to promote gambling sites or financial services.

Computer Games and console games are not typically accepted as exhibitors unless they are exhibiting electronic versions of tabletop games such as mobile or tablet or pc versions or apps and programmes designed for use in and to enhance games - such as sound effect in roleplaying games, mapping software used in a game etc.

Food and drink vendors are not typically accepted as exhibitors unless they are selling novelty items linked to the wider tabletop games theme. General catering companies will not be accepted.

We welcome international exhibitors to UK Games Expo.

In 2019 out of 425 exhibitors around 125 were from outside the UK and from 42 different countries.

UK Games Expo is a truly international event.

There are several areas that non UK exhibitors should look into as they plan to exhibit at the show.

Travel, passports and Visa

The rules for visitors and exhibitors from different nations vary and you are advised to examine your own government's website for advice on that.

The UK Government provides the following information on these issues:

Check if you need a UK Visa

Visiting the UK as an EU, EEA or Swiss citizen

Please check rules relating to your ability to undertake planned activities on your stand which may vary dependant on the form of Visa or passport arrangements between the UK and your home nation.

For example, most none UK exhibitors can visit the UK (in some cases without a VISA) to undertake business meetings, demonstrate product and agree contracts. However, you need to check if you are able to sell direct to the public. You may wish to look at linking up with a UK exhibitor in order to make the most of your visit(see below).

Moving goods into and out of the UK

You should check with your own government and the UK government what the rules are on moving goods into the country.

Import goods into the UK: step by step

Trade with the UK as a business based in the EU

Proceedure for bringing commercial goods into UK in baggage or small vehicle.

Some of the steps can be complicated so we advise that you make contact with one of these logistics companies who can arrange assistance with this process and advise you about it:

GAMESQUEST LTD Tel- +44 (0) 1730 891346 Email: [email protected] co.uk

SPIRAL GALAXY Tel +44 (0) 1952 587482 Email [email protected] co.uk

Selling goods and VAT

Your should review the rules on VAT as you may have to register for VAT if you are an overseas seller who owns goods of any value that are located in the UK at the point of sale i.e. at the convention.

VAT and overseas goods sold directly to customers in the UK

Partnering with a UK Exhibitor.

There could be situations in which a none UK exhibitor may find approaching a UK exhibitor close to their stand sensible. By working with them the none UK exhibitor can be present and demonstrate their games but the UK based exhibitors could perhaps handle UK VAT, sales and other matters. UK Games Expo does not negotiate such arrangements and holds no responsibility for any issues that may arise but we are able to share the map and suggest some exhibitors to approach.

Planning your visit

Limited space in stock rooms is available.

UK Games Expo are now offering a service to larger retailers and publishers who are looking for a stock room to store their products and to restock their stands from. Over the weekend during restock periods before and after opening hours you can gain access to the stock room and restock from there using your own trolleys and sack trucks and your own personnel.

This is how it will work:

We have walled off areas of the hall and allocated pallet sized spaces to them.

On your arrival you will move your pallet into your space.

Please note that you must bring your own pallet truck as UKGE does not have any to lend out.

The pallet then will not be moved during the UKGE.

Over the weekend during restock periods before and after opening hours you can gain access to the stock room and restock from there using your own trolleys and sack trucks and your own personnel.

Restocking during opening hours and outside restocking periods is only permitted by special arrangement requested through the UKGE Exhibition services department and may take time to accommodate.

You must ensure that the items are removed by 18.00 on Sunday 5th June 2022.

The room will have a lockable door and companies taking advantage of this service will be issued with passes showing their allocated space so our volunteers know which area they are allowed to restock from.

All stock is left at the owner's own risk and UK Games Expo Ltd. does not accept any responsibility for the stock. By taking one of these spaces you accept this term.

We have priced these spaces to cover our floor costs and the cost of putting in walling and a lockable door plus an element of staffing costs to us.

Each storage space is 1.2mx1m. We ensure there is a route of access to your space.

Each of these spaces costs £100 +VAT to hire for the weekend.

To hire the space please request pallet storage via your portal.

Can I get my products delivered to the venue?

This is a service offered by these third party companies. Please make contact with them direct:

GAMESQUEST
Tel- +44 (0) 1730 891346
Email: [email protected]

SPIRAL GALAXY

Tel +44 (0) 1952 587482

Email [email protected] co.uk

UK Games Expo can arrange for you to hire a room for meetings or alternatively for press releases, events, hospitality etc.

A meeting room will comprise of a walled space in the trade hall with a door, a table and 4 chairs and a power socket suitable for laptop and phone charging purposes (up to 500w power draw).

Options

3m x 2m meeting booth at a day rate £250 or a full show rate of £700. (+vat)

3m x 3m meeting booth at a day rate £350 or a full show rate of £950. (+vat)

Hours available:

Thursday 10.00 till 20.00

Friday, Saturday 8.00 till 18.00

Sunday 8.00 till 16.00

Email Richard to find out more.

An Event Room

Enquire for more details.

Email Richard to find out more.

The next UK Games Expo is planned for Friday 3rd June to Sunday 5th June 2022. We are now able to take your enquiries about this event you can find out more about the plans in our updated exhibitor guide.

PLANS FOR 2022

UK Games Expo will run as a physical show at the NEC and Hilton Metropole Hotel in Birmingham.

