2022 EXHIBITOR GUIDE

BIRMINGHAM
3RD TO 5TH JUNE
 UK GAMES EXPO (UKGE) IS THE UK’S
LARGEST HOBBY GAMING EVENT
HELD ANNUALLY AT THE NATIONAL
EXHIBITION CENTRE, BIRMINGHAM, THE
NEC HILTON METROPOLE AND OTHER
PARTNER HOTELS IN LATE MAY OR
EARLY JUNE.

WHEN IS IT?
The next UK Games Expo
will be held from 3rd - 5th
June 2022.

WHY SHOULD I THE EVENT WHERE IS IT?

EXHIBIT AT UKGE? GROWS
UKGE 2022 is located in
Hall 1, Hall 2, Hall 3, the
• The UK tabletop games From its launch in 2007 Piazza and Toute Suites
market is worth around attendance at UKGE has of the National Exhibition
500 million pounds and steadily increased each year Centre as well as in the NEC
over the last decade has and in 2019 UKGE attracted lakeside area and the Hilton
been growing steadily. around 25,000 unique NEC Hotel.
• UKGE allows you to visitors comprising not just
engage directly with the hobby enthusiast, but WHAT FEATURES
your audience, test new gamers and the family ARE IN THE
designs, sell existing market. We also attracted EXHIBITION
products, launch new 425 exhibitors. HALLS?
games and apply for “Had an
awards. In 2020 the phyiscal show amazing The exhibition this year will
• UKGE provides the was replaced by an online time over the be located in Hall 1, Hall 2
opportunity to meet version. three days, and Hall 3 of the NEC. The
and network with with friends, Halls comprise 35,000m2
games designers, In 2021 around 11000 making new of space. The halls will
publishers, artists, the unique visitors and 220 friends, contain:
gaming media and companies attended the playing demos
distributors. first large scale in person & loads of • The largest tabletop
• UKGE supports the consumer gaming event amazing games exhibition in
development of new anywhere in in the world in games, using the UK with hundreds
designs and new almost 18 months. the games of exhibitors including
designers and holds library too, publishers, retailers,
playtesting and It was an event widely and of course artists, manufacturers
pitching sessions praised by those who bought some and others.
and a programme of attended and welcomed as great games! • The Children’s Zone.
workshops. heralding the return of in Hopefully will An area where the focus
• UKGE is the best place person gaming. see you all is on games for ages 3
to connect with all next year! ” to 9. Come and learn
aspects of the tabletop THE FUTURE Ruth games to play with your
gaming world in the UK children.
over three days Predicting the future after • The Family Zone.
a pandemic is difficult but “I would Staffed by specially
we are expecting to grow consider trained demonstrators,
again in 2022 and are UKGE now designed to attract
“May have bought some stuff planning for a recovery to one of the top families where they
- so much the credit card the 2019 levels over the conventions can learn and play new
company thought it had been next 2 or 3 years and we worldwide games together.
stolen! Loved it- very happy welcome you to join us on and one of the • Shop and Drop. Where
nerd.” the journey. must attend attendees can leave
Annal events.” their games while they
Tom Vasel go and explore the
exhibition halls.

2 2022 UK GAMES EXPO

THE NEC
The NEC is the UK’s best- HALL 3
connected venue:
PIAZZA SUITES

E C
• It is the only UK
exhibition venue with
TOUTE SUITE N
an airport and railway HALL 2
station on site near an
intersection of the UK’s
primary motorways.
HALL 1
• It is easy to get to as HILTON
METROPOLE
75% of the UK population HOTEL

are within a three hour

drive time.
• There is ample easy
parking with 16,500 car
park spaces.

• Chill Zones. Areas gamers to sit and play until 6.00pm.

where visitors can rest at any one time, free of Sunday 5th June: The
and relax. charge. exhibition halls will open
• Bring and Buy. UKGE • Play testing. Dedicated from 9.00am until 4.00pm.
holds what we believe “5th time and free to use space
to be the world’s largest for me, for budding designers The gaming and
games bring and buy. loved every to try out new game tournament areas are open
In 2019 over £200,000 minute of it, ideas and get feedback from 8.00am until midnight
was spent at the Bring chatting with from gamers. on Friday 3rd June and
and Buy with the profits developers • Children’s RPG. An Saturday 4th from 8.00am
going to charity and and area where specialist until 6.00pm on Sunday 5th
much of the visitors’ publishers GMs run roleplaying June.
proceeds recycled in the and lots of games for children.
exhibitors’ stands. people playing • WHAT GOES ON IN
• The Tournament Hall. games, it was OPENING TIMES THE TOUTE SUITE?
Housing tournaments a thing of OF EXHIBITION
for 16 to 400 players! beauty.” HALLS Close to Hall 1, the Toute
• The Board Games Shanel Setup: Suite is our dedicated
Library. The UKGE seminar space. Capable
board games library Thursday 2nd June: of seating 300+, many
consists of nearly a “We will be Set up from Noon until activities will occur in here
thousand board games there for more 9.00pm. including events by the
that the public can goodies. First Friday 3rd June: set up from large podcast and YouTube
borrow, play and return. time visiting 7.00am until 9.00am. gaming shows.
• Open Gaming Area. and now I’m
There will be enough hooked. ” Opening Hours:
space set aside in the Sarah Friday 3rd and Saturday 4th
exhibition hall and at June: The exhibition halls
the Hilton for 3,000+ will open from 9.00am

UK GAMES EXPO 2022 3


WHAT GOES ON
IN THE PIAZZA
SUITES?
Near Hall 2, this space
allows for smaller seminars,
workshops and networking
events. It is the home of the
Publisher-Designer Track.
WHAT GOES ON
IN THE HILTON
HOTEL?
The Hilton Metropole NEC is
a large, versatile conference
space with rooms for all
types of gaming, organized
play and open gaming.
It features:
• The UK’s largest and
most varied roleplaying
schedule with hundreds
of games over eight and live gaming events.
sessions on three days. • The Chow Street Food
• Megagame type events. Festival is here with all
• Open gaming space for “Had a great sorts of different food
600+ throughout the time at UK options.
weekend. Games Expo. • Bars and craft beer
• A short walk from the Great set up, stand.
NEC. with loads •
• Complimentary of friendly T
 here are no exhibitor
shuttle service to people. stands in the Hilton.
Halls 1,2 and 3 of Looking However, if exhibitors wish
the NEC, Birmingham forward to to sponsor areas of the open
International Airport next year.” gaming space or hire a room
and Birmingham @andypidy for a special event please get
International Station. in touch.
• Spa, heated indoor
swimming pool and 24-
hour fitness centre.
• Complimentary Wi-Fi WHAT GOES ON
in all public areas and AT THE LAKESIDE?
in guest rooms for all
HHonors members. At the lakeside we have a
• A second board game Viking Village and Cosplay
library. Area with weapon and
• Evening entertainment combat displays in an

