Volunteering for UK Games Expo

Please read through the volunteering page before filling in your application

The UKGE requires a huge number of people who love gaming to come together and pool all their skills and experience to make the best Hobby Games event in the UK.  In order for the convention to grow we need people that believe in making UK Games Expo the best experience possible. Volunteering is not an easy option as we ask for hard work and commitment from our volunteers to ensure that every aspect of the Expo runs smoothly and everyone enjoys themselves.

If you feel you are up to the challenge and want to be part of a team that produces a fantastic three days of gaming then read on because we are always looking for individuals to become part of the volunteer community.

Significant Changes

Status of Umpires and GM's

Anyone 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 GMs. Submitting a game therefore requires that you have read our Volunteer Policy (new file coming soon). and agree to its conditions.

Online Training

This year we are introducing some online training to ensure that both your experience and that of the visitor is enhanced and that the event is run in an environment that is safe and secure. Submitting an application as a volunteer therefore requires that you agree to login to an appropriate webinar offered on multiple dates before UK Games Expo. This will involve a 1 hour seminar for all volunteers and additional targetted webinars for certain specialist areas eg ticketing.

Who is a volunteer?

A volunteer is defined as anyone who performs any duties on behalf of the UKGE Ltd but is not employed by UKGE Ltd.  This includes GMs, Tournament Umpires, Set Up Staff, Ambassadors, General Volunteers 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.

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 from last year’s Expo, here were some of their responses:

“The best experience of my life, and I'm married!!!”

“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”

“Walking into Hall 1 on Friday morning and seeing all our hard work up and ready for the opening.”

“People, games, experience, passion, fun, friends. All in massive quantities.”

When we asked volunteers to describe their experience in 10 words or less, this is what they said:

About Volunteering for UKGE

The work is varied and could be anything from loading and unloading a van and helping set up the show during Thursday and Friday or being the face of the Expo during the opening hours of the event.

Volunteer opportunities are available between the 31st May and 3rd June 2018.

UKGE provides one of the best expense packages for its volunteers of any gaming convention in the country. What can be claimed is based on the number of hours you are working and the level of responsibility you have.

The expense packages and qualifying expectations are detailed in the volunteer policy for all volunteers including GM’s and Umpires.

In 2018, UK Games Expo will continue to use the same basic schedule types implemented in 2017, to offer more flexibility to volunteers, and better suit UKGE’s needs, as below. The minimum commitment we require from you varies depending on the schedule type you volunteer under - please see below.

Schedule Types

Standard Volunteers
Time commitment: 18 hours during the time period from Friday at 08:00 until Sunday at 20:00, may include evening shifts.
(These times may change slightly as UKGE plans develop, and will be in shifts confirmed closer to the start of the show)
Expenses: 2 nights in hotel, 3 days of meal vouchers, entry ticket
Expectations: General volunteering roles, possibly Ambassadors

Four Day Volunteers
Time commitment: 24 hours during the time period from Thursday 07:00 until Sunday at 20:00, may include evening shifts, training on Thursday or a very early start (07:00 on Friday)
(These times may change slightly as UKGE plans develop, and will be in shifts confirmed closer to the start of the show)
Expenses: 3 nights in hotel, 4 days of meal vouchers, entry ticket
Expectations: Ticketing, Bring & Buy, Ambassadors

No Hotel
Time commitment: 12 hours from Friday at 09:00 until Sunday at 18:00, only during show opening hours. This is likely to be comprised of two 6 hour shifts, with one of the show days off. Designed for locals or those who want to book their own accommodation, but can still get to site for 08:30 each day.
Expenses: weekend entry ticket (3 days), 2 days of meal vouchers, parking refunded for the 2 days worked.
Expectations: General volunteering

Senior Volunteers
Senior volunteers are by appointment only, you will be notified if your role falls into this category. See the Volunteer Policy for details.

Expenses for all Schedule types
Entry to the survivors party, 5 and 10 year badges as appropriate, any other expenses as agreed.

GMs and Umpires
GMs and Umpires may volunteer to run anything from 1 to many games and are subject to the game being accepted by the Organised Play Manager.

Cosplayers are a major part of the experience of UKGE, adding a friendly welcome to the show. Cosplay volunteering is handled separately to general volunteering. However, in some cases cosplayers are asked to additionally do a volunteering shift; information on this is provided in the cosplay policy.

For more information on cosplaying, and the cosplay signup form, please see the cosplay page.

Volunteer Policies
We have compiled a comprehensive volunteer policy, covering all aspects of the volunteer experience, including our expectations of you and what you should expect from from UKGE. ALL volunteers must read and accept the volunteer policy in order to qualify as a volunteer. This includes GMs/Umpires and Cosplay Volunteers.
Please ensure you read the policy fully as there are some changes from the previous year.

OK I am interested, what next?

If you would like to volunteer please read through our Volunteer Policy (new file coming soon).

When we call for submissions go ahead and register an account with UKGE by clicking on the words VISITOR: LOGIN OR REGISTER FOR AN ACCOUNT on the top of our website. You may already have an account from previous years of course.
Login in and go to your customer page.
Then you can apply by filling in the volunteer form.
Heather and Simon - our Volunteer Managers - will process applications and get back in touch. Please be patient as the process might take a while.


We have laid out the below timescale for processing volunteer applications, which we will endeavour to adhere to; 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 us.

January 2019 - Volunteer applications open; please apply using the form, as detailed above. An email will be sent out to all people with UKGE accounts to announce this, so please sign up for an account if you do not already have one and keep an eye on your emails.
Mid-February 2019 - Volunteer shifts will be allocated; please log into the website, view your customer page, and accept your shifts.
Mid-March 2019 - If we are oversubscribed for the available volunteer shifts, we will aim to let you know whether we are unable to accommodate you by this point. Should you become interested in volunteering after this date, please do either apply or email us, as volunteer shifts may later become available.
Mid to Late-March 2019 - At this point we would like for all volunteers to have confirmed that they are able to make their shifts.
During May 2019 - During May 2019 - Any information specific to the team you are on will be communicated to you via email, if required. Training webinars will also take place and further details regarding these will be sent to volunteers prior to May. Please also look out for general updates about volunteering
Thursday 30th May 2019 - UKGE Setup Day
Friday 31st May to Sunday 2nd June 2019 - We look forward to meeting you, and creating a team that will make this Expo the best yet!
Early June 2019 - 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, you may have further questions regarding the volunteering process or the jobs for which we require volunteers. For all enquiries regarding volunteering, please email Heather and Simon at volunteers@ukgamesexpo.co.uk