Exhibit

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 and figure storage solutions, non-fiction gaming related books and some fiction sci-fi and fantasy and other books, authors and artists. Costumed groups. Some LARP equipment (live action roleplaying eg rubber swords). Exhibitors and products used in the manufacturing of games. Electronic versions of table top 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.

Business to Business Opportunities

If you are looking for B2B opportunities at UK Games Expo then you have definitely come to the right place!

We have over 550 exhibitors, spread out across halls 1 and 2 at the NEC, these include a selection of hobby gamers, publishers, designers, distributors, manufacturers and associated artists.

UKGE draws an audience from all over the world.

We also have the Show Preview, Publisher Designer Track (New and upcoming games), Networking and Visits from buyers from the industry / guests and general visitors.

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 table top games such as mobile or tablet or pc versions or apps and programmes designed for use in and to enhance table top 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 table top games theme or themes of geek fandom, sci-fi, history and fantasy. Any food sold must be packaged as gift items and clearly sold as not for consumption at the show Vendors selling alcohol must also undertake to operate a 'Challenge 25' policy. In all cases approval by NEC Catering will have to be sought by the show organisers.

General catering companies will not be accepted.

Yes you can, we welcome international exhibitors to UK Games Expo.

In 2023 out of 550 exhibitors around 100 were from outside the UK and from 42 different countries.

UK Games Expo is a truly international event.

EVENT SERVICES, SALES AND TAX AND LOGISTIC SOLUTIONS

THESE SERVICES ARE MENTIONED HERE FOR YOUR CONVENIENCE BUT ARE PROVIDED BY THIRD PARTY ORGANISATIONS AND NOT BY UK GAMES EXPO DIRECTLY. CONTACT THEM TO DISCUSS YOUR NEEDS FURTHER.

Please note that any contract entered into between an Exhibitor and these contractors is a matter between those parties. UK Games Expo Ltd does not accept any liability for any losses, claims, demands, actions, proceedings, damages, costs, expenses or other liability incurred by either the exhibitor or the contractor in relation to any such contract.

Gamesquest

Provide logistics services to get your goods to the NEC. Also can arrange to take them away at the end of the event for onward transportation. Can offer advice on customs charges and VAT issues. Have warehouses inside the EU and in the UK.

Email: Tory@gamesquest.co.uk

All Rolled Up

Supply smaller companies with a service for limited sized deliveries.

Limited Availability - Small - Medium Boxes only - Pop-up Banners.

Tel +44 (0)7973977040

Email: contact@allrolledup.co.uk

Spiral Galaxy

Provide logistics services to get your goods to the NEC. Also can arrange to take them away at the end of the event for onward transportation. Can offer advice on customs charges and VAT issues. Have a warehouse in Tamworth UK There services are often popular and you are advised to contact them early as they limited capacity.

Tel +44 (0)1952 587482

Email: ukge@spiralgalaxygames.co.uk

Dice & Destiny

Event services: We bring the FLGS experience to shows for you. Bringing together our experience as an FLGS and event planners, we will bring a bespoke solution that matches your needs and allows us to bring your product to the community. Our experienced team of staff can help with set-up and planning as well as providing demo staff and management at the show.

Sales and Tax services: Looking to just be able to focus on community engagement and bring your product to them? Then let us help by handling the sales of the product for you. We are UK VAT registered and are able to make your sales for you at an agreed commission.

Email: sales@diceanddestiny.co.uk

Phone: 07709979425

Zatu Games

Logistics and Stock Coordination

We organise freight from US,EU and UK to the NEC with goods delivered on your Stand. We also organise transport to our storage facility at Zatu HQ after the event.

Point of Sale Support

We can provide point-of-sale equipment to your stand tailored to your needs. We can offer marketing and point of sales material for your stand. We can also offer personnel to help sales, demo and support your UKGE experience.

Buy Now Ship Later

Global fulfilment options for any publishers wishing to ship straight to customers home addresses with the lowest rates and the fastest dispatch during and after UKGE.