outdoor arena.
EXHIBITOR BLOCK
ACCOMMODATION
We have a block of
rooms available at the
Hilton Metropole just for
exhibitors.
Hilton Birmingham
Metropole NEC
The NEC Birmingham,
Pendigo Way,
Birmingham, B40 1PP
+44 (0)121 780 4242.
The Hilton Birmingham
Metropole offers us
hundreds of hotel rooms,
the largest open gaming
space and evening gaming
facilities, plus on site food
options.
The supply is limited and
is handled on a first come
first served basis. Prices are
Pendigo Way,
Birmingham B40 1PU
+44 (0)121 273 1000.
This hotel is part of the
Many games Resort World complex of
were played. shops, cinema, casino and
Much restaurants.
fun was
had. Vast Ibis Styles Hotel
amounts of Bickenhill Lane,
money was Birmingham, B40 1PJ
spent. +44 (0)121 780 5907
@AndyCr15 Located behind Halls 2
and 3 with access to the link
corridor from the railway
station and airport into the
“My first NEC.
£149 inc VAT per night for Expo
a twin/double or £127 inc experience Moxy Hotel
VAT for a single. All rooms and I had an Marston Green, Birmingham
include full breakfast and incredible B40 1NT - 0121 468 0879
parking at the Hilton. If you time. Thanks Built in 2020 this is the
would like more information so much to closest hotel to the NEC and
here is the link.(Also everyone the newest.
available in your exhibitor who made
portal). it a reality There is also a Premier Inn
in these and a Holiday Inn within a
ACCOMMODATION challenging 25 minute walk of the Halls.
AROUND THE NEC times”
David Other Options
Crowne Plaza Trains from Birmingham
Birmingham Nec International run regularly
The NEC Birmingham, to Birmingham and
Pendigo Way, Coventry. So why not look
Marston Green, at cheaper hotels in both
Birmingham B40 1N city centres?
+44 (0)871 942 9160.
The Crowne Plaza Hotel Taxis and car options
is on the opposite side is allow you to stay in nearby
adjacent to Resort world. Coventry, Birmingham,
Solihull, Meriden,
Genting Hotel At Resorts Kenilworth or Balsall
World Birmingham Common.
The NEC Birmingham,

BOOKING.COM HOTEL MAP ON THE UKGE SITE

We have added a Booking.com Hotel
Map which offers a searchable service
you can access via our website.

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

You can enter the desired dates and

search around for options locally and
on site or pick up a bargain perhaps a
little further away.

UK GAMES EXPO 2022 5

STEP BY STEP
GUIDE TO
OPTIONS WITH
YOUR BOOKING
TO TRY AND MAKE THE PROCESS EASIER FOR YOU WE
HAVE ORGANIZED IT INTO A SERIES OF STEPS:

Steps 1 to 5 deal with the application to get a stand

at UKGE.

Steps 6 to 9 take you through add on options you

may wish to book at the same time as your stand, like
sponsorships, marketing, advertising and demonstrators.

Steps 10 to 13 look at what you will access via your

exhibitor portal after we have accepted your booking. This
includes furniture, power, submissions to the awards and
booking space at the Show Preview.

Steps 14 to 17 detail options you can order via third party

companies such as the NEC or our show contractors. This
includes logistics services, internet, carpet and
stand walling.

Steps 18 to 21 deal with other questions exhibitors ask

such as exhibitor passes, accommodation, car parking
and access for setup.

BOOKING A STAND
1 CO-EXHIBITORS
If exhibitors elect to share
a stand at UKGE, UK Games
Expo Ltd needs to know
and have full contact
details for each company.
The first company on
the booking form will be
known as the hirer and is
solely responsible for all
invoices incurred. Each
additional company will be
known as a co-exhibitor. It
is essential that UK Games
Expo Ltd is aware of every
company participating
in the event. There is a
£25 + VAT administration
fee for each co-exhibitor
payable by the hirer as
part of the stand fee. Each
exhibitor and co-exhibitor
will be listed on the UKGE
website as well as in the
programme.
Example: If you are the only
exhibitor then this doesn’t
apply. If you book a stand
and allow two smaller
companies to exhibit on
that stand space, then
each additional company
will be required to submit
their company details and
you, as the hirer, book
#ukgames the stand but also give us
expo was details of co-exhibitors.
hella cool. Please download and fill in
@fishnetsnmalice co-exhibitor forms for each
co-exhibitor from the UKGE
website.
NOTE: Don’t book a co-
exhibitor if all you want
are additional exhibitor
passes. See Passes step
15 later.

6 BOOKING A STAND
2 YOUR STAND
STARTER STANDS
If you are new to exhibiting
at UKGE and wish to test
out if UKGE is the best
place for you to attend, a
starter stand may be for
you. The starter stand is a
set size and configuration
and its position is decided
by UKGE. However, it comes
at a discounted price.
Please note that starter
stands:
• are for new exhibitors
who have never
3 STAND CONFIGURATION
Stand configurations are
based on the number of
customer facing sides that
the stand has. If you require
a stand configuration
other than standard then
a supplement is added to
your cost.
• Standard stand with one
customer facing side
= zero supplement
• Corner stand with two
customer facing sides
= £175 supplement
• End cap stand with three
customer facing sides
= £440 supplement
• Island stand with four
customer facing sides
= £1100 supplement.
Note: Starter stands are NEVER
exhibited with us placed in Superior Space.
before. Starter stands are NEVER
• are for exhibitors who corners, endcaps or islands.
want a single 2mx2m, Is it being
2mx3m or 3mx3m over eager STANDARD STANDS
stand only. That is 4m2 to have When choosing your stand
, 6m2 or 9m2 reserved size, you may take as much
• can not be combined a hotel space as you are happy to
with other stands. room for pay for, but the minimum
• are placed at the next year’s stand size is 2mx2m =
discretion of the #ukgames 4m2. Stands are charged at
organisers. expo £57 per square metre.
• are priced at £36 per already?
square meter. @ProfessorOdessa Example: A stand that
• Example: A 2m x3m is 5mx2m = 10m2 is
Starter Stand will cost calculated at £57 x 10 =
£216+ VAT £570 + VAT
1
Standard
For Example: A 5m x 2m
Stand
standard stand attracts no
supplement. It costs £570
+ VAT as detailed in the
stand size example.
1
Corner
2
Stand
A 5m x 2m corner
stand will attract a £175
supplement. £570 + £175
= £745 + VAT
End Cap Stand
1
A 5m x 4m end cap
stand will attract a £440 2
supplement. £1140+ £440 3
= £1580 + VAT.
1
A 5m x 4m island stand
Island
Stand
will attract a £1100 4 2
supplement. £1140 +
3
£1100 = £2240 + VAT.
BOOKING A STAND 7
4 LOCATION
Certain areas of Hall 1
and Hall 2 will naturally
have greater footfall or
places where people will
congregate. This gives
greater opportunities to
stands in those areas e.g.
around the Family Zone or
close to the main entrance.
These areas are designated
as superior areas and
stands placed in these
areas cost an additional
£15 per square metre. A
stand is considered in a
superior area if any part of
the stand is in a superior
area.
When booking a stand
you may also indicate a
preference for a part of
the hall by adding the grid
square to the booking
form. See map of Hall 1
and Hall 2.
#ukgames
expo was For example, a 5m x 2m
awesome corner stand = £745 +
this year. VAT but in a superior
Had a great position this would cost
time! an additional £150 + VAT
@Kaiberie = 10m2 x £15 which is a
total of £895 + VAT.

