Exhibitor Tournaments

Exhibitors have the opportunity to hire event space in our Gaming Halls and event rooms to host ticketed tournaments and on-demand events. The benefit of this arrangement is that you will have dedicated space exclusively for your use throughout the duration of UKGE, providing you with greater flexibility for the events you can organise there.

Requirements

This space differs from standard exhibition spaces in several important ways. Please consider your requirements carefully, as all conditions will be strictly enforced:

• The space is designated exclusively for organised play events, which include tournaments, draft events, and on-demand events.
• This area cannot be used for "free-to-play" demonstrations or "learn-to-play" sessions. Those types of events should take place in your designated demo space at your exhibition stand.
• Each event held in this area must be a competitive event that charges an entry fee. Attempting to circumvent this rule with nominal fees will be considered a breach of these regulations by the organisers.
• When applying for the space, exhibitors must provide an outline of their proposed events, which must be approved by UK Games Expo before space allocation is confirmed. Features that are likely to lead to approval include events with a charge to play, events where the fee includes the purchase of required products, and events intended for players who are already familiar with the game. Conversely, applications for free-to-enter events intended for beginners are likely to be rejected.
• No items may be sold from this space, except for products required to play the event, and only if they are included in the ticket price. Additional products cannot be sold from this area.
• Events must be planned for all three days of the UK Games Expo. They can be individual events occurring on each day, longer events spanning multiple days, or a mix of both.
• The location of the tournament space is at the discretion of UK Games Expo, both before the event and on the day itself.

Engaging in activities or hosting events that do not adhere to the agreed-upon outline may lead to the termination of those activities and the loss of the space.

Costs

The cost for our event space is £17 plus VAT per sqm.
This rate covers the floor space only. You can hire furniture, with prices available in your Exhibitor Portal or the Exhibitor Guide. Alternatively, you are welcome to bring your own furniture.

Staffing & Umpires

UKGE will provide a specific number of Umpire tickets based on the size of the events you are planning to host. Please note that umpires for events held in the Exhibitor Tournament space are not covered under UKGE's volunteer policies, and therefore, they will not be eligible for accommodation or other support typically offered to volunteers by UKGE.

Ticketing

All participants must have a UK Games Expo Entry ticket for the day(s) of your events to enter the hall, as well as a valid Tournament Ticket to compete in your event.

You and your tournament staff are responsible for ensuring that all players have a valid ticket for both entry to the UKGE and your tournament. If the tournament spans multiple days, players will need a valid UKGE Entry ticket for each day they participate.

Please note that the income from the Entry Tickets is retained by UKGE.

Guidelines on Event Ticket Pricing

You will determine the fee you want to charge for your events (some suggested figures are provided below). We will process ticket sales through the event listed on the UKGE website, and you will need to invoice us for the ticket income after the UKGE event. Please note that these tickets are subject to a 20% VAT, which we will pay to HMRC. Therefore, you should invoice us for the ticket price excluding VAT.

You and your staff must ensure that all players possess a valid Event Ticket as well as a UKGE Entry Ticket. If they have not purchased a valid Event Ticket, UKGE will not be able to return those sales to you.

Here are some suggested event 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 or Board game tournaments:
£1 per hour of the event. E.g. A 7-hour tournament would be £7.

Miniature tournament:
£2 per hour of the event. E.g. A 7-hour tournament would be £14.

Access Schedule

You will have access to your event space starting on Thursday. We will communicate the specific access times to you in advance. If you have any unique or complex setup requirements, please inform us as soon as possible so we can accommodate your needs.

• The event space will be available for your use from 8:00 AM each day until 11:30 PM on Friday and Saturday and until 7:00 PM on Sunday.
• Players can access the halls starting at 9:00 AM each day. We recommend scheduling the first round to begin no earlier than 9:30 AM.
• Please ensure that your events on Sunday are scheduled to conclude by 4:00 PM.

Listing and Promoting your events

The events will be submitted by you and listed on our website. We will promote the event schedule on social media and through emails. Additionally, you are responsible for promoting your event to your player communities.

Applying for Exhibitor Tournament Space

If you would like to hire Exhibitor Tournament Space, then first email MILLIE who will explore your requirements with you.
Once we have discussed your needs, you will be invoiced for the space you wish to hire.