Volunteering
Introduction
Volunteering applications are now open
Important Update:
There have been a number of significant changes made to volunteering guidance. Please ensure you read this page, and the Volunteer Policy, carefully before making your application.
All information regarding the organisation of volunteering for UK Games Expo is subject to change.
You will be informed of changes as they happen if you have applied.
UKGE would like to thank you for showing an interest in volunteering at the UK Games Expo.
To understand whether this opportunity is a good fit for you, below is an overview of the what, who, why, how and when of volunteering.
We ask that all potential applicants, whether you are new or have been part of the volunteering community before, read through this information, prior to applying.
What does a volunteer do at the UK Games Expo?
The UK Games Expo is an event unique in its field, boasting a diverse audience while maintaining a friendly and welcoming atmosphere.
Volunteers are an essential part of that atmosphere, but this is not an easy option as we ask for hard work and commitment from our Volunteers to perform tasks to allow Expo to run smoothly.
Being a Volunteer comes with many benefits that no other show, boardgame related or not, offers. In return, we expect our Volunteers to perform the tasks and fulfil the shifts we ask of them.
We want our Volunteers to be the friendly face of UKGE to ensure everyone enjoys themselves.
There are a variety of roles, and these evolve year on year. As we try to provide the best experience for visitors, we are always looking to strengthen our pool of Volunteers and find people that can be assigned to a multitude of different tasks.
The focus is always on great customer service and experience enhancement. As such, we are looking for people with great social skills, extensive knowledge of games (particularly RPGs), and other specialist abilities, as well as a strong desire to ensure visitors have the best time we can provide.
Volunteers are expected to be able to fulfil a variety of tasks which fall into the following categories:
Ambassadors: Our Ambassadors aim to truly enhance the experience of our attendees. Expo can be a daunting event to attend for some people and, as much as we try to make it simple and easy for attendees to get involved, our Ambassadors are there to help those that need extra assistance. You should be able to strike up a conversation with complete strangers and make them feel welcome, safe, and able to accept your help. This is a very tough role but exceptionally rewarding.
Customer Services: We run our own ticketing desks, a Shop and Drop, a merchandise stand, and many other services. As well as great customer service skills, we need people with cash-handling skills and a level head.
Specialist roles: There are a variety of essential roles for Volunteers with experience in more specialist areas, such as AV, Admin, IT etc. When applying, if you have any potentially useful experience, please shout about it.
Stewarding and other general volunteering: The general running of the show requires a myriad of tasks to be completed. Stewarding is a major part of the smooth running of the event, ensuring that passes are checked and that attendees receive a warm welcome to Expo. Volunteers must be able to follow instructions, act sensibly and reliably to ensure all tasks are completed in a timely and safe manner.
Who is a Volunteer?
A Volunteer is defined as anyone who performs any duties on behalf of UKGE, but is not employed by UKGE. This includes GMs, Tournament Umpires, General Volunteers, Ambassadors and Team Leaders.
Demo Team Staff are not Volunteers as they are employed by UKGE on behalf of games companies and are subject to standard employment regulations. Volunteers are dealt with via our Volunteer Policy.
Who is responsible for the Volunteers?
Before the event, all enquiries regarding General volunteering should be directed to the Volunteer Managers, while enquiries relating to GMs will be handled by the RPG Manager.
During the event, General Volunteers will have Team Leaders and Floor Managers, but the Volunteer Managers will always be available. GMs will be able to direct queries through the Hilton Events Desk.
Every care is taken to ensure the safety and well-being of all our Volunteers, and this is explained in more detail in the Volunteer Policy.
Why Volunteer for UKGE?
We want our Volunteers to work hard, but to have an excellent time while doing it. When we asked the team about their best moments of Expo, here were some of their responses:
“Amazing. I felt appreciated and had lots of fun!”
“You guys are like my family, yellow shirts for life”
“Fulfilling and fun way to get to Expo for less”
“People, games, experience, passion, fun, friends. All in massive quantities.”
When we asked Volunteers to describe their experience in 3 words, this is what they said:
Expenses packages and qualifying expectations
Depending on the level and time spent volunteering you could have hotel rooms (usually shared with another volunteer), meal vouchers, entry to the survivors party and entry tickets to the Expo.
The expenses packages and qualifying expectations are detailed in the Volunteer Policy for all Volunteers including GMs and Umpires.
How do I volunteer?
First, and most importantly, read the Volunteer Policy. Once you have digested and understood all this information, you should understand all that is expected of you.
When we call for submissions, you will need a registered account with UKGE. If you do not already have an account, you can set one up by clicking on the words VISITOR: LOGIN OR REGISTER FOR AN ACCOUNT at the top of our website. You may already have an account from previous years of course. Once logged in, you can apply by filling in the Application Form via the link at the bottom of this page.
The Volunteer Managers will process your application and you will receive communication regarding your application in due course. It can sometimes take time to process applications, so please be patient while you await a response. We do respond to every query we receive.
You will be expected to complete a Volunteer Orientation webinar if you are accepted as a Volunteer. This will be a requirement every three years. If you have already completed this within the last two years, you will not be asked to attend the training again until your third year. There may also be other training provided, depending on the role you have been assigned, which you will be notified about as appropriate.
When can I apply? When can I expect to hear about my application?
We have laid out the below timescale for processing Volunteer applications, to which we will endeavour to adhere. However, these times may change due to factors beyond our control. If at any point you have a query about the progress of your application, please feel free to contact the Volunteer Managers.
January 2023 - Volunteer applications open. Please apply using the form, as detailed above.
March 2023 onwards - Applicants will be informed whether they have been accepted as a Volunteer.
April 2023 onwards - Volunteers will receive notification of their shift details.
May 2023 - Any information specific to the team you are on will be communicated to you via email. Please also look out for general updates about volunteering.
Friday 2nd June – Sunday 4th June 2023 - UK Games Expo open to the public.
Post-Expo - We will contact you after the show to gather your highlights and opinions on improvements for next year.
Any questions?
Most of your questions should be answered above or in the Volunteer Policy. However, if you have further questions regarding the Volunteer process or general volunteering, please email the Volunteer Managers.