HALL 1 HALL 2

Y Z
BRING AND BUY

AA BB CC DD EE

R S T U V W X

FAMILY ZONE

CHILDREN’S
ZONE
J K L M N P Q

A B C D E F G H
ENTRANCE SUPERIOR AREA ENTRANCE

5 BOOKING YOUR STAND

• Preliminary enquiries • We can accept payment
should be made in via bank transfer, sterling PLEASE NOTE THAT
person with us at shows cheque or Transferwise. YOUR STAND IS SOLD
we attend, online via our Some forms of payment AS SPACE ONLY.
website, or by email to attract additional fees
richard@ukgamesexpo. due to bank charges. All THERE IS:
co.uk. If you need to these details will be on • NO POWER.
speak on the phone your invoice issued after • NO FURNITURE.
contact us on you book your stand. • NO WALLS.
01562 69391. • For full details on
• Once an agreement has payments see terms and Options on
been reached you will be conditions which are adding these
issued with an invoice. available from page 24 are detailed
• The deposit (25% of your and online. Please do further on in
stand fee) must be paid read them all carefully. this guide.
within 5 days of issue You agree to abide by
of the invoice to secure these terms when you
your stand. pay your deposit.

8 BOOKING A STAND
ADD ON OPTIONS
6 SPONSORSHIPS
SPONSORSHIPS ALLOW OPPORTUNITIES FOR UKGE
AND EXHIBITORS TO WORK TOGETHER AS PARTNERS
IN PRODUCING A BIGGER, BETTER, MORE EXCITING
SHOW OR IN CREATING MORE BRAND FOCUSED AREAS
WITHIN THE SHOW.
We aim to offer
promotional opportunities
that suit a range of budgets
which give you increased
visibility and, in many
cases, continue to promote
you long after the show has
finished.
It is best to get in contact
with us as soon as possible
if you are interested in
any of the sponsorship
opportunities.
MAJOR SPONSOR
Max of 4
Cost £9000 + VAT
Major sponsors/co-
sponsors receive several
benefits including:
• Logo on the UKGE
website.
• Logo on all UK Games
Expo print advertising.
• Logo on the front cover
of the UK Games Expo
programme.
• Logo on the exhibition
halls maps highlighting
your stand location.
• Logo on UK Games Expo
entrance tickets.
• A full-page advert in the
programme.
• Mention in emails by
UKGE at least 3 times.
• Gold marketing package.
• Right to perform off
stand promotions at
the show.
• Major sponsors get 1st
choice preferred stand
placement.
• Street name (long street).
• Options on rooms in NEC
area hotels.
ASSOCIATE
SPONSORSHIP
Max of 6
Cost £4500 + VAT
Associate sponsors receive
several benefits including:
• Logo on the UKGE
website.
• Logo on all UK Games
Expo print advertising.
• Logo on the exhibition
halls maps highlighting
your stand location.
• Half page advert in the
programme.
• Mention in emails by
UKGE at least 3 times.
• Gold marketing package.
• Right to perform off
stand promotions at
the show.
• 2nd choice preferred
stand placement in the
exhibition hall after
major sponsors.
• Street name (long street)
• Option on rooms in NEC
area hotels.
SUPPORTING SPONSORSHIP
Cost £1000 + VAT
Supporting sponsors receive several
benefits including:
• Logo on the sponsor page of the UKGE
website and in the programme.
• Logo on the exhibition halls maps
highlighting your stand location.
• 3rd choice preferred stand placement
in the exhibition hall after major and
associate sponsors.
• Street name (shorter street).
• Mention in an email covering supporting
sponsors.
• Quarter page advert in the programme.
• Gold marketing package.
OPEN GAMING AREA
SPONSORSHIP
Max of 1
Cost £4000 + VAT
The open gaming space at UKGE seats over
3,000 gamers in either Hall 3 NEC or in the
Hilton Hotel. Open gaming zone sponsors
receive several benefits including:
• Branding of the open gaming space
in the form of café barriers and pull
up banners which UKGE will print and
supply.
• Logo on the sponsor page of the UKGE
website and in the programme.
• 6 pull up banners with your logo on will
appear at the Hilton Hotel.
• Option to add a drop banner above
the open gaming area in the NEC (at
sponsor’s cost)
• Option to supply branded tablecloths to
several hundred tables at sponsors cost.
• Mention in an email covering sponsors.
ADD ON OPTIONS 9
FAMILY ZONE
SPONSORSHIP
Max of 1
Cost £1500 + VAT
The UKGE Family Zone
attracts hundreds of
families. Benefits of Family
Zone sponsorship:
• Family Zone will be
called “Sponsor Name
Family Zone”.
• Your logo on all Family
Zone print materials and
banners.
• You may place marketing
material on tables in the
Family Zone.
• Your games will be
available for play in
the zone (subject to
suitability).
• Street name.
• A Gold Marketing
package.
• Half page advert in the
programme.
CHILDREN’S ZONE
SPONSORSHIP
Max of 1
Cost £1500 + VAT
The UKGE Children’s
Zone attracts hundreds of
children and their parents.
Benefits of Children’s Zone
10 ADD ON OPTIONS
sponsorship:
• Children’s Zone will be
called “Sponsor Name
Children’s Zone”.
• Your logo on all
Children’s Zone print
materials and banners.
• You may place marketing
material on tables in the
Children’s Zone.
• Your games will be
available for play in
the zone (subject to
suitability)
• Street name.
• A Gold Marketing
package.
• Half page advert in the
programme.
UKGE BRING AND
BUY SPONSOR
Max of 1
Cost £1000 + VAT
The UKGE Bring and Buy
is a very popular and busy
part of the convention. In
2019 over £200,000 value
of goods were sold through
it and around £19,000 of
charity donations made
from the commission.
Your sponsorship would
help cover the costs of
this feature. Benefits of
Sponsorship:
• The Bring and Buy would be called
“Your company name Bring and Buy.”
• Your branding would appear on the
website/customer account Bring and Buy
Section.
• The area would be branded with
your logo.
• Newsletters and articles relating to the
Bring and Buy would feature your logo.
• You will have the right to provide
branded bags that visitors can use.
PUBLISHER-DESIGNER
TRACK SPONSORSHIP
Max of 1
Cost £3000 +VAT
Benefits of sponsorship:
• The Publisher-Designer Zone will be
branded with your logo.
• The Publisher-Designer page in the
programme and on the website will be
branded with your logo.
• The Publisher-Designer room screen will
show your logo and/or a promotional
message between seminars.
• Your logo on the pull up banners in the
publisher-designer rooms.
• A networking event will be held at the
convention for publishers and designers
which you have the option to speak at
and at which you sponsor the bar (no
additional cost) .
•The right to have material on tables at the
Show Preview (these are not produced by
Expo but provided by yourself).
•A table at the Show Preview in a
prominent area.
FIRST TIMER’S • The Seminar Zone will be
GUIDE SPONSOR branded with your logo.
Max of 1 • The Seminar page in the
Cost: £1000 + VAT programme and on the
The First Timer’s guide is a pamphlet/ website will be branded
brochure handed out to attendees but with your logo.
particularly targeted at first time visitors. • Seminar room screen will
It points out key features of UKGE and show your logo and/or
explains how to have fun at the show. a promotional message
Benefits of sponsorship include: between seminars.
• The First Timer’s guide will feature the • Your logo on the pull
sponsor’s logo and the rear page will be up banners in the
reserved for their advert. seminar rooms.
• Mention in an email covering sponsors.
• Logo on the sponsor page of the UKGE LIVE
website and in the programme. ENTERTAINMENT
SPONSORSHIP
SHOP AND DROP Max of 1
SPONSORSHIP Cost £500 + VAT
Max of 1 The Live Entertainment
Cost £700 + VAT track at UKGE features three
UK Games Expo runs a shop and drop days of live comedy and
facility where visitors can leave games and geek or gaming related
then return to collect them later. Benefits shows. Capacity of the
of sponsorship of the shop and drop: room is 300 and there are
• Shop and Drop will be called “Sponsor 15 to 20 shows over the
Name Shop and Drop”. weekend. Benefits of Live
• Your logo on the map identifying the Entertainment sponsorship:
shop and drop locations. • The Live Entertainment
• Your logo around the shop and drop zone will be branded with
facility. your logo.
• You have the option to supply carrier • The Live Entertainment
bags to be used by all shop and drop page in the programme
visitors to put their games in. They can and on the website
then take the games away in these bags. will be branded with
your logo.
SEMINAR SPONSORSHIP • Your logo on the pull
Max of 1 up banners in the
Cost £500 + VAT seminar rooms.
Benefits of Seminar Sponsorship: • Option to supply prizes
or ‘freebies’ to be given
out to live entertainment
track attendees.
CHILDREN’S
ROLEPLAYING
AREA
SPONSORSHIP
Max of 1
Cost £500 + VAT
The children’s roleplaying
area at UKGE is a dedicated
area for children aged 5
to 12 to play their first
roleplaying games. Benefits
of sponsorship:
• The children’s RPG zone
will be branded with your
logo and name.
• The children’s RPG page
in the programme and
on the website will be
branded with your logo.
• Option to supply
materials, figures, terrain
and prizes or freebies
to be used in the zone
(subject to suitability).
TREASURE
HUNT SPONSOR
Max of 3
Cost: varies
– please contact us
This is a children’s activity
where they find clues
around the venue to win a
small prize. Every child has
a chance of winning a larger
prize.
ADD ON OPTIONS 11
GET NOTICED
PROMOTING A KICKSTARTER?
ANNOUNCING A NEW GAME RELEASE?
LAUNCHING A NEW BRAND?
UK GAMES EXPO CAN HELP:
We offer promotional opportunities
that suit a range of budgets to give you
increased visibility and reach an audience
of thousands of gamers.
AVAILABLE ALL YEAR ROUND
Our followers are out there all year round,
not just before our show. Engage with
them today and get your message heard.
SOME BASIC STATS
OVER THE YEARS UK GAMES EXPO HAS BUILT UP A
SIGNIFICANT AUDIENCE OF ENTHUSIASTIC, ENGAGED
AND ACTIVE FOLLOWERS WHICH INCLUDES GAMERS,
FAMILIES AND THE TABLETOP GAMES MEDIA
UK Games Expo has a large social media following:
Twitter: 19,228
Facebook: 16,144
Instagram: 4669
Opted in emails: 5,615
Website Visitors 10,000 per month
(Figures correct September 2021)
These represent an ideal target audience for exhibitors.
Let them know about your brand and your products via
our marketing packages.

