EXHIBITORS START HERE

If you are looking to book a stand then this is the place to start.

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: UKGE 2019 will be held 31st May to June 2nd It is held in the UK's largest convention centre National Exhibition Centre (NEC), Birmingham. This year we will be using Hall 1 and Hall 2 NEC and the NEC Hilton Hotel.

Basic Stats

Where do I find out about options for Stands, Marketing, Sponsorship and Advertising?

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

You can read all about them and find out the prices in the 2019 Exhibitor Guide.

Where can I read the Exhibitor Terms and Conditions?

Exhibitor Terms and Conditions are all laid out in the Terms and Conditions PDF.

I have booked a stand: what do I get for my money?

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 the exhibitor page with your logo and a link to a site of your choice.
  • Add you to the desciptions of exhibitors page.
  • List you along with a description in the show programme.
  • Will publish a news article about your company, game or services if you send us one.

Can I sell games or gaming materials on my stand?

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.

How many Trade Passes do I get?

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

How do I get my Exhibitor Passes?

Exhibitor passes are used to gain access to the Trade 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.

Can I bring my own furniture?

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. 

Is it possible to hire Furniture?

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 our Exhibitor portal and will be supplied direct to your stand by UKGE. (Prices exclude VAT.)

• 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

For the Index Group catalogue follow this link...

What are the contact details for the Show Contractor?

The Index Group will supply Shell Systems, Walling, Carpets, Graphics for your stands and special furniture orders. They are

INDEX GROUP LTD
1 Lomax Street, Radcliffe, Manchester, M26 1PX
Telephone: 0800 085 9885 Facsimile: 0161 7234744
E‐mail: admin@indexgroup.org

Can I hire high quality or special items of furniture?

The show contractor has a full range of furniture as well as Audio Visual and lighting options for hire and installation on your stand.

This is the catalogue and order form for Furniture.

How do I lay out my stand?

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 ft and inches.

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 accross 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 1square 1mx1m and start drawing in furniture.

Can I add Shell or Walling to the stand?

You do not have to take shell system or walling for the stand. You can just have a tabletop stand. However, if you wish to consider a Shell system or Walling solution you can either bring your own stand or use our external contractor.

Please note that you may wish to contact surrounding stands and co-operate on booking walling. If one exhibitor approaches Index Group and books walling for a number of stands that is often cheaper than everyone booking their own.

This is the order form for the Shell and Walling.

Can I add Carpets or other floor covering to my stand?

Yes you can. The show contractor supplies this.

This is the order form for Floor Covering.

Can I get my stand printed with special images?

The show contractor can do this for you.

This is the order form for Printing and Graphics.

Can I order Audio Visual Items for my stand?

The show contractor will supply these options. Here is the order form:

This is the order form for Audio Visual items.

How do I arrange a bespoke stand design?

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 if you are building a stand using a constructed stand where components are bolted/ screwed together.

The Neale Agency construct one-of-a-kind exhibition stands.

The Neale Agency
Moot Hall, Market Square,
Daventry, NN11 4BH, Uk
+44 (0) 1327 304050
Info@Thenealeagency.com
www.thenealeagency.com

 

 

Can I hang a banner?

We have a drop banner package for a 4m x 2.4m double-sided banner which involves us producing the banner and getting it erected by the NEC.  This costs you £800.

All banner hanging has to be requested through UKGE so we don't just have banners hung all over the place blocking other banners, etc.  We can get your banners returned to you after the show if you would like it back or store it so it can then be reused. That would mean that in following years the banners would be cheaper.

Contact us if you wish to book a drop banner.

Can I get a phone line and Internet?

This is available from the NEC. Find the details in the NEC Products PDF.

Can I hire a stock Room?

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.

For more details please read this page on the UKGE Stock Room service.

Can I book a meeting or event room?

UK Games Expo can arrange for you to hire a room for press releases, events, hospitaility etc.

Email Richard to find out more.

How do I get an Exhibitor Car Parking pass?

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 Exhbition Services in Hall 1 on arrival.

Can we conduct a prize draw, lottery or raffle on our stand?

Every year we get asked by exhibitors if they may conduct a rafle 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.

 

Could I host a party at UKGE?

It may be possible to arrange options for a room at the NEC or the Hilton Hotel 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.

(Latest date 31st March)

Can I get my products delivered to the venue? What about Pallets?

You can arrange direct delivery to the NEC but it MUST arrive on THU 30th May. 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.

THE FOLLOWING THIRD PARTY COMPANIES 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: fulfilment@gamesquest.co.uk


Spiral Galaxy
Tel +44 (0) 1952 587482
Email sales@spiralgalaxygames.co.uk


INDEX GROUP
Tel- +44 (0) 208 912 3136
Email - Logistics@indexgroup.org

Tarrifs for the Index Group Logistics Services are here.


ASMODEE UK
Tel +44 (0)1420 593593
Email purchasingadmin@asmodee.co.uk

Can I add power to my stand?

Yes you can. You add your power requests via your Exhibitor portal.

There is a detailed page on the power options here.

Can I enter my games into the UK Games Expo Awards?

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

Who do I contact for more information?

If you wish to book a stand email  Richard .

If you have  a query about your payments please email Tessa

If you have a query about your stand/ access/ setting up etc, plese contact Keith.

Do you have a Style Guide for marketing material?

Yes we do have a Style Guide which gives advice on creating marketing material in line with this year’s UK Games Expo creative to produce a cohesive, mutually beneficial, campaign.

You can read the pdf here:

https://www.ukgamesexpo.co.uk/downloads/styleguide/UKGE_Styleguide_v1.1.pdf

Or grab a zip including logos etc here

https://www.ukgamesexpo.co.uk/downloads/styleguide/wetransfer-c961c9.zip

 

When can we setup our stand?

You can gain acces to the NEC to setup your stand between noon and 9pm in Thursday 30th May 2019 and also from 7.30 until 9.30 on Friday 31st May 2019.

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

What are the Print Specifications for onsite marketing

UKGE Print Specifications for at show marketing options.

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 18th April 2019

 

Roll Banner/Pull Up Banner

  • Artwork size is 850mm x 2150mm. Allow 5mm 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 Friday 3rd May 2019

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 Friday 3rd May 2019

Exhibitor Logo for Web Site

  • Logo is to be 60 pixels high and up to 150 pixels wide
  • PDF format
  • 150dpi

Shell System Wallpaper

  • Artwork size is 2400mm x 950mm. Allow 5mm bleed for trimming
  • PDF format
  • Minimum resolution of 150dpi
  • Colour space RGB
  • Cut-off date for accepting artwork is Thursday 18th April 2019

Coupon Book

Here is the link for the specs for your page in the UKGE coupon book. Please let us have the art by 26th April:

https://www.ukgamesexpo.co.uk/downloads/CouponBookletArtwork.pdf

Is there a list of important Exhibitor Mailshots I may have missed?

As an exhibitor you will get added to our list to receive exhibitor mailshots. You can also optionally sign up to also receive visitor mailshots.

Here are the important Exhibitor Mailshots we have sent out

Draft Hall Plans released, exhibitor Portal instructions and Awards - 13th December 2018

New Year Message to Exhibitors - 4th Jaunuary 2019

First Award Deadline Reminder - 23rd January 2019

Meet Keith Thomasson your Exhibitor Liaision 28th January 2019

First Call for Show Preview Tables - 1st February 2019

Visitor lists and Hotel offers - 6th February 2019

Who to contact and why at UKGE - 11th February

Remaining Sponsorships and Marketing - 24th February

Your space, furniture, walling etc - 25th February

Important Exhibitor Deadlines - 1st March

NEC Site Access -11th March

Got any new Games? - 15th March

Deadlines on Adverts, banners and Coupons - 6th April

Stand Construction Check - 8th April

2nd Call for the show preview applictations 12th April

Can I hire a forklift to unload my goods?

Yes you can.

In 2019 this service is supplied by Periscope.

A single pallet unload will cost £30+vat. Bespoke quotes for larger volumes are available.

For all enquiries please email UKGE@periscopelive.com 

 

Can I hire storage space at UKGE?

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.

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. However see 'Can I hire a forklift to unload my goods?' under FAQ

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 need to ensure your pallet and stock is completely removed by 18.00 on Sunday 2nd June 2019.

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 a Pallett storage via your portal.