Your exhibitor portal allows you to

  • see what orders you have placed for stands, furniture, power, sponsorship, marketing and advertising.
  • You can check what payments you have made and how much is still outstanding.
  • You can request furniture and power.
  • You can check out your stand number, stand dimensions and add or edit a stand description from the stands tab.
  • You can add Exhibitor events and New Games.
  • You can change your logo.
  • You can submit entries to the awards.
  • You can download your access pass if invoices are paid and it is 2 weeks from the show.

To access the portal go here.

In order to use the Exhibitor portal you must have an UK Games Expo account with us. If you have one from before this should still work. You can always reset the password if you have forgotten it.

What if I don't have a login or cant remember it?

IMPORTANT NOTICE: Before you can setup a portal you have to book a stand with us. Please first email us to book a stand before proceeding.

If you do not have an account please follow these instructions precisely. Each step is important:

  1. Register an account.
  2. Email Richard who will link that account to your portal. Please tell Richard the first name and the surname you used in setting up the account, the email address you used and which exhibitor you are with.

There can be as many as 450 exhibitors at UK Games Expo. We communicate with exhibitors individually at times but when sharing common information that everyone needs to know we mailshot via our mad mimi newsletter system which you are added to to facilitate your visit.

Please add these email addresses to your white list:

[email protected]

[email protected]

[email protected]

and then you should not miss emails.

Keith Thomasson is the Exhibitor Manager and will communicate the most critical info needed to attend via email including the phrase "Exhibitor Info Message #x". If you read nothing else from us do read those.

Planning your stand

Your stand comes as space only. This means by default we supply no furniture or fittings as standard. There are no walls around your stand at all, unless your stand is adjacent to an exterior wall of the hall.

In addition to supplying the space for your stand, UKGE will:

  • List you as an exhibitor on exhibitor page with your logo and a link to a site of your choice.
  • List you along with a description in the show programme.

You are at liberty to bring any furniture and equipment you like providing they are structurally sound and safe items.

Any items must stand within your exhibition space and may not stray into the aisles or other stands.

Note that some items may require an inspection if they need to be constructed or are above 2.4m hieght. 

You may either hire our value furniture or items from the show contractor. 

The Value Supplier gives you the option of hiring basic tables and chairs for the duration of the show. There is a limited availability of these tables both in size and number. The furniture is ordered through your exhibitor portal under the stands section and will be supplied direct to your stand by UKGE. (Prices exclude VAT.). You MUST login to your exhibitor portal in order to access this.

• Chair plastic – £4.00 each 
• 6’ x 2’6” Trestle Tables – £7.50 each 
• 5’ x 2’ Trestle Tables – £7.00 each 
• 4’ x 2’ Trestle Tables – £6.50 each 
• 3’ Diameter Tables – £10.00 each 
• 4’ Diameter Tables – £11.00 each

Please order value furniture via your exhibitor portal before 30th April.

Bespoke items of High Quality Furniture can be hired from Creative Hire Limited

Please contact Creative Hire Limited:

https://www.creativehire.co.uk/event/uk-games-expo/

Bespoke items of High Quality Furniture can be hired from Creative Hire Limited

Please contact Creative Hire Limited:

https://www.creativehire.co.uk/event/uk-games-expo/

We often get asked about laying out stands - particularly by first time exhibitors.

Often they are a bit at sea or confused by the fact stands are described in square metres and furniture is in feet (ft) and inches (in or " ).

Furniture sizes.

Standard tables sizes in imperial and metric

Imperial Size & Metric Size

  • 3ft rounds 0.91m
  • 4ft rounds 1.22m
  • 4ft x 2ft 1.22m x 0.61m
  • 5ft x 2ft 1.52m x 0.61m
  • 6ft x 2ft 6" 1.83m x 0.75m
  • Typical chair 0.5m x 0.5m

These are the standard sizes we can supply. 

How do I get in to my stand?

Regardless of the size of your stand you can only gain entrance to it from open sides.

A row stand only has one opening - from the front.

A corner stand will be open on two sides.

An endcap will be open on three sides.

An island will be open on all four sides.

Do not assume that you can get into your stand via another exhibitor's stand.

So for an example if you put a 6ft table width ways across a 2m wide stand you have to squeeze in through a 17cm gap or climb under the table!

Get out the Graph Paper.

The best way to map out your stand is to get out a sheet of graph paper and plan it out.

Make 1 square 1mx1m and start drawing in furniture.

samplelayout.jpg

Shell scheme or walling can be hired from Nautilus Exhibitions Limited

Please contact Nautilus Exhibitions Limited

[email protected]

+44(0) 1327 304 058

Download Brochure

Yes you can. The show contractor supplies this.

Please contact Nautilus Exhibitions Limited

[email protected]

+44(0) 1327 304 058

Download Brochure

Yes you can. Please contact Nautilus Exhibitions Limited

[email protected]

+44(0) 1327 304 058

Download Brochure

The show contractor will supply these options.

Please contact Nautilus Exhibitions Limited

inf[email protected]

+44(0) 1327 304 058

Download Brochure

This is available from the NEC. Find the details in the NEC products pdf.

You can arrange direct delivery to the NEC but it MUST arrive on THU 2nd June.

The NEC will not store your delivery. Send it to: National Exhibtion Centre (Your stand number), Hall 1 or Hall 2, North Ave, Marston Green, Birmingham B40 1NT.