Contact: Dominic Martin, Tel: +44 (0)1603 801188 or email: Dominicm@zatu.co.uk

All About Games

Are you a publisher that’s interested in being part of UKGE but lacks the time or expertise to coordinate your own booth? If so, then All About Games Consulting can help. Their comprehensive events

management services cater specifically to publishers both internationally and within the UK. By working with AAGC, you can secure a dedicated, branded demonstration space within their expansive 760sqm booth, along with solutions for staffing, B2B meeting spaces and more.

For more details on this opportunity, email: events@aagc.games today!

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

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

Procedure 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: fulfilment@shipquest. 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.

Seethis link to find out more...

The next UK Games Expo is planned for Friday 31st May to Sunday 2nd June 2024. We are now ready to take your enquiries about this event and you can find out more about the plans in our updated exhibitor guide.

With regard to the best way to try and get better space.

After each UKGE we start to plan the next one. Over the summer and autumn we will talk to Major and Associate Sponsors to see if they want to renew.

We then open formal enquiries about 4 weeks before Essen Spiel (Around 5th September). When we do that we mail shot the entire exhibitor listing over 1000 exhibitors.

We then aim to see face to face as many of you as we can at Essen Spiel or have email discussions to get in requests.

Those enquiries and any we take at Essen in person are all examined together.

On deciding on stand locations we use a priority system:

1. Major Sponsors are placed first.
2. Second choices of locations go to Associate Sponsors.
3. Third choice is given to Supporting Sponsors.*
4. *Zone Sponsors such as Family Zone etc have priority within their areas.
5. Exhibitors incumbent in a location from the previous show.
6. Other bookings/ changes of location.

No final decision on locations are made until after we return from Essen Spiel and we look at all requests we have received.

So to answer your question the important thing is for you to

Either come see us at Essen Spiel

Or

Fill in an application before Essen when we open bookings, request your location and stand and make that clear to us.

We would then process a provisional booking on our systems (no invoices yet) and place your request on the map.

UK Games Expo trade stands go on sale around 1st October each year (sometimes a week or two earlier). We then take submissions by email and in person at Essen Spiel and other events (such as Dragonmeet, London Toy Fair, Nuremberg Spielwarrenmesse and Airecon which Trade Manager and Director Richard usually attends in person).

As we take bookings we book them in and allocate them trade space based on a priority system (Sponsors choose loctaions first then incumbents from previous shows).

We will continue selling space until either:

1. We run out of space
2. We reach a week before the show when we lock down plans.

So the deadline is late May or as soon as we run out of space. In reality we will have room for smaller stands in May but choice of location will be very limited.

Sign up to get added to the mail list to receive exhibitors mailshots. Click here to sign up...

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.

Alternatively you can make use of the Forklift for hire service.

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 all items are removed by 18.00 on the Sunday of the show.

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 to accommodate a standard pallet. Please ensure that the pallet load does not overhang the pallet. 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.

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 lockable 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.

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.

This will not work if you

1.Are not yet linked to the portal

2. Do not have a stand for the upcoming show

In order to use the Exhibitor portal you must have an UK Games Expo login with us. If you have one from before this should still work. You can always reset the password if you have forgotten it. In addition you musty have a stand setup for the upcoming show. This will happen when we book you in.

I am a new exhibitor

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.

Once you have a stand you will receive an invitation with instructions on what to do next.

Yes there is. There is a fixed rate block at the Hilton and a discount rate at the Plaza.

Exhibitor accommodation link Hilton 2024 available at the following rates:

Single bed & breakfast @ £134 inc VAT per night

Twin/double for single occupancy bed & breakfast @ £158 inc VAT per night

Twin/double for twin/double occupancy bed & breakfast @ £164 inc VAT per night

link is here...

https://eventsathilton.com/link/649ebeff32352289a0315509

Note: some users are finding issues using Crome to open this link. In this case try opening in Edge.

Exhibitor accommodation link Crowne Plaza 2024 at 15% below best available rate is here...

https://www.crowneplaza.com/redirect?path=hd&brandCode=CP&localeCode=en&hotelCode=BHXPW&rateCode=IXLLU&_PMID=99502056&corporateNumber=786825452&cn=no&viewfullsite=true

Also do check the general accomodation page here:

https://www.ukgamesexpo.co.uk/plan/before-the-expo/accomodation/

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

However walls, carpet, furniture, power, banners and other services are all available to be added as required by all exhibitors. See other FAQ's or the exhibitor guide for details.

In addition to supplying the space for your stand as part of your package with us, UKGE provides services to every exhibitor to enable the exhibitor to promote their goods or services.

• We list you as an exhibitor on the exhibitor page with your logo and a link to a site of your choice.
• We list your stand location along with a description in the show programme.
• We add you to the interactive map accessible by visitors and giving additional functionality such as
  • Your logo
  • Videos and images of your products
  • Industry sector genre
• We allow all exhibitors to list new products and games.
• We allow all exhibitors to list events, competitions, promotions and giveaways they are running on their stands
• We offer a range of marketing opportunities via our social media, emails and website to additionally promote their brand.

You are at liberty to bring any furniture and equipment you like providing they are structurally sound and legally compliant 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 height. 

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 – £4.50 each 
• 6’ x 2’6” Trestle Tables – £9.00 each 
• 5’ x 2’ Trestle Tables – £8.50 each 
• 4’ x 2’ Trestle Tables – £8.00 each 
• 3’ Diameter Tables – £12.00 each 
• 4’ Diameter Tables – £13.00 each

Please order value furniture via your exhibitor portal before 29th April.

Bespoke items of High Quality Furniture can be hired from Nautilus Exhibitions.

Please visit https://nautilusexhibitions.co.uk/events/uk-games-expo-2024/ for more information.

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 or ') 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.

Shell scheme or walling can be hired from Nautilus Exhibitions Limited

Please contact Nautilus Exhibitions Limited

info@nautilusexhibitions.co.uk

+44(0) 1327 304 058

Or order online at this site: https://nautilusexhibitions.co.uk/events/uk-games-expo-2024/

Yes you can. The show contractor can supply and fit this, or you may bring and fit your own.

Please contact Nautilus Exhibitions Limited

info@nautilusexhibitions.co.uk

+44(0) 1327 304 058

Or order online at this site: https://nautilusexhibitions.co.uk/events/uk-games-expo-2024/

Yes you can. The show contractor can supply and fit this, or you may bring and fit your own.

Please contact Nautilus Exhibitions Limited

info@nautilusexhibitions.co.uk

+44(0) 1327 304 058

Or order online at this site: https://nautilusexhibitions.co.uk/events/uk-games-expo-2024/

The show contractor will supply these options.

Please contact Nautilus Exhibitions Limited

info@nautilusexhibitions.co.uk

+44(0) 1327 304 058

Or order online at this site: https://nautilusexhibitions.co.uk/events/uk-games-expo-2024/

The NEC also offer these services

Find the details in the NEC Services Document.

Phone lines and Internet is available from the NEC. Find the details in the NEC Services Document.

You may wish to read more about WIFI at the NEC.

Here are some NEC guidelines on digital security.

You can arrange direct delivery to the NEC but it MUST arrive on WED 29th May between 2pm and 9pm or THU 30th May from 8am to 9pm.

In both cases the delivery vehicle will need to book into the NEC Voyage Control System

IF a delivery is planned on the WED contact Paul who will give you a code to use on that system.

If deliveries arrive before exhibitors are present they will be refused access.

The NEC will not store your delivery. Send it to: National Exhibition Centre (Your stand number and company name), 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

Provide logistics services to get your goods to the NEC. Also can arrange to take them away at the end of the event for onward transportation. Can offer advice on customs charges and VAT issues. Have warehouses inside the EU and in the UK.

Email: Tory@gamesquest.co.uk

Spiral Galaxy

Provide logistics services to get your goods to the NEC. Also can arrange to take them away at the end of the event for onward transportation. Can offer advice on customs charges and VAT issues. Have a warehouse in Tamworth UK There services are often popular and you are advised to contact them early as they limited capacity.

Tel +44 (0)1952 587482

Email: ukge@spiralgalaxygames.co.uk

Zatu Games

Logistics and Stock Coordination

We organise freight from US,EU and UK to the NEC with goods delivered on your Stand. We also organise transport to our storage facility at Zatu HQ after the event.

Contact: Dominic Martin, Tel: +44 (0)1603 801188 or email: Dominicm@zatu.co.uk

Peregrine Coast Press

Peregrine Coast Press are providing pallet & box consolidation for smaller stands in advance of UK Games Expo, with transit to (and optionally, from) the event. This includes reception of stock from abroad. Details subject to demand, with pricing to be confirmed.

Contact: ukge24-logistics@peregrinecoast.press

All Rolled Up

Supply smaller companies with a service for limited sized deliveries.

Limited Availability - Small - Medium Boxes only - Pop-up Banners.

Tel +44 (0)7973977040

Email: contact@allrolledup.co.uk

Brittania Game Designs

Can import consolidated pallets shipped from a partner in Michigan, USA. Access to a large warehouse in the West Midlands, UK.

Email: britgamedesigns@gmail.com

Tel: 07977309241

Power at the NEC is supplied in two parts. A mains supply that brings a certain amount of power to your stand. Then that power is distributed to your stand via three pin UK sockets.

The NEC provides mains power as follows:-

• 6A Main (1500watts)
• 10A Main (2400watts)
• 16A Main (3800 watts)
• Larger options are available
  

Sockets are added by our event contractors at a price per socket

All prices for this year can be found in our exhibitor pack.

How much power do I need ?

Your power need will depend on what you plug in. All devices have a power rating in watts. Just add up the numbers of watts for each device to give you the size of main you will need.

How many Sockets do I need?

You must pay for install and testing of each socket ordered through UKGE but remember you can add extension sockets to your installed socket.

Can I share a main ?

You can share a main to save costs if the stands are on the same physical block. The power cannot cross an aisle.

You must arrange this with the other exhibitor, UKGE does not arrange this for you or split the costs on the invoice. One exhibitor must pay the mains cost and arrange to be reimbursed from the other exhibitor/s.

Other notes on power

The power is shut off 1 hour after the exhibition halls close so if you wish 24 hour power please contact 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.

For advice on power please contact

Hall 1 Stand: Paul Laming Production@ukgamesexpo.co.uk

Hall 2 Stand: James Bowles Marketing@ukgamesexpo.co.uk

Yes you can.

You can hire the services of a Forklift from

Nautilus Exhibitions,
The Old Boat Yard, South March, Daventry, Northamptonshire, NN11 4PH

T:+44 (0) 1327 304058
E: info@nautilusexhibitions.co.uk

You can also bring your own Moffett but you must comply with Health and Safety regulations as laid out here.

Yes, you can have banners and walls in your stand up to 2.4m high, above that there are restrictions and caveats.

If you are planning to build anything above this height please contact Richard@ukgamesexpo.co.uk 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 contact Richard if you wish to know more.

Yes you can.

In order to hang any sort of banner suspended from the ceiling above your stand the following must be done:-

1. PERMISSION - All hanging banners must be cleared by UKGE for, position, size and content. All exhibitors using hanging 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. The banner size must fit entirely above your stand footprint and not hang over other exhibitor stands. This fee does not apply to roll/pull up banners.
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 (jane.carter@thenec. co.uk), or re-use a previous banner.
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). UKGE special drop banner rate: We have negotiated a rigging deal with the NEC for drop banners up to 4m x 2.4m in size. The price is £360 for 2024.

Note: If you are using the NEC Graphics team they will calculate the rigging cost for you if the size is diffeernt to above. The above deal only applies to drop banners. For rigging costs of box banners, ring banners and larger banner please contact the Rigging department or examine the The NEC rigging pdf.

EXAMPLE COST

(if banner made by third party)

Flying Fee: £400

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

Rigging: £360

TOTAL : £760 + 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 simon.lane@thenec.co.uk 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.

Yes you can but you must comply with Health and Safety regulations as laid out here.

You can also hire the services of a Forklift from

Nautilus Exhibitions,
The Old Boat Yard, South March, Daventry, Northamptonshire, NN11 4PH

T:+44 (0) 1327 304058
E: info@nautilusexhibitions.co.uk

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 will receive 5 passes.

Example 2: TRADER "SMALL GAMES R US" booked 2m x 2m of space 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 1. 

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 1.

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 or ') 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.

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 1 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 on Wednesday 29th May 2024. This is for stands of 100 sqm or larger and for companies offering logistical support for larger companies.

All exhibitor can gain access to the NEC to set up stands between 8:00 and 21:00 on Thursday 30th May 2024 and also from 7.00am until 9.00am on Friday31st May 2024.

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 period of Wednesday or Thursday.

Children under 16 are allowed to enter the trade halls with exhibitor or guest passes if under adult supervision from 7am Friday and 8am Saturday and Sunday. As some restocking may be occurring at this time and pallet trucks could be in use, they should go to the stands they are associated with and remain on the stand until 9am when the halls are open to the public and they may move about freely. Children with exhibitor passes may remain on the stand under adult supervision after the halls close to the public and must then be escorted by an adult to the exits by 1 hour after the close of the halls on Friday and Saturday nights. On Sunday night any children under the age of 16 must have left the trade halls by 16.00 which is the start of the derig period.

- Hi-vis vests must be worn by everyone when vehicles are in the Halls (moving or static), so remember to bring them.

Access

The Normal build period for exhibitors starts on Thursday 30th May 2024.

The contractors who are building stands, erecting walling, etc are starting to build on Wednesday 29th May 2024.

Early Access

Exhibitors who require early access to unload large vehicles and deliver pallets etc. may be able to gain access early from 2pm on Wednesday 29th May. This must be arranged in advance - contact Paul if you need this. Stands from 100 sqm upwards will be granted access if requested. Stands under 100 sqm will not unless there is extensive construction required. The organisers will make a ruling on that.

Please note that furniture and power installations will be occuring on Wednesday and exhibitors who arrive that day may not recieve their's until late evening that day.

Normal Access

Access for Exhibitors begins at 8:00 on Thursday 30th May and continues until 21:00.

On Friday 31st May Access for Exhibitors begins at 7.00 am. All stands must be fully set up for the show opening time of 9.00am on Friday 31st May 2024.

Arriving at the NEC

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 North Lorry Park (North12 - 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 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 is now operational for 2024.

There is a Voyage Control end user guide you may wish to read.

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 30th May 2024, 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 1 and Hall 2 Exhibitor Access Maps. The available access doors for Hall 1 will be VE1.2, VE1.4, VE1.5. and VE 1.6 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 and Carpark Passes.

Exhibitor Show passes and Parking passes will be available from UK Games Expo Exhibition Services, located next to vehicle entry door VE1.6 in Hall 1. 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.

The number of Carpark passes you are entitled to can be checked on the UK Games Expo web site - How do I get an Exhibitor Car Parking pass?.

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 2pm on Wednesday 29th May 2024 and then only if an exhibitor is present to receive the delivery. Deliveries can be made on Thursday 30th May 2023 and then only if an exhibitor is present to recieve the delivery. In order for a delivery vehicle to get onto the NEC site, the delivery company MUST book the vehicle entry in advance. You do this at www.voyagecontrol.com/necbirmingham.

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 3rd June 2024

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 UK Games Expo Limited. Arrange in advance by emailing production@ukgamesexpo.co.uk, +01562 69391 or go to Exhibitor Services to arrange this at the show. This service will only be available on the Build days 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 31st May 2024: 9.00 am to 6.00 pm

- Saturday 1st June 2024: 9.00 am to 6.00 pm

- Sunday 2nd June 2024: 9.00 am to 4.00 pm

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 Thursday 1st June 2023 starts at 09:00 and finishes at 21:00.

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).

Children under the age of 16 are not permitted in the Halls during the setup period of the show. This restriction applies to restock and breakdown periods as well. These are NEC rules enforced upon us.

Yes you can. The UK Games Expo is a great opportunity to demo games, show painting techniques, allow the visitor to meet special guests and invite them onto your stand. Many stands at UKGE will have demo tables. Some will run tournaments on their stand, giveaways an other special events.

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. PLease ensure the activity tsays within your stand and does not block the aisiles

Exhibitor Events

Exhibitors may list events that are taking place on their stand at the 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 your 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 each day and tick the 'ad-hoc 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.
Broadcasting live from the show? Add it as an event.

YOUR LOGO: Don't forget to go into your STAND tab and add a logo to the stand description. That image will show up in your event listing.

We use your logo on the exhibitor listing page and later on the interactive map of the show. It is also used on Exhibitor Events which you can add to the system so visitors know what is happening on your stand at the show

To add the logo follow these instructions:

Log into the Exhibitor Portal (click here to get access )

Click on the STAND tab and then your stand number and then open stand description add an image to the stand description. That image will show up in your event listing and exhibitor listing.

After you upload please leave it an hour before checking it is visible as it has to pass through our caching process.

The New Games page is a page on the site listing games that are one or more of
* new to buy (available for purchase for the first time at a UK show)
* new to try ( a prototype available for playtest at UKGE)
* new to back (a game on kick-starter or other crowd fund running during UKGE)
* new to play (A new release 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 which 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.

Your stand description will appear on the Stands tab of the Exhibitor Portal.

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

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.

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 300dpi
• Colour space RGB
• Avoid text, logos and important information on the bottom 600mm
• Cut-off date for accepting artwork is Friday 12th April 2024

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 300dpi
• Colour space RGB
• Cut-off date for accepting artwork is Friday 12th April 2024

Shell System Wallpaper

• Full panel size is 2352mm x 966mm
• Visible panel size is 2340mm x 954mm
• PDF format
• Minimum resolution of 300dpi
• Colour space RGB
• Cut-off date for accepting artwork is Friday 12th April 2024

Drop Banner

• Artwork size is 4000mm x 2400mm
• PDF format
• Any text converted to curves
• Min resolution 300dpi
• 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 Friday 12th April 2024

We use your logo on the exhibitor listing page and later on the interactive map of the show. It is also used on Exhibitor Events which you can add to the system so visitors know what is happening on your stand at the show

To add the logo follow these instructions:

Log into the Exhibitor Portal (click here to get access )

Click on the STAND tab and then your stand number and then open stand description add an image to the stand description. That image will show up in your event listing as well as the exhibitor listings.

After you upload please leave it an hour before checking it is visible as it has to pass through our caching process.

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, EVER.

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 organisation 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 Preview 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
We have no official hotel partner. The website shows a map of local hotels and any booking links we have negotiates but we do not share any details with any Hotel Booking Agency.

Stand construction
The only organisation we deal with with regard to stand construction is the Neale Agency (specifically their Nautilus, 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 facilitate 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. Many have phone numbers available somewherw in profiles.

Yes. We are selling 30 second digital adverts on our screens for £250+vat.

The plan is to have 7 screens around the NEC and Hilton. 2 in Hall 1, 2 in Hall 2 (one is the big screen at the stage) and 1 in Hall 3 plus 2 in Hilton.

These will stream content from OnTabletop who broadcast from the show but at least 15 times a day we will run an advert reel.

So, a digital advert would get shown at least 45 times over the weekend.

Now the screens will be muted so whilst you can have sound and that would be audible to anyone watching the stream on a phone or pc etc it would not be so to folk seeing it on a big screen so those adverts should not have critical info in the audio component.

MP4 1080p files are used for this

Email Richard to talk further.

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

info@nautilusexhibitions.co.uk

+44(0) 1327 304 058

Download their brochure This is currently due an update in January 2023.

Stand builds and orders for Forklift hire

Please contact Periscope Live: info@periscopelive.co.uk

+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
In the exhibitor portal under Stands you will find a stand description section. Here you can add and edit the stand name (exhibitor name), descriptions and logo which will appear in the interactive map on our site (published around April each year.) as well as the URL of your website.

Do not include discount or special offers in the descriptions. It should describe the company or game and not contain phrases like "Get 2 for 1 this weekend".

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. Review and edit the Exhibitor Name.

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 5th May will not show in the programme.