Running an Event

For queries on Seminars, Workshops, podcasts or panel type events please contact Millie Lavelle

For queries on Board Game and Card Game events and tournaments as well as Megagames please get in touch with Millie Lavelle on Community@ukgamesexpo.co.uk

Please do not submit any form of tournament, card or board game event without having first emailed Millie.

Do you have an idea for a seminar or panel that would appeal to our visitors? Have you got a pitch for a publisher-designer event or workshop you would like to host or run or participate in at UK Games Expo this summer? Submit your ideas via our submit an event page. Choose the category of either
* Seminar (For events aimed at an audience of gamers, and all about celebrating the hobby, exploring new games and experiences, and sharing the joy of playing games together).
or
* Publisher-Designer (For events aimed at an audience of artists, writers, designers and publishers and others in the industry and focused around creating, designing, making, and selling games).

For queries on Seminars, Workshops and Panel type events please contact Millie Lavelle.

Yes you can. UK Games Expo host many Roleplaying Games (RPG's). These are run at the Hilton Hotel which has many rooms of various sizes suitable for these games.

RPG games are typically run in 4 hour slots at 9.00, 15.00 and 20.00 start times (although other game lengths and start times will be considered). Submitted RPG games will be reviewed by the RPG manager who may come back to you with queries.

UKGE ticket these events and charge a fee to the players. This fee helps covers room hire, and other costs such as GM rewards.

GM's may be eligible for GM rewards.

To submit a game read the Running an Event page and click "Accept and Submit".

If you have any questions you can contact organised play at the following email address RPGs@ukgamesexpo.co.uk.

UK Games Expo involves numerous organised play events and tournaments. Each year we get approached by individuals wanting to run a tournament. Firstly please ensure that your tournament idea fits these criteria:

• Your tournament is for 16 or more players.
• It is an existing published game that has been on sale long enough for players to have learnt it and own it.
• There is a player base or community interested in playing the game which you are able to promote the game to.
• Tournaments or events have already been run before in the UK and at least 16 players turned up on 2 or more occasions in the 36 months before UK Games Expo (extended to 36months due to the pandemic. If you have run a virtual tournament then a physical version will be considered).
• You and the players need to be aware that there will be an entry fee to the tournament/event that covers Expo's costs.

Our overriding principle for if we will accept a tournament/event is "is there demand from the visitors?" 

All tournaments/events that are approved and ticketed by UKGE are run by the UKGE organisation. UKGE will set an approved event up as a ticketed tournament/event on the UK Games Expo website. These events will be promoted by us. We allocate space which will be protected space within our organised play areas. Umpires would fall under our volunteer policies and may be entitled to accommodation and other volunteer benefits if the event is accepted. There will be an event ticket charge which UKGE keeps which covers the cost of set up, space, volunteers and any prize support we may give depending on tournament/event demand.

There is no cost to you but if there is no demand for the event and tickets do not sell we retain the right to cancel the tournament/event and refund any sold tickets and use the space for other events.

If you think you have a tournament or events that has a player base and there is demand for then first email Millie Lavelle, (Community Manager), who will explore the idea further with you.

RPG Games:

There are the standard slots for 4 hour role-playing games. We do allow flexibility however.

Friday 
9 am till 1pm
2pm till 6pm
8pm to midnight
Saturday
9am till 1pm
2pm till 6pm
8pm till Midnight
Sunday 
10am till 2pm
3pm lit 7pm

Times for Tournaments and other gaming events

These may occupy multiple days, a full day or part of a day. Submit your suggested times and we will discuss them with you further.

Tournaments and Events on your stands

Many exhibitors choose to run a tournament on their stand, which they are free to do. However UKGE does not ticket these events and the promoting and organising of these events are done by the exhibitor. You do this by adding the event as an Exhibitor Event. See How do I list an Exhibitor Event?

If you wish to run an event in the UKGE tournament space, your have TWO options:

A)Submitting Tournaments and Events into UKGE event space

You may submit the event as a ticketed event into the UKGE event system. 

UKGE will set an approved event up as a ticketed tournament/event on the UK Games Expo website. These events will be promoted by us. We allocate space which will be within our organised play areas. There will be an event ticket charge which UKGE keeps which covers the cost of set up, space, volunteers and any prize support we may give depending on tournament/event demand.

There is no cost to you but if there is no demand for the event and tickets do not sell we retain the right to cancel the tournament/event and refund any sold tickets and use the space for other events.

Important note: We do not run tournaments/events in order to create demand as we have found this does not work. If an exhibitor wants to get players playing their game by far the best way is to demo it in the trade hall and donate copies to the Board Game Library. A tournament should not be the start of a marketing campaign but seen as the ultimate marker of a successful game. It's an end point when there is sufficient player base who demand a tournament/event.

However if you feel there is player demand you are entitled to submit the event for consideration along with all other events. We do not guarantee the event will run but we will take a look.