If you are bringing goods on pallets to the show but do not have the means to unload the pallets from your vehicle, visit Exhibition Services in Hall 1 to arrange fork lift services. If your delivery company requires this service, please make them aware of this. This service is chargeable and will need to be paid for at the time it is arranged.

The following third party company can offer logistic services for getting your games to the NEC in time for setup and also arrange to take them away at the end of the event for onward transportation. They should be able to offer advice on relevant customs charges:

GAMESQUEST
Tel- +44 (0) 1730 891346
Email: [email protected]

SPIRAL GALAXY
Tel +44 (0) 1952 587482
Email [email protected] co.uk

Yes you can. You add your power requests via your Exhibitor portal after you have booked a stand.

  • Power supply costs relate to the size of the mains installed and the number
    of sockets required.
  • The minimum size mains we can install in a block is 6A which can supply 1500 watts power. A 6A mains costs £255+vat to suply.
  • Each socket we add to the mains suply costs £70+vat.

Sample Power Installation 6A mains and 1 socket = £255+£70 = £325+vat.

IF YOUR POWER NEED IS 1500 WATTS or more USE THIS CALCULATION:

If you need 1500 watts or more we will need to place a suitable sized mains in your area.
• 6A Main (1500watts) costs £255+vat.
• 10A Main (2400watts) costs £375+vat.
• 16A Main (3800 watts) costs £507 +vat.

Sockets are an additional £70+vat each per socket.

Sample Power Installation 16A mains and 3 sockets = £507+£210 = £717+vat

HOW CAN YOU REUCE YOUR POWER COSTS IF YOUR POWER NEED IS LESS THAN 1500 WATTS?

Many exhibitors may not need 1500 watts of power. For example 500 watts and a socket is quite sufficient for charging a phone and a card reader. Consult device manuals for power draw.

If your power needs are less than 500 watts you may find you can save money by sharing a 6A mains (1500 watts) with other exhibitors in the same block. We advise that you make contact with other exhibitors in your block and see if you can agree that you share the costs of a 6A mains supply and each of you then pays our share plus your own socket fee.

If two of you agree to split a 6A mains then you will each pay £112.50 for the mains and £70 for the socket = £182.50+vat.

If three of you agree to split a 6A mains then you will each pay £85 for the mains and £70 for the socket = £155+vat.

Whilst you will need at least 1 socket, we advise you make use of 4 way extensions to add sockets rather than ordering multiple sockets at £70 each.

Consider portable battery solutions for power which can often save you a lot of money.

Other notes on power

The power is shut off 1 hour after the exhibition halls close so if you wish 24 hour power please inform us. 24 hour power adds a 20% surcharge.

HOW TO ORDER POWER

Power is ordered through our exhibitor portal which you will be able to access after your stand order is placed.

Please order power by 30th April 2022 via your portal.

How much power do devices draw?

Power draw is expressed in watts. Add together all the devices and that gives you your total watts. Consult device manuals for details.

Warning - these are examples only. UKGE are not electricians! You are responsible for finding the power draw of your devices. We accept no responsibility if your power is insufficient.

Coffee Machine - 1500w

100 watt incandescent bulb - 100w

Standard TV -188w

LED light - 8w

LCD Monitor - 150w

Video Game Player - 195w

Desktop Computer - 120w

Fridge - 1400w

High end Gaming PC 1500w

Kettle - 1200w

Laptop Computer -120w

MP3 player - 40w

Fan - 100w

Projector - 313w

Ipad - 20w

Mobile phone - 10w

Plasma TV339wStereo - 30w

For advice on power please contact [email protected] who will require you to know your power draw. You need to work out the total watts that your devices will draw (see above).

Yes you can.

This service is supplied by Nautilus Exhibitions Limited

[email protected]

+44(0) 1327 304 058

You can have banners and walls in your stand up to 2.4m high.

If you are planning to build anything above this height please contact Keith to discuss.

You may require a stand inspection for which there is a charge.

Stands which may require inspection are those higher than 2.4m or where there is a significant element of construction involved. There is a charge for inspection. Please collect Keith if you wish to know more.

Yes you can.

If you desire any sort of banner that will be suspended from the ceiling the following must be done:-

  1. PERMISSION - All banners must be cleared by UKGE for, position,size and content. All exhibitors using banners must pay flying fee of £400.00 +VAT to UK Games Expo. If you order a banner directly with the NEC you MUST get permission from UKGE otherwise the banner will not be erected.
  2. PRODUCTION - All banners must meet the NEC rigging requirements (pdf can be found here). You may source your own banner, use the NEC’s graphics production team ([email protected] co.uk) or re-use a previous banner. UKGE no longer offer the production service as we could not compete on price.
  3. RIGGING - The NEC charges a rigging cost for hanging your banner. This cost varies depending on the construction of your banner or other hanging construction. The NEC rigging pdf will help you calculate the cost or you can contact NEC for further help (see below). Note: If you are using the NEC Graphics team they will often calculate the rigging cost for you.

EXAMPLE COST 1.

(if banner made at NEC)

Flying Fee: £400

Production of 4m x 2m double sided pvc:£396 (NEC)

Rigging: £300

TOTAL : £1096 + VAT

EXAMPLE COST 2.

(if banner made by third party)

Flying Fee: £400

Production of 4m x 2m double sided pvc:???

Rigging: £350

TOTAL : £750 + VAT + Third party print costs.

BESPOKE RIGGING

If you require rigging advice for drop banner, ring or box banners or a quote you can contact the NEC Rigging Department on [email protected] or 0844 3388 338 (Option 2) .

BANNER REMOVAL

After the show banners are removed by the NEC. Any banners on hoists will be lowered for removal during de-rig. PVC banners will be recovered up to 10 days after the show and exhibitors can collect them or UKGE will store them for a fee.

BANNER STORAGE

UKGE will collect your PVC banner and store it and return it to the NEC for the following year’s show for £100 +

VAT. If you want to use the banner during the year you may collect it from the UKGE warehouse at your own cost.

During your visit

Yes you can. The UK Games Expo is a great sales opportunity. Please ensure products are suitable for a family audience to see and that your displayed items are appropiate for an event at which children are present.

All exhibitors at UK Games Expo will require Trade Passes to enter the Trade Hall – this will allow you to get in Trader Access Hours.

You will receive 1 pass per Exhibitor or Co-Exhibitor plus 1 for every 4sqm of space (rounded up).

Example 1: TRADER “BIG GAMES LTD” booked 8m x 2m of space. He will receive 5 passes.

Example 2: TRADER "SMALL GAMES R US" booked 2m x 2m of space. He will receive 2 passes.

Buying additional Passes.

Additional Trader passes can be purchased by a trader at the cost of £10 for the weekend. Purchase these on arrival when you collect your passes.

The number you can buy is connected to the size of your stand.

For stands of up to 50sqm Size:

For each 10sqm (rounded up) that you have booked you can buy 2 passes.

For stands of 51 to 100sqm Size:

You can buy 15 passes.

For stands over 100sqm

You can buy 20 passes

Exhibitor passes are used to gain access to the Exhibition Halls.

We do not post out Exhibitor passes. These passes will be ready for you on arrival. Please collect them from the UKGE Exhibition Services Stand in Hall 2. 

During Exhibitor setup you will use your special setup access pass, which you will print off from your exhibitor portal.  Ensure everyone attending during setup has a copy. This allows you access during the setup period during which you should collect your exhibitor passes from UKGE Exhibition Services Stand in Hall 2.

We often get asked about laying out stands - particularly by first time exhibitors.

Often they are a bit at sea or confused by the fact stands are described in square metres and furniture is in feet (ft) and inches (in or " ).

Furniture sizes.

Standard tables sizes in imperial and metric

Imperial Size & Metric Size

  • 3ft rounds 0.91m
  • 4ft rounds 1.22m
  • 4ft x 2ft 1.22m x 0.61m
  • 5ft x 2ft 1.52m x 0.61m
  • 6ft x 2ft 6" 1.83m x 0.75m
  • Typical chair 0.5m x 0.5m

These are the standard sizes we can supply. 

How do I get in to my stand?

Regardless of the size of your stand you can only gain entrance to it from open sides.

A row stand only has one opening - from the front.

A corner stand will be open on two sides.

An endcap will be open on three sides.

An island will be open on all four sides.

Do not assume that you can get into your stand via another exhibitor's stand.

So for an example if you put a 6ft table width ways across a 2m wide stand you have to squeeze in through a 17cm gap or climb under the table!

Get out the Graph Paper.

The best way to map out your stand is to get out a sheet of graph paper and plan it out.

Make 1 square 1mx1m and start drawing in furniture.

samplelayout.jpg

We have agreed a deal with the NEC whereby each Exhibitor and Co-Exhibitor will be offered a complimentary Car Park Pass for the Exhibitor Car park.

Larger exhibitors may be given more than one pass. You will not pay for these passes.

You will collect these passes from Exhibition Services in Hall 2 on arrival.

You do not need to pre register for these passes.

How many passes do I get?

If your stand is 4 or 6 sqm you get 1 car park pass plus one for each co-exhibitor.

If your stand is between 7 and 19 sqm you you get 2 car park pass plus one for each co-exhibitor.

If your stand is between 20 and 29 sqm you you get 3 car park pass plus one for each co-exhibitor.

If your stand is between 30 and 39 sqm you you get 4 car park pass plus one for each co-exhibitor.

If your stand is between 40 and 49 sqm you you get 5 car park pass plus one for each co-exhibitor.

If your stand is between 50 and 99 sqm you you get 6 car park pass plus one for each co-exhibitor.

If your stand is over 100 sqm you you get 10 car park pass plus one for each co-exhibitor.

Every year we get asked by exhibitors if they may conduct a raffle or prize draw on their stand.

Exhibitors may conduct a Prize Draw providing it is NOT a lottery.

Lotteries

Lotteries are games where:
- you pay to enter;
- there is at least one prize;
- winning a prize is only dependent on chance.

They are a form of gambling and are subject to safeguards and regulations. Any lottery, whether it is, or is not, exempt cannot be run for private gain. 
A lottery is basically gambling and requires a gambling license, which we don’t have and the NEC will not allow. So you can't do a straight lottery.

Prize Draws

Prize Draw competitions are not lotteries. In Prize draws you can still charge for a ticket BUT Prize competitions are based on a degree of skill, judgement or knowledge that is reasonably likely to prevent some people from taking part; or prevent some people from getting the right answer.