POSTS
EMAILS
Cost £200 + VAT
Our mail list consists of
GDPR compliant opted in
email addresses. These
emails belong to individuals
who have subscribed to
receive UKGE newsletters
including marketing emails.
These often include people
who back Kickstarter
campaigns and are keen to
know about new games.
• One dedicated email
newsletter sent to all
our 5615 contacts.
• Approx. 200 words
and up to 3 landscape
images (can be square
images).
• Including links to
relevant websites.
NEWS FEATURE
Cost: £50+ VAT
A news article on our website
home and news page. One
news page article on a day
of your choice subject to
availability.
• Maximum of 250 words.
• Published on UK Games
Expo home page and on
our news page.
SOCIAL MEDIA
Cost £200 + VAT
Our social media following
has built up over the last 10+
years and are enthusiastic
and engaged. They commonly
like, share and retweet posts
to their friends.
You can reach this audience
and boost your message to
thousands of gamers who
do not yet know about your
games and brand but now
will.
• Facebook post of 100
words and an image of
1200x1200 pixels.
• Tweet of 180 characters
and an image of
1200x675 pixels
• Instagram post of an
image and text.
• Please include any
hashtags and handles
you are using.
• Please include links
to any sites you want
included.
BUNDLES
GOLD ONLINE
MARKETING BUNDLE
Cost £350 + VAT
• 1 x EMAIL
• 1 x NEWS FEATURE
• 2 x SOCIAL MEDIA
SILVER ONLINE
MARKETING BUNDLE
Cost £225 + VAT
• 1 x NEWS FEATURE
• 1 x SOCIAL MEDIA
“During a very difficult time, we were fully
supported, engaged, promoted, and made
to feel completely comfortable and welcome
at every turn. The pandemic wreaked havoc
with everyone’s plans, but events and
leadership teams like UKGE were a wonderful
bright-spot for us. Thanks team!!”
Jason Miceli, Phase Shift Games
BOOK TODAY
There are a limited number of slots
for emails and for social media posts,
particulary during the period before UK
Games Expo. So book early and reserve
your slot. See back page for how.