Events likely to be accepted are those with a player based wishing to play a specific event over a defined time period.

On demand events are not likely to be accepted. Learn to Play events and demoes are not suitable for tournament spaces.

Note: Umpires of events run by companies would not fall under our volunteer policies and so would not be entitled to accomodation and other volunteer benefits of the kind enjoyed by people running events purely on a voluntary basis as opposed to activities which whilst being very welcome are linked to promotion of products.

Email Millie Lavelle (Community Manager), Community@ukgamesexpo.co.uk who will explore the idea further with you.

B) Paying for your own event space

Exhibitors can now hire event space in our tournament halls and event rooms to run ticketed tournaments and on demand events. The advantage of this arrangement is that this is dedicated space which is yours for the duration of UKGE and there is more flexibility on the events you can undertake there-in.

Costs

Our charge is £15 + VAT per sqm of event space. This rate is the charge for the floor space only.  You may hire furniture, cloth and power for these areas (see rates in this document).

This space differs from normal exhibition space in the following ways and it is important that you consider your requirements carefully as all conditions will be strictly enforced.

• The space is for organised play events only.  This includes tournaments, draft and on demand events.
• These areas may not be used for free to play demonstration or learn to play  events. These type of events should be undertaken in your demo space.
• Each event in this area must be a tournament or other competitive event subject to an event ticket fee (which the exhibitor will keep - see Event Ticket Fees below).   Nominal fees to try and circumvent this rule will be deemed by the organisers as a breach of these rules.
• When applying for the space the exhibitor will need to provide an outline of proposed events which must be approved by UK Games Expo before the allocation of space is confirmed. Features likely to lead to approval are that the event has a charge to play, possibly the event fee includes purchase of product needed to play and the event is for players who have learnt the game.  Features likely to lead to rejection of your application are that the event is free to enter and intended for players who have never played the game.
• You can not sell ANY items from this space with the exception of product required to play the event and then only if included as part of the ticket price.  Extra product cannot be sold from this space.
• This space may be used as per the access times listed below.
• Location  of tournament space is at the discretion of the UKGE both in advance and on the day.  Layout will be decided by UK Games Expo.

Carrying out activities and staging events which are not in accordance with the agreed outline may lead to termination of the activities and forfeiture of the space.

Furniture, cloth and power hire costs

You may hire furniture, cloth and power from us at these rates:

Furniture costs:

• Chair plastic – £4.50 each
• 6’ x 2’6” Trestle Tables – £8.00 each
• 5’ x 2’ Trestle Tables – £7.50 each
• 4’ x 2’ Trestle Tables – £7.00 each
• 3’ Diameter Tables – £11.00 each
• 4’ Diameter Tables – £12.00 each

Cloth £4 a table.

Power Costs

• 6A Main (1500watts) costs £287+vat
• 10A Main (2400watts) costs £428+vat
• 16A Main (3800 watts) costs £568 +vat
• Sockets cost £80 each.

Internet costs: You order any internet via the NEC services (link on our website).

Access times

This space would be available for your access from 8.00 a.m. each day until 11.30 p.m. on Friday 3rd June and Saturday 4th June and from 8.00 a.m. until 7.00 p.m. on Sunday 5th June. Events can start at 9.00 am each day which is the time when visitors can access the hall. YOU are advised to schdule thefirst round to start no earlier than 9.30 a.m.

Ticket Fees

All players would need a UK Games Expo Entry ticket for the day(s) of your events in order to enter the hall. Income from the Entry Tickets are retained by UKGE.

With regard to the Event Ticket you decide on the fee you wish to charge for your events (some suggested figures are given below). We would process ticket sales and you would invoice us for the ticket income. Note that these tickets attract VAT of 20% which we pay to HMRC. You would invoice us for the Ticket price excluding VAT.

Guidelines on fees for your events:

You can change whatever fee you wish for your event subject to our prior approval. Here are some suggested events prices:

On demand constructed ccg events - £3. (The players must own the required  decks of cards).

Booster draft £3+ the cost of the booster. (You provide the boosters in exchange for the entry fee).

Card, Board game and Miniatures Tournaments £1 per hour of the event.  E.g. An 7 hours tournament would be £7.

Listing and Promoting your events

The events could be submitted by you and  listed on our website. We would promote the events in social media and emails. We can link to your own events pages.

How to book the space

Email Richard@ukgamesexpo.co.uk

Download the Exhibitor Event Space info as a PDF here...

In order to submit your event you MUST do the following:-

Firstly be aware that with a few exceptions (see * below) any one 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 GM's. Submitting a game therefore requires that you have read our volunteering policy and agree to its conditions. This year we are introducing some online training to ensure that both your experience and that of the visitor is enhanced and that the events are run in an environment that is safe and secure. Submitting a game therefore requires that you agree to login to an appropriate webinar before UK Games Expo.