So in 2016 at UK Games Expo we did a Prize Draw for Cthulhu Pandemic in which to enter, the participants had to first answer a gaming related question, which some people might not know the answer to, at least not without having to check first. It need not be a very hard question. We asked which of a list of names were characters in the Cluedo game. Answering correctly enabled the entrant to buy tickets for the draw.

Free Raffles

If you do not charge for the entry and there is no gain from the raffle then you can always give away prizes linked to a draw.

It may be possible to arrange options for a room at one of our venues for an evening reception. Contact Richard.

However, you need to think about this with plenty of time to spare. Contact us as early as possible.

Large deliveries (but not stand setup) will be available subject to approval by our Exhibitor Liaison Manager on Thursday 2nd June 2021 from 9am.

You can gain access to the NEC to set up your stand between noon and 9pm on Thursday 2nd June 2022 and also from 7.00am until 9.00am on Friday 3rd June 2022.

Full access instructions will be emailed out to exhibitors some weeks prior to the event.

This FAQ item gives you information on how to get into the NEC to set up for the show. This is relatively long but includes important information. You are strongly advised to read it at least once.

There is a separate FAQ that contains the UK Games Expo NEC Site Rules.

Please familiarise yourself with our NEC Site Rules and make sure that all of your people have read them. Key points are:

- Nobody under the age of 16 is allowed in the unloading areas or the hall during the Build, Breakdown and Restock periods

- Hi-vis vests must be worn by everyone working with vehicles (moving or static), so remember to bring them.

Arriving

The Build period starts on Thursday 2nd June 2022. The first part of this day is reserved exclusively for Contractors who are building stands, erecting walling, etc.

Exhibitors who require special access to unload large vehicles and deliver pallets etc. may be able to gain access from 10:00 am. This must be arranged in advance - contact Keith if you need this.

Access for Exhibitors begins at noon on Thursday 2nd June and continues until 9.00 pm.

On Friday 3rd June you can get in from 7.00 am. All stands must be fully set up for the show opening time of 9.00am on Friday 3rd June 2022.

If you are arriving by train or plane, take the Skyway from the railway station to the NEC. When you come down the stairs at the far end, go through the doors and turn right for Hall 2.

If you are driving, use B40 1NT for your Sat Nav, or access the NEC site from junction 6 of the M42. When you get to the NEC site, go to South 3 Lorry Park (S3 - see the NEC site plan). This is the staging area from which vehicles will gain access to the NEC site under the direction of NEC security. This applies for the Build period on the Thursday, Restock periods for the morning of each day, and the Breakdown period on the Sunday. For the Restock periods on the evening of the Friday and Saturday, go to the main entrance (Gate 1) rather than the South 3 Lorry Park to gain access.

Your exhibitor name, stand number and contact details must be clearly displayed in your windscreen while you are on site. Vehicles on site with no clearly displayed details risk being removed by NEC security.

Getting In

You will be provided in advance with an Access Pass for the exhibition halls, which will tell you which access door to use. When you arrive at the hall, present your Access Pass to NEC security, who will issue you with wristbands that must be worn at all times.

These wristbands are for the Build period only and are not valid for access on show days.

The Access Pass is available for download as a PDF document through your Exhibitor Login on the UK Games Expo web site. If some of your crew will be turning up separately, make sure each person/group has a copy of your Access Pass.

Access for Vehicles

In order to bring a vehicle onto the NEC site, you MUST book your vehicle entry in advance. You do this at www.voyagecontrol.com/necbirmingham.

This booking system talks about 'Deposit System' days. The only time the Deposit System is in place for UKGE is the Build day on Thursday 2nd June 2022, from mid-day onwards. It will not be in operation for the Restock periods or the Breakdown period at the end of the show.

- Vehicles up to 2 tons are allowed one hour on site

- Vehicles over 2 tons are allowed two hours on site

- Articulated vehicles are allowed three hours on site

If you are unable to complete your unloading in the time given, your options are to break your unloading into more than one session, or to forfeit your deposit. However, please note that the NEC may require overstaying vehicles to be removed, so choosing to forfeit your deposit will not guarantee an unlimited unloading period.

As this will apply to all vehicles, any couriers or partners that will be delivering goods for you must be made aware of this.

Unloading

While you will be assigned an access door suitable for your location in the exhibition halls, you may still be some distance from your stand. Exhibitor vehicles will not be allowed inside the hall. Please bring your own trolleys/sack trucks/dollies to save yourself time and effort. Do not ride on these yourselves.

The location of the vehicle entry doors are shown on the Hall 2 plan. The available access doors for Hall 2 will be VE2.1, VE2.3 and VE2.5.

In the event of another access door becoming available while you are waiting for your nominated access door, you may be offered the option of using that as an alternative but be aware that this will usually involve a longer walk to reach your stand. Once you have unloaded, please take your vehicle to the free Exhibitor car parks to make space for other Exhibitors. These are car Parks E1 to E4 (see the NEC site plan). This is particularly important if you require some time to set up what you have unloaded. You can retrieve your vehicle later on to reload surplus items.

Getting Your Exhibitor Show Passes

Exhibitor Show passes and Parking passes will be available from UK Games Expo Exhibition Services, located next to vehicle entry door VE2.5 in Hall 2. Present your Access Pass for this collection.

The number of Exhibitor Show passes you are entitled to can be checked on the UK Games Expo web site - How many trade passes do I get?.

The number of free passes and additional passes you are entitled to buy is based on the size of your stand.

When you collect your passes, please take all the passes for your stand.

If members of your show crew are arriving later, you will need to make arrangements to meet them outside the exhibition halls to give them their show passes.

Delivering to the Show

If you need to have anything delivered to the show, as opposed to bringing it yourself, be aware that the NEC will not accept deliveries before Thursday 2nd June. Email Keith to discuss any queries.

Also be aware that you cannot leave anything in the halls once the show has closed, so you cannot arrange for something to be collected on or after Monday 6th June.

If you are arranging a delivery, it should arrive between noon and 9 pm on Thursday 2nd June. You must make sure that you are there to accept the delivery, and must be present when anything is collected at the end of the show.

If the delivery or collection involves pallets, the delivery driver should have the ability to load/unload pallets from their vehicle.

If your delivery or collection involves pallets and you do not have the ability to load/unload these yourselves, you can hire fork lift services from Nautilus Exhibitions Limited. Arrange in advance by emailing [email protected], +44(0) 1327 304 058

or go to Exhibitor Services to arrange this at the show. This service will only be available on the Build day and during the Breakdown period. Be aware that on-site bookings may be subject to a delay if the service is in use, so being independent for your own loading/unloading can be a distinct advantage.

Restock Periods

Exhibitors will be able to restock their stands during the Restock periods. These are two hours before the halls open to the public and one hour after the halls close.

When restocking, please access via the South 3 Lorry Park for the morning sessions, via the main site entrance (Gate 1) for the evening sessions, and remember to have your Access Pass with you.

Opening Times

These are the public opening times for the Exhibition Halls:

- Friday 3rd June: 9.00 am to 6.00 pm

- Saturday 4th June: 9.00 am to 6.00 pm

- Sunday 5th June: 9.00 am to 4.00 pm

Keith Thomasson

UK Games Expo Exhibitor Liaison

[email protected]

Here are the UK Games Expo - NEC Site Rules

General Site Rules

All personnel working within or near the hall must be informed of these site rules. UK

Games Expo will advise all Contractors and Exhibitors. Contractors and Exhibitors must

ensure that this information is passed on to all their staff.


Access to the hall during the Build/Breakdown and Restock periods is for authorised

personnel only.


Nobody below the age of 16 is allowed in the loading/unloading areas or in the exhibition

halls during the Build/Breakdown and Restock periods.


Emergency gangways must be kept clear to allow cleaning tractors, forklift movement

and emergency access/egress at all times.

Emergency gangways will be clearly identified and communicated to all personnel

working within the hall site.

Work tidy - Maintain good housekeeping at all times and dispose of all waste in an

appropriate manner.

Smoking (including e-cigarettes) is only permitted in designated smoking areas.

The NEC Event Management and Health & Safety teams have access to the site at all

times.

Vehicle Access

Vehicle access to the hall is via the NEC's nominated staging area. UK Games Expo will

issue you with a vehicle pass for access to the exhibition halls. Ensure that this is visible

on your dashboard while on site.

Be aware of the NEC Traffic Rules and comply with instructions from NEC and UK Games

Expo staff regarding vehicle movements at all times.

Drivers, watch out for pedestrians when driving near to or within the hall. Pedestrians,

watch out for vehicle movement at all times.

Vehicles may be directed to park outside the exhibition halls for unloading. No vehicles

will be allowed to enter the exhibition halls at any time.

Protective Clothing

The Initial Build period on Thursday2nd June starts at 9.00 am and finishes at 09.00 pm.

During this period, all personnel in the exhibition halls for any reason must wear a hi-vis

vest.

During the remainder of the Build period and during the Restock and Breakdown periods,

all personnel loading or unloading vehicles must wear a hi-vis vest.

Suitable footwear should be worn at all times during the Build/Breakdown and Restock

periods. Open-toed shoes, sandals, flip-flops, etc. are not permitted. Loose clothing that

could be caught on moving items should be avoided.

Emergency Procedures

All accidents, incidents and near misses within the halls must be reported immediately

to the organiser and any outside the halls to the venue.

In case of emergency, do NOT call the emergency services. Instead, call the following

numbers:

- Fire 0121 767 3333 and give the location and nature of the incident

- Medical 0121 767 2222 and give the location and details of injuries sustained

NEC staff will assist you and arrange for all necessary assistance.

Special Permits

Hot Work (i.e. welding, etc.) requires a hot work permit from the venue. This must be

arranged in advance.

All forklift and vehicle movement required within and outside the halls must be notified

in advance to the organisers. The NEC Forklift Policy must be observed (copy available

on request).

Exhibitor Events, New Games and Listing

Exhibitor Events

At Virtually Expo we introduced the ability for exhibitors to list events that were taking place on their online stand. This function has been brought through to the real world show. If you log into your exhibitor portal you will see that you have a Manage Events tab. If you use that you can list four types of events:

Demo-on-stand.
Tell us what games will be demoed on the stand. You can add images and even links to rules and videos in the description. If you are running demos all day please only list the events once with a start time of say 09.00 and end time of 18.00 and tick the 'adhoc events' box and the event will show all day. Please don't add events every hour or we all drown under a sea of duplicated events!