12 ADD ON OPTIONS
7.2 MARKETING AT THE SHOW
THOUSANDS OF VISITORS AND HUNDREDS OF
COMPANIES ATTEND UK GAMES EXPO. GET YOUR
BRAND AND PRODUCT IN FRONT OF THEM WITH ONE
OF OUR AT SHOW MARKETING OPPORTUNITIES
ON SCREEN
DIGITAL
ADVERTISING
(NEW IN 2022)
Starts at £200 + VAT (Ask
for more details)
6 Large screens will
be errected at multiple
locations around the venue
in high traffic areas and in
areas with seating. These
screens will show the live
broadcasts by our media
partners and features about
the show. Between shows
we will show adverts. Your
20 to 30 second advert
will be shown repeatedly
over the weekend on these
screens.
HALL 1 ENTRANCE
FLOOR SIGNAGE
Max of 1
Cost £1500 + VAT
The entrance to Hall 1 is
a high traffic area. The
sponsors receive several
benefits including:
• Branding of entrance
area in the form of a
1.5m x 3m floor logo
which UKGE will print
and supply.
• Logo on the sponsor
page of the UKGE
website and in the
programme.
HALL 2 ENTRANCE
FLOOR SIGNAGE
Max of 1
Cost £1500 + VAT
The entrance to Hall 2 is
a high traffic area. The
sponsors receive several
benefits including:
• Branding of entrance
area in the form of a
1.5m x 3m floor logo
which UKGE will print
and supply.
14 ADD ON OPTIONS
• Logo on the sponsor
page of the UKGE
website and in the
programme.
HALL 3 ENTRANCE
FLOOR SIGNAGE
Max of 1
Cost £1500 + VAT
The entrance to Hall 3 is
a high traffic area. The
sponsors receive several
benefits including:
• Branding of entrance
area in the form of a
1.5m x 3m floor logo
which UKGE will print
and supply.
• Logo on the sponsor
page of the UKGE
website and in the
programme.
PLAYERS
NEEDED SIGNAGE
Max of 1
Cost £1500 + VAT
The open gaming space
at UKGE seats over 2,000
gamers in either Hall 3
NEC or in the Hilton Hotel.
Gamers can indicate
that they are looking for
additional players for their
games using tabletop
signage. Benefits of
sponsorship include:
• Your artwork to be
used on all of the
signs giving you brand
exposure to thousands
of gamers.
• Mention in an email
covering sponsors.
• Logo on the sponsor
page of the UKGE
website and in the
programme.
•
•
•
•
HALL STAIR
FLOOR
STICKERS TOP
Max of 1
Cost £500 + VAT
The staircase between Hall
1 and Hall 2 is one of the
highest flow areas at UKGE.
Three 1.0m x 1.0m floor
logos will be printed and
placed at the top of the
staircase in Hall 2.
HALL STAIR
FLOOR STICKERS
BOTTOM
Max of 1
Cost £500 + VAT
The staircase between Hall
1 and Hall 2 is one of the
highest flow areas at UKGE.
Three 1.0m x 1.0m floor
logos will be printed and
placed at the bottom of the
staircase in Hall 1.
DISPLAY CASE
Max of 6
Cost: £400 + VAT
Lockable glass cabinets will
be placed in high profile
areas of the NEC and
Hilton. Your product can
be placed in a dedicated
cabinet and be seen by
thousands of visitors.
PULL UP BANNER
PACKAGES
Cost: £400 + VAT
for 4 banners
This allows you to place
four pull up banners
(2.05m x 0.9m) width
at high profile locations
around the Exhibition halls
to promote your company
or product. The exhibitor is
responsible for the supply
of the banners and UKGE
will erect them on site.
FLYING FEE
Cost £400 + VAT
You may rig a drop, ring or
box banner. This fee is for
the marketing opportunity
only. You must supply the
banner. Rigging fees will
also apply.
See section 17 in Third
Party Options for Rigging
and Manufacturing options.
HILTON FLOOR STICKERS
Max of 4
Cost £300 + VAT
The Hilton Hotel corridors that run past the
open gaming zones in the Kings and Palace
Suites and the Westminster Suite RPG rooms
are high flow areas at UKGE. Five 0.5m x
0.5m floor logos will be printed and placed
exclusively in one of these locations.
STREET NAME
Max of 20
Cost £200 + VAT
UK Games Expo labels the streets and
avenues of the exhibition hall. Benefits:
• One street or avenue named after your
company or product.
• Your chosen street name will appear on
the map of the hall.
• The street is physically labelled by
several large signs on the floor up the
length of the street.
SWAG BIN
Cost £800 + VAT
A bin will be placed in a high traffic area
of the trade halls. This will be branded
with the sponsors art. The sponsor is
responsible for keeping the bin stocked
with ‘swag’ ie give away material. Swag
must be suitable for a family audience (ie
no strong sexual themes).
NEC BRANDING
AND MEDIA OPTIONS
UKGE has obtained various options for
media sites at the NEC. Your brand can
be promoted all over the NEC site.
Please review our UKGE NEC media pack
on our website.
ADD ON OPTIONS 15
8 ADVERTISING
PROGRAMME
ADVERT
The UK Games Expo
programme is far more
than just a set of maps.
It is a full colour glossy
magazine with exciting
articles by guest writers
on games and the gaming
world, mini games and
details of everything that
is available at UK Games
Expo. This publication
is free to every person
who attends Expo and is
produced as a souvenir.
We have found that many
people who come to Expo
keep the programme and
many advertisers find
they are still gaining new
customers long after the
show has finished. Adverts
should meet all artwork
specifications although we
are happy to work with you
if this is something you
have not produced before.
Adverts are an effective
method of reaching all
the convention goers and
raising awareness of your
brand amongst attendees.
Due to the demand for
inside front, inside back
and the back cover adverts,
these are allocated on a
Blind Bid basis.
INSERTS
Price for inserts available
on enquiry
We can offer a service of
a loose insert into the
programme:
• Inserts must be supplied
by the exhibitor or at the
exhibitor’s expense.
• Inserts can be no larger
than the programme
specification.
• Inserts will only be
accepted for the full
programme run (10,000)
• A maximum of three inserts will be
allowed in the programme.
ADVERT ARTWORK
SPECIFICATIONS
Adverts must be submitted using the
following artwork specifications:
• In PDFs all fonts must be embedded.
• Uncompressed JPEG or PDF.
• Colour Space: CMYK.
• Size as per specifications in table below.
• Resolution: 300 dpi.
We’ve created a detailed advert
specification guide that can be
found on our website. https://www.
ukgamesexpo.co.uk/downloads/
UKGEProgrammeAdvertGuidelines.pdf

PROGRAMME ADVERT SPECIFICATIONS

ADVERT SIZE WIDTH HEIGHT COST

Trimmed 95mm 141mm

Quarter
With Bleed N/A N/A £125
Page
Text Area 85mm 131mm

Trimmed 195mm 141mm

Half Page
With Bleed N/A N/A £200
Horizontal
Text Area 185mm 131mm

Trimmed 95mm 287mm

Half Page
With Bleed N/A N/A £200
Vertical
Text Area 85mm 277mm
TRIMMED
This is the final size that your advert
Trimmed 210mm 297mm Standard Page £330
will appear in the programme once Full Back Cover £660
it’s been printed and trimmed. With Bleed 216mm 303mm
Page Inside Front £450
Text Area 180mm 267mm Inside Back £450
WITH BLEED
This includes 3mm additional
space on each side, which will be Double Trimmed 420mm 297mm
trimmed off the final advert. Page With Bleed 426mm 303mm £550
Your final artwork must be
supplied at this size. Spread Text Area 390mm 267mm

TEXT AREA Subject to blind bid.