1. First read our volunteering policy.
2. Register an account (This is required so you can submit an event, edit the event and we know who to contact about the event)
3. Login using the customer login - you can find this at the top of the website.
4. Submit your event for consideration using the Submit and Event form.
5. You can check the status of your events in the manage events section when you are logged in.
6. The section manager for the type of game you have submitted will then check your event details and will either contact you if there is a problem or approve your event and set it live. This may take a few weeks.
7. You will receive notification of the webinar dates one which you must attend before UKGE.
8. Assuming your event is approved a GM/Umpire pass will be waiting for you for collection at the show.

* Events organised by companies with agreement by UK Games Expo and whose umpires are not accommodated by UK Games Expo or who receive no reward in terms of admission tickets or food vouchers are considered outside the scope of the Volunteer policy but are still expected to abide by the general principles of creating a safe, enjoyable event for our visitors.

GM rewards

Expenses for GMs are based on the number of player hours that they provide for the games that they are running. A single player playing for a single hour will generate one hour’s credit for that GM/Umpire. Our expectations are that if GMs provide 120 player hours, UKGE will provide the expense package for a general volunteer providing 18 hours of work. See https://www.ukgamesexpo.co.uk/plan/volunteering/ for more details.

Entry to the Show -GMs

If you volunteer to GM at the show then you will be given entry passes dependant on the player hours you provide. The following is a general guide to what to expect:

• Up to 24 player hours = One day entry
• 25- 48 player hours = One Two Day Pass
• 49 - 119 player hours = One Extended entry Pass
• 120+ player hours = General volunteer expense package

GM accommodation - GM's

For GM's to receive accommodation we are generally looking for them to offer 5 games of 4 hours for 6 players per game. That equates to 120 player hours. However a decision on accommodation will be made after your submissions by Organised Play.

Umpire rewards

Given the difference in hours that can be generated when running even a small tournament, umpires are not subject to the same player hour schedules as GMs. The UKGE organised play manager will discuss this with you as part of the submission/acceptance process for your event.

Consult our volunteer policy for Rewards for GMs and umpires.

Entry to the Show - Umpires

If you volunteer to umpire or organise an event at the show then you will be given entry passes dependant on the size of the event and hours you provide. The Organised play manager can discuss this with you but the following is a general guide to what to expect:

Running one 4 to 8 hour tournament of 16 + players (circa 64 to 128 player hours) - one day pass

Running two 4 to 8 hour tournament of 16 + players (circa 128 to 256 player hours) - two day pass

Running three or more tournaments (256+ player hours) - three day pass

Umpire accommodation

For Umpire's to receive accommodation we are generally looking for them to offer events on multiple days of 16+ players. However a decision on accommodation will be made after your submissions by the Organised Play Events manager.

Important note on Accommodation

There are ONLY a very few single rooms available at the Hotel so most of you will be sharing a twin room if you qualify for a room. Please do not volunteer if you are not willing to share a room. If you are volunteering along with pals or partners it helps if you tell Richard who they are and then we can attempt twin you up. (We cannot guarantee that this will be done however).

How will you get your reward?

Your pass will be waiting for you on arrival. If you qualify for food/ drink tokens you will collect these at the show - please see the events desk after 12 on each day. Your name will be on a list with the agreed food/ drink tokens listed. If you are entitled to accommodation then after you have submitted your games we will contact you about your hotel accommodation. Please note that hotel accommodation will involve sharing a twin room.

There are ONLY a very few single rooms available at the Hotel so most of you will be sharing a twin room. So please do not volunteer if you are not willing to share a room. If you are volunteering along with pals or partners it helps if you tell us who they are and then we can twin you up. Note that some GMs and Umpires MAY need to stay at other hotels if the Hilton is full.

In the case of RPG games you qualify for the rewards when UKGE accept your games and you turn up to run the game. Some games will not run. This is by design. We want there to be enough games and enough choice so that everyone who wants to play can find a game they like. This means we aim for an excess of about 15% of RPG games. If your game doesn't run we don't hold it against you but you might want to consider why it didn't attract players so that next time it does run.

In the case of tournaments which require a lot more space we would generally aim to cancel events that do not hit an agreed player minimum before the start of UKGE.

It is possible that once you have submitted an event it may be necessary to edit the event.

You will be able to do this via the Manage Events page in your account.

Once you have logged into your account and gone to the Manage Events page, you will see events which you have editing rights for on that page.

Click the event you wish to edit.

Note that some fields are not editable after they have been submitted and some cannot be edited after events are live on the system.

In the event of any questions email:

Millie Lavelle, Community@ukgamesexpo.co.uk

Exhibitors can list events they are running on their stand. These might include demos, tournaments, meet the deisgner sessions, giveaways etc.

These events are via the Exhibitor Portal Manage Events Tab.

DO NOT submit exhibitor events by the wesbite Submitting an event page OR the Manage event page of your personal login but ONLY via the Exhibitor Portal Manage Events Tab.