Presentation-on-stand.
Is a designer signing games? Are you doing a give away? Is a painter doing a session on how to paint?

Special.

Perhaps you are holding a tournament on the stand? Is there an opportunity to meet a celebrity.

Online.
Many of us have got used or learnt how to stream and do online activities. Broadcasting live from the show? Add it as an event.

YOUR LOGO: Don't forget to go into your STAND tab and add an image to the stand description. That image will show up in your event listing. We are also working to make it the logo that shows on the exhibitor listing page (hoepfully from next week), allowing you to update your own logo.

Go into your STAND tab and add an image to the stand description. That image will show up in your event listing. We are also working to make it the logo that shows on the exhibitor listing page (hoepfully from next week), allowing you to update your own logo.

The New Games page is a page on the site listing games that are one or more of
* new to buy (available for purchase in the UK for the first time)
* new to try ( a prototype ready to playtest and not before seen at other shows)
* new to back (a game on kickstarter during UKGE)
* new to play (the final production game ready to be played for the first time at a UK show)
You can now enter these via your exhibitor portal. There is a field for an image so don't forget to upload these. In addition you can add a description whihc will pop up on clicking on the game.

Stand descriptions will show in the programme and also on the online hall map when a visitor clicks on your stand.

You can add or edit these via your Exhibitor Portal.

If you are a co-exhibitor then you will have to ask the Exhibitor who booked the stand to edit your description. Your stand description will appear on the Stands tab of the Exhibitor Portal of the booking exhibitor and not on the portal of the Co-exhibitors.

Watch this 12 minute video for and overview on how to list your new games, events and all that is happening on your stand.

About Marketing

We offer a range of options for Sponsorships, Advertising and Marketing.

You can read all about them and find out the prices in the Exhibitor Guide and in the Online Marketing Guide.

If you would you want any sort of banner that will be suspended from the ceiling the following must be done:-

  1. PERMISSION - ALL banners must be cleared by UKGE for, position,size and content. ALL banners must pay flying fee of £400.00 +VAT. If you order a banner directly with the NEC you MUST get permission from UKGE otherwise the banner will not be erected.
  2. PRODUCTION - All banners must meet the NEC rigging requirements (pdf can be found in your exhibitor portal). You may source your own banner, use the NEC’s graphics production team ([email protected]) or if we have your banner, re use a previous banner. UKGE no longer offer the production service as we could not compete on price.
  3. RIGGING - The NEC charges a rigging cost for hanging your banner. This cost varies depending on the construction of your banner or other hanging construction. The NEC rigging pdf will help you calculate the cost or you can contact UKGE through your portal for further help. Note: If you are using the NEC Graphics team they will often calculate the rigging cost for you.

IMPORTANT NOTICE UK GAMES EXPO FLYING FEE Please remember that if you bring your own banner or order one from the NEC Commercial Graphics team you will also need to pay UK Games Expo a £400+vat Flying fee.

BESPOKE RIGGING If you require rigging advice or quote you can contact the NEC Rigging Department. Daniel Smith tel: +44 (0)121 780 4141(reception) +44 (0)7974 915153 (mobile) email: [email protected]

BANNER REMOVAL After the show banners are removed by the NEC. Any banners on hoists will be lowered for removal during derig. PVC banners will be recovered up to 10 days after the show and exhibitors can collect them or UKGE will store them for a fee.

BANNER STORAGE UKGE will collect your PVC banner and store it and return it to the NEC for the following year’s show for £100 + VAT. If you want to use the banner during the year you may collect it from the UKGE warehouse at your own cost.

UKGE Print Specifications for at show marketing options where UKGE is arranging the printing.

Roll Banner/Pull Up Banner

  • Artwork size is 850mm x 2150mm. Allow 2mm bleed which will be trimmed off.
  • PDF format
  • Resolution to be 150dpi or 300dpi
  • Colour space RGB
  • Avoid text, logos and important information on the bottom 600mm
  • Cut-off date for accepting artwork is Thursday 14th April 2022

Café Barrier Banner

  • Artwork size is 1790mm x 700mm (to top of bar) 610mm flat area (below bar pocket)
  • NB, there will be an eyelet set into each of the 2 bottom corners, centred 20mm from the bottom and 15mm from the side
  • PDF format
  • Resolution to be a minimum of 150dpi
  • Colour space RGB
  • Cut-off date for accepting artwork is Thursday 14th April 2022

Shell System Wallpaper

  • Full panel size is 2352mm x 966mm
  • Visible panel size is 2340mm x 954mm
  • PDF format
  • Minimum resolution of 150dpi
  • Colour space RGB
  • Cut-off date for accepting artwork is Thursday 14th April 2022

Drop Banner

  • Artwork size is 4000mm x 2400mm
  • PDF format
  • Any text converted to curves
  • Min resolution 150dpi
  • Preferred resolution for best quality 300dpi
  • Colour space should be CYMK
  • Avoid text and logos on the top and bottom 200 mm as that is where the pockets are formed
  • The cut-off date for accepting artwork is Thursday 14th April 2022

UK Games Expo will show your logo and URL on our website.

Please check the site and send corrections and new images if required.

Please check your company name is appropriate.

Please check the link shown is correct and points to an appropriate URL.

If we do not have your logo please send us a high res version (anything up to 10Mbs) JPG, PNG or EPS file.

Any logos and URL corrections should be emailed to to [email protected]

Imagine if the visitors arriving by road, air or rail pass by posters and banners promoting your games and products. Reach out to them by well placed media

Find out more in the NEC Media Pack

We have created a detailed advert specification guide.

If you have any queries regarding the advert for the programme please email Richard.

No we do not.

As we approach each Expo we always notice the usual increase in spam emails hitting our own email accounts, as well as those of exhibitors and even visitors, offering access to:

▪Visitors details▪Exhibitors details▪Assistance with hotel room bookings▪Assistance with stand construction▪Assistance filming at the show

Some of these will claim that they are officially sanctioned by UK Games Expo Ltd. They will claim that we have shared the contact details with them or even asked them to contact you. This is not true.

Contact details.
The directors would like to again reassure you all that we have never sold or given contact details to any third party organsiation and we never will.

The only times contact details are shared are for the explicit purpose of facilitating a specific event or function - most commonly the Show Preview event where sharing of contact data between exhibitors and media is needed to allow the event to function properly. Even then we make it clear to you that this data is being shared and how and for what purpose. It is made clear that when applying for a Show Prevew Table your contact data will be shared. This data is not made public.

The most common way that your contact data is found is from trawling websites and social media sites of participating exhibitors.

Hotel Bookings
The only organisation we deal with with regard to hotels is BCD and we still do not give them your data.

Stand construction
The only organisation we deal with with regard to stand construction is the Neale Agency (specifically their Torpedo and Periscope sub-sections) and again we do not give them your data apart from your exhibitor name, power and furniture order details and stand numbers which are required to faciltate the show build.

Filming at UK Games Expo
Apart from the streaming options offered by OnTabletop we do not have dealings with companies offering filming services at the show. Whilst exhibitors may arrange to film and broadcast from the show, any company involved commercially would need to have first applied to have a license to film at the event. If in doubt before engaging them please check with us as they will be denied access to film at the event if they have no license. More details are here...

What to do about it
These spam and fishing emails are numerous and frustrating and particularly so in years when we don't even know if we can run a show! But the best advice is to just hit delete. If you receive a phone call just end the call. You can attempt to report them but we have find that it will just use a lot of time with little or no result.

But how do they get my email then?

The usual way that these spam merchants find exhibitors emails is trawling the list of exhibitors who are going to be at UKGE, then visiting the exhibitors sites, such as social media and trawling them for email. Most exhibitors have emails addresses on their contact pages.

Who to contact

Exhibitor Terms and Conditions are all laid out in the Terms and conditions pdf.

Shell Systems, Walling, Carpets, Graphics

Nautilus Exhibitions Limited will supply Shell Systems, Walling, Carpets, Graphics for your stands. They are:

Nautilus Exhibitions Limited

[email protected]

+44(0) 1327 304 058

Download their brochure

Stand builds and orders for Forklift hire

Please contact Periscope Live: [email protected]

+44(0) 1327 304 058

Bespoke furniture:

Please contact Creative Hire Limited:

https://www.creativehire.co.uk/event/uk-games-expo/

Want to build something special? You can either engage your own contractor/ build it yourself or use our Show Contractor.

Be aware that you may need a stand inspection, which is chargeable to you, if you are building a stand using a constructed stand where components are bolted/ screwed together.

Periscope Live

www.periscopelive.com

01327 304055

The Old Boatyard

South March

Daventry

Northamptonshire

NN11 4PH

Contact:

Jack Penn

To read all about the UK Games Expo Awards including entry criteria and submission proceedures please visit our awards page.

In lines with rules on GDPR we do not share contact details of exhibitors (except those who have submitted applications for the Show Preview to facilitate communications regarding their games for that event).

We do not ourselves have time to email exhibitors asking for their permission to share their details with you.

What we recommend you do is find your stand on the map.

You can check your stand number by logging into your exhibitor portal or by looking it up on the exhibitors page. *

Any contact data the exhibitor is sharing publicly may then be used to make contact.

*Please note exhibitors will not be visible on either page until they have paid their deposit.

Exhibitor Description
Each year we collate a list of every company who attends and add them to a list hosted online and also listed in our show programme in PDF format for 2021. Check that you are in the index. If you do not appear (because you are new) or you are unhappy with the description then you can edit your own description via your exhibitor portal. You can also edit the stand name.

Please note that any description added after 10th July 2021 will not show in the programme claims and do not include discount or special offers.

This is the index:
http://www.ukgamesexpo.co.uk/exhibitorlist.php

HOW TO EDIT OR ADD YOUR DESCRIPTION:

1. Login to your your exhibitor portal and go to the stands tab.

2. Click the EDIT STAND button.

3. Type out or edit the description. There is a 90 Character Limit (including spaces).

4. Click the Save Edits button to save the entry.

5. You can also add a longer description that can include images, lists and links and we plan for that to appear as a pop up on the online map.

Please note that any description added after 10th July will not show in the programme. 

Get noticed today

Online Marketing: available all year round

PROMOTING A KICKSTARTER?

ANNOUNCING A NEW GAME RELEASE?

LAUNCHING A NEW BRAND?

We offer promotional opportunities that suit a range of budgets to give you increased visibility and reach an audience of thousands of gamers. These are available all year round and start at just £50. Find out more in our Online Marketing Guide

Email UKGE Marketing to talk further.