This is a safe zone which any text If you want to place an advert or put an insert into the programme
should appear within – text too
close to the advert’s edge may then please contact richard@ukgamesexpo.co.uk
be illegible due to the binding.
Keep all important copy, logos, etc
within this area.
ALL PRICES EXCLUDE VAT

16 ADD ON OPTIONS
8.1 PROGRAMME ADVERT AND ON-
LINE MARKETING BUNDLES
You might want to take
both an online package
and a programme advert.
Buy both together and save
money. In the table on
the right choose an online
marketing package (on the
left) and an advert in the
programme (along the top)
for the following prices
which are savings over the
items taken individually.
9 DEMO TEAMS
UK Games Expo offers
a ‘demo team for hire’
service where we will
provide a fully trained
demo team that will run
your demonstration stand
all weekend. Then by
liaising with the various
retailers at the show you
can ensure your games are
available to purchase. We
have already provided this
service for several major
publishers and they have
found it very successful.
If you are interested in
this service, please get in
contact with us to discuss
your requirements.
Price of demo teams
£625 per demonstrator
Demonstrators are paid at
UK National Living wage
by UKGE for 27 hours (this
includes time to learn the
games). UKGE pays and
accounts for the income tax
and any national insurance.
We also provide two nights’
accommodation, a food
voucher each day, and
cover demonstrators’ travel
expenses.
Demo Team for Hire
Terms and Conditions:
1. The Exhibitor will
supply UK Games Expo
Bundle 2 Page 1 Page ½ Page
Gold £800 +VAT £605 +VAT £500 +VAT
Savings: Save £100 Save £75 Save £50
Silver £650 +VAT £455 +VAT £350+VAT
Savings: Save £75 Save £50 Save £25
with a list of games to be Saturday and 9.00am to
demonstrated on their 4.00pm Sunday. Each
tables. demonstrator will be given
2. 1 copy per demonstrator A week after a 45 minute lunch break
of each game to be sent #ukgames each day at which point
to: expo and they will be absent from
UK Games Expo Ltd I’m still the stand.
FAO Richard Denning recovering. 5. D emonstrators will
Third Floor, Suite 12 @druggeddwarf wear company branded
Elgar House Green Street clothing if supplied
Business Centre Another year by the exhibitor. A
Green Street and another minimum of 3 shirts
Kidderminster #ukgames per demonstrator is
DY10 1JF expo over required.
by 1st April 2022 to excellent as Occasionally a reserve
allow for training of the ever. demonstrator may take
demonstration team. @BBBBforum over and may be wearing
Package to be labelled a UK Games Expo shirt.
clearly “games for demo #ukgames Exhibitors will be asked
use” If a production copy expo was if they wish to supply
version is not available awesome additional shirts.
then a suitable mock this year. 6. U KGE will account for
up is to be provided Had a great the payment, taxes
instead. time! and employment of all
3. UKGE will provide and @Kaiberie demonstrators which
train your demonstrators includes accommodation
in advance of the 2022 for 2 nights and pay
Expo. These individuals of minimum wage plus
will learn games chosen taxes.
by you which will be 7. All invoices must be
demonstrated on these paid in full on or before
tables and briefed on 28th February 2022. For
how you want the games more information or to
demonstrated. arrange a demonstration
4 The team will maintain a team please contact
demonstrator at all times richard@ukgamesexpo.
on your table during the co.uk
duration of the exhibition
show, i.e. 9.00 to 6.00pm
Friday, 9.00am to 6.00pm
ADD ON OPTIONS 17
OPTIONS AVAILABLE VIA
YOUR EXHIBITOR PORTAL
EXHIBITOR PORTAL
Once you have submitted a booking and
it has been accepted you will then need to
register an account on the UKGE website
so you can request stand furniture, power,
view your invoices, submit games to the
awards etc.
10 FURNITURE
YOUR STAND COMES WITH NO
FURNITURE AS STANDARD AND NO
WALLS OR BARRIERS OR STAND
DIVIDERS AT ALL. YOU CAN ADD A
SHELL SCHEME IF YOU WOULD PREFER,
WHICH YOU ORDER FROM THE SHOW
CONTRACTOR. (SEE LINK ON OUR
WEBSITE.)
You have three choices when it comes to
furnishing your stand.
• You may bring your own tables, chairs or
stand furniture.
• You can hire basic furniture from our
value supplier.
• You can hire specialist furniture from our
furniture contractor.
YOUR OWN FURNITURE
You are at liberty to bring any furniture
and equipment you like. However, check
terms and conditions for any restrictions.
VALUE SUPPLIER
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
18 EXHIBITOR PORTAL OPTIONS
All Exhibitors and Co-
Exhibitors are required
to register an account on
the UKGE website. We will
send instructions at the
time you book your stand.
The exhibitor portal is the
focal point for all exhibitor
your exhibitor portal which
you will be able to access
after your stand order is
placed.
It will be supplied direct to
your stand by UKGE. Item
cost (excludes VAT)
• Chair plastic black –
£4.00 each
• 6’x2’6” Trestle Table –
£7.50 each
• 5’x2’ Trestle Table –
£7.00 each
• 4’x2’ Trestle Table –
£6.50 each
• 3’ Diameter Tables –
£10.00 each
• 4’ Diameter Tables –
£11.00 each
Note that if you deliver
your games to the NEC
via truck on palettes you
either need to bring a
forklift or a pallet truck
to get your goods off the
truck or hire a forklift via
information. It will contain
all you need to know about
your booking, passes,
access and setup, deadlines
etc. Please login and see if
your question is answered
there before emailing us.
SHOW
CONTRACTOR
Please see Event Exhibition
Services Ltd in third party
companies section.
PALLET STORAGE
UK Games Expo offers a
service to larger retailers
and publishers who are
looking for a stock room
to store their products
and to restock their stands
from. You can hire spaces
for pallets at the cost of
£100+vat per pallet. Book
via your exhibitor portal.
your exhibitor portal.
Prices will be found there
for either a per Pallett
option or expressed in
terms of half hour hire
periods.
11 POWER
THIS SECTION EXPLAINS FACTORS TO
CONSIDER WHEN REQUESTING POWER
FOR YOUR STAND.
• Power supply costs relate to the size of
the mains installed and the number
of sockets required.
• The minimum size mains we can install
in a block is 6A which can supply 1500
watts power. A 6A mains costs £255+vat
to supply.
• Each socket we add to the mains supply
costs £70+vat.
Sample Power Installation 6A mains and 1
socket = £255+£70 = £325+vat.
IF YOUR POWER NEED IS
1500 WATTS OR MORE USE
THIS CALCULATION:
If you need 1500 watts or more we will
need to place a suitable sized mains in
your area.
• 6A Main (1500watts) costs £255+vat.
• 10A Main (2400watts) costs £375+vat.
• 16A Main (3800 watts) costs £507 +vat.
Sockets are an additional £70+vat each per
socket.
Sample Power Installation 16A mains and
3 sockets = £507+£210 = £617+vat
HOW CAN YOU
REDUCE COSTS
IF YOUR POWER
NEED IS LESS
THAN 1500
WATTS?
Many exhibitors may not
need 1500 watts of power.
For example 500 watts and
a socket is quite sufficient
for charging a phone and a
card reader. Consult device
manuals for power draw.
If your power needs are less
than 500 watts you may
find you can save money
by sharing a 6A mains
(1500 watts) with other
exhibitors in the same
block. We advise that you
make contact with other
exhibitors in your block and
see if you can agree that
you share the costs of a 6A
mains supply and each of
you then pays your share
plus your own socket fee.
If two of you agree to split
a 6A mains then you will
each pay £112.50 for the
mains and £70 for the
socket = £182.50+vat.
EXHIBITOR PORTAL OPTIONS
If three of you agree to split
a 6A mains then you will
each pay £85 for the mains
and £70 for the socket =
£155+vat.
Whilst you will need at
least 1 socket, we advise
you make use of 4 way
extensions to add sockets
rather than ordering multiple
sockets at £70 each.
Consider portable battery
solutions for power which can
often save you a lot of money.
OTHER NOTES ON
POWER
The power is shut off 1
hour after the exhibition
halls close so if you wish
24 hour power please
inform us. 24 hour power
adds a 20% surcharge.
Power is ordered through
your exhibitor portal which
you will be able to access
after your stand order is
placed.
For enquiries about power
email richard@ukgames.
co.uk
19
12 UKGE AWARDS
THE UKGE AWARDS RECOGNISE THE BEST 15th March 2022 (If
GAMES IN AN ARRAY OF CATEGORIES. a final version is not
SOME ARE CHOSEN BY EXPERT JUDGES available please send a
AND OTHERS BY THE SHOW’S VISITORS. mock up of the game).
FOR DETAILS ON CATEGORIES CHECK 5. All samples, prototypes
YOUR PORTAL. A SPECIAL LOGO WILL BE and products submitted
AVAILABLE FOR USE BY THE WINNERS OF cannot be returned.
EACH CATEGORY. 6. It is your responsibility
to ensure the timely and
ELIGIBILITY safe delivery of your
A game is eligible to be entered for the entry. If you miss the JUDGING
2022 awards if it meets the following deadline of 15th March Before the show all eligible
criteria: your game will not be games are passed to the
• The publisher must be exhibiting at the entered. appropriate judges who will
2022 show or be represented at it by rate them. The shortlists
another exhibitor. Post all entries (except will be selected according
• The game must be on sale at UK Games Roleplaying) to: to the judges’ ratings and
Expo 2022. published on 10th May
• The game’s release date must be UK Games Expo Ltd 2022.
between 15th March 2021 and Third Floor, Suite 12
5th June 2022. Elgar House Green Street One of the shortlisted
• Games can only enter our awards once. Business Centre games will be chosen as
Green Street the Judges Award Winner.
ENTERING A GAME Kidderminster, DY10 1JF. At the show, there is an
1. Login to your exhibitor portal and click opportunity for the public
on the awards tab. For RPG games, adventures to vote on the short-listed
2. Entrants may suggest a category in and expansions send to: entries to choose the
which to enter their game. However, the People’s Choice Award.
final decision is made by the John Dodd UK Games
UKGE judges. Expo Ltd, 432 Carlton RESULTS
3. Only one category per product is Road, Awards will be announced
permissible. Barnsley, S71 3HX. at the show on Sunday 5th
4. You must send a copy or sample by June 2022 at 3.00pm.

13 SHOW PREVIEW
EXHIBITORS, DISTRIBUTORS, PRESS AND
RETAILERS WILL BE INVITED TO ATTEND
A SHOW PREVIEW TO BE HELD BETWEEN
6.00PM AND 8.00 PM ON THU 2ND JULY.

This event will take place in Hall 3.

This area will have tables laid out and
exhibitors who wish to bring new games
and products to show can reserve a table
to lay out their wares.

We expect to have over 200 press and

media journalists and podcasters present
as well as retailers.

If you are an exhibitor wishing to show

your games, then you need to reserve
space in the show preview. Full details
available on the website.

20 EXHIBITOR PORTAL OPTIONS

THIRD PARTY SERVICES
THESE SERVICES ARE MENTIONED Please note that any
HERE FOR YOUR CONVENIENCE BUT contract entered into
ARE PROVIDED BY THIRD PARTY between an Exhibitor
ORGANISATIONS AND NOT BY UK GAMES and these contractors is
EXPO DIRECTLY. CONTACT THEM TO a matter between those
DISCUSS YOUR NEEDS FURTHER. 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.

14 INTERNET, IT AND AV EQUIPMENT

FOR HIRE AND PHONE LINES
THERE IS WI-FI IN THE NEC BUT IF YOUR
SALES POINT REQUIRES THE INTERNET
YOU MAY WANT THE RELIABILITY OF A
WIRED CONNECTION.
You may wish to hire IT and AV equipment,
add water to your stand or
even a gas supply. If you
need to add any of these
facilities to your stand they
are hired direct from the
NEC. A catalogue of the
items available and prices
will be linked to on the
exhibitor menu item on the
UK Games Expo website.

15 LOGISTICS SERVICES
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.

Links to these services and more details will appear under ‘exhibitor’ on our website:

GAMESQUEST LTD SPIRAL GALAXY

Tel- +44 (0) 1730 891346 Tel +44 (0) 1952 587482
Email: fulfilment@shipquest. Email sales@spiralgalaxygames.
co.uk co.uk

THIRD PARTY SERVICES 21

16 STAND CONSTRUCTION OPTIONS
NOTE THAT YOUR STAND COMES AS
SPACE ONLY WITH NO WALLS.
The Neale Agency are our show
contractors and via divisions of Nauilus
Live and Periscope LIve offer services such
as full stand builds, shell scheme, and
carpet. Order forms will be made available
on our website or else contact them direct.
It is advisable to make contact with
neighbouring exhibitors before placing
your walling order as it is possible to save
money by placing a single order between
you.
17 BANNER MANUFACTURE AND
RIGGING
If you would you want any sort of banner
that will be suspended from the ceiling the
following must be done:-
1. PERMISSION - ALL banners must be
cleared by UKGE for, position,size and
content. ALL banners must pay flying
fee of £400.00 +VAT. If you order a
banner directly with the NEC you MUST
get permission from UKGE otherwise
the banner will not be erected.
2. PRODUCTION - All banners must
meet the NEC rigging requirements
(pdf can be found in your exhibitor
portal). You may source your own
banner, use the NEC’s graphics
production team (jane.carter@thenec.
co.uk) or if we have your banner,
re use a previous banner. UKGE no
longer offer the production service as
we could not compete on price.
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 UKGE through your
portal for further help. Note: If you
are using the NEC Graphics team they
will often calculate the rigging cost for
you.
22 THIRD PARTY SERVICES
SHELL SCHEME AD WALLING
Nautilus Exhibitions Ltd
The Old Boatyard South March Daventry
Northamptonshire NN11 4PH
Tel: +44 (0) 1327 304055
Info@nautilusexhibitions.co.uk
BESPOKE STAND CONSTRUCTION
Want to build something special? Periscope Live
construct one of a kind exhibition stands.
Contact Jack Penn jack@periscopelive.com
IMPORTANT NOTICE
UK GAMES EXPO FLYING FEE
Please remember that if you bring your own banner
or order one from the NEC Commercial Graphics team
you will also need to pay UK Games Expo a £400+vat
Flying fee.
EXAMPLE COST
Flying Fee: £400
Production of 4m x 2m double sided pvc:£396 (NEC)
Rigging: £245
TOTAL : £1041 + VAT
BESPOKE RIGGING
If you require rigging advice or quote you can contact the
NEC Rigging Department. Daniel Smith
t. +44 (0)121 780 4141 (reception)
e. daniel.smith@thenec.co.uk
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.
FINAL DETAILS Example 2: Exhibitor
“SMALL GAMES R US”
For stands of up to 50sqm
Size:
booked 2m x 2m of space.

18 PASSES They will receive 2 passes.

We do not post out passes.

ALL EXHIBITORS AT UK GAMES EXPO
WILL REQUIRE EXHIBITOR PASSES TO
ENTER THE EXHIBITION HALLS – THIS
WILL ALLOW YOU TO GET IN DURING
EXHIBITOR ACCESS HOURS.
You get 1 pass per exhibiting company,
plus 1 pass per co-exhibiting company,
plus 1 pass for every 4sqm of space.
Example 1: Exhibitor “BIG GAMES Ltd”
booked 20m x 2m of space (40m2).
They will receive 11 passes.
These passes will be ready
for you on arrival. Collect
them at Exhibition Services.
Additional Exhibitor passes
can be purchased by an
exhibitor 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 £10 passes.
For stands of 51 to
100sqm Size:
You can buy 15 £10
passes.
For stands over 100sqm
You can buy 20 £10 passes
Passes beyond this quantity
may be bought at 3 day
adult entry ticket cost.

19 PARKING FOR EXHIBITORS

WE HAVE AGREED A DEAL WITH THE NEC WHEREBY
EXHIBITORS AND CO-EXHIBITORS WILL BE OFFERED A
COMPLIMENTARY CAR PARK PASS FOR THE NEC CAR
PARK.
The number of passes you qualify for is based on the size
of your stand:
If your stand is 4 or 6 sqm you get 1 car park pass; If your
stand is between 7 and 19 sqm you you get 2 car park
passes; If your stand is between 20 and 29 sqm you you
get 3 car park passes;
If your stand is between 30 and 39 sqm
you you get 4 car park passes; If your
stand is between 40 and 49 sqm you you
get 5 car park passes; if your stand is
between 50 and 99 sqm you you get 6 car
park passes; if your stand is over 100 sqm
you you get 10 car park passes. Each co-
exhibitor grants you one extra pass.
These can be collected from Exhibition
services.

20 ACCESS
DETAILED INSTRUCTIONS FOR
EXHIBITORS REGARDING ACCESS WILL
BE SHARED SEVERAL WEEKS BEFORE
THE CONVENTION. THIS WILL INCLUDE
INSTRUCTIONS ABOUT YOUR ACCESS
PASS.
Your access pass is a
pdf you must use to gain
access during the setup
period and will be posted
to the exhibitor tab on
the website. Please note
you will be unable to access
this pass and so be unable
to setup if you have not paid
your invoices in full.

21 SOCIAL MEDIA
DON’T FORGET TO FOLLOW US ON
FACEBOOK, TWITTER, INSTRAGRAM AND
SUBSCRIBE TO OUR EMAILS TO KEEP ON
TOP OF ALL THE NEWS AND TO HELP
BUILD BUZZ.

FINAL DETAILS 23
TERMS AND CONDITIONS
The following terms and specified by the any) as to type or may request other
conditions apply to the management of the location of stand, and facilities (e.g. access
hire of exhibition space Venue to the extent that confirming the amount to power or hire of
at UK Games Expo. they are communicated of exhibition space they furniture) via the
to the Exhibitor either are seeking. Exhibitor Portal after
INTERPRETATION AND prior to or during the b. The Organisers the deposit received
GENERAL Event; and will acknowledge by the Organisers
b. Comply with receipt of the e-mail / and a stand has
1. UK GAMES any reasonable form and either confirm been allocated to the
EXPO (the “Event”) is instructions given that those requirements Exhibitor.
an annual gaming by the management can be met or contact 9. The Organisers
convention for both of the Venue to the the intending Exhibitor will allocate space
dedicated hobby Exhibitor or any to discuss alternative within the Venue
gamers and the employee, partner allocations. taking account of the
wider public. The or associate of the c. Once an requirements and
Event is organised Exhibitor either prior agreement has been preferences indicated
by the directors of to or during the Event reached, the Organisers on completed Booking
UK Games Expo Ltd. as though any such will issue an invoice Forms and will inform
Richard Denning and terms and conditions confirming the total potential Exhibitors
Tony Hyams (the or instructions were cost for the proposed in writing of the
“Organisers”). incorporated into these stand, the initial stand extent to which any
2. The Event takes terms and conditions. allocation and the such preferences or
place in The National 5. These terms deposit required to requirements can
Exhibition Centre, and conditions shall be secure it. be accommodated.
Birmingham B40 1NT subject to the laws of d. To secure a However:
(the “NEC”) and The England and Wales. stand, the Exhibitor a. in deciding
NEC Hilton Metropole 6. All matters and must complete the on allocations the
Hotel, Birmingham questions not covered booking by paying the Organisers shall take
B40 1PP (the “Hilton”). by these terms are deposit as stated on the account of whether
Additional events occur subject to the decision invoice. the intending Exhibitor
in surrounding hotels of the Organisers. e. The required has attended previous
as specified on the UK Exhibitors agree to deposit will be 25% of iterations of the Event
GAMES EXPO website abide by and conform the total expected stand (and if so whether the
and laid out in the to all additional rules cost and is due within 5 Exhibitor complied
programme. and regulations from days of the issue of the with all relevant terms
3. For the purpose time to time adopted invoice. and conditions) and
of these terms and or prescribed by the f. Where an invoice the total anticipated
conditions: Organisers for the is issued after 28th contributions of the
a. References to management of the February, the Exhibitor intending Exhibitor to
the “Venue” include Event. must pay the full value the Event, including
both the Hilton and the of the invoice within 5 level of sponsorship,
NEC as appropriate; APPLICATIONS FOR days to secure the stand but may also give
b. References to AND ALLOCATIONS OF and in any event at least weight to other factors.
the “Event” are to the EXHIBITION SPACE 48 hours prior to the b. all decisions as
iteration of the Event commencement of the to space allocation by
at which the exhibition 7. The following Event. the Organisers shall be
space is to be hired. procedures should be g. Failure to pay final and binding on all
4. Anyone followed when booking the deposit, or full fee Exhibitors who shall not
intending to hire or in exhibition space: as appropriate, within be entitled to know the
fact hiring exhibition a. Potential the time periods set out reasoning behind those
space at the Event (an Exhibitors should in paragraphs e and f allocations; and
“Exhibitor”) undertakes contact Richard of this Clause 7, may c. the Organisers
that they (together Denning in the first result in the Organisers reserve the right to
with any employees, instance by e-mail to cancelling the booking alter allocations (and
partners, or others richard@ukgamesexpo. and releasing the if appropriate refund
associated with them) co.uk, or by using allocated space for appropriate amounts
will: the form located on re-sale without further of the stand fee to take
a. Comply with any the website, stating notice to the exhibitor. account of any such
terms and conditions their preferences (if 8. An Exhibitor alterations) without

24 TERMS AND CONDITIONS

prior notice. fees are payable in full c. If an exhibitor, until thirty minutes
within 28 days of the due to rules and after the end of opening
FEES, PAYMENT issue of the invoice. regulations pertaining hours.
METHODS AND ii. All marketing to the Covid-19 17. The event
CANCELLATION POLICY package fees as set out Pandemic, is either is considered to be
in the invoice must be prevented from leaving exempt from Sunday
10. The due dates paid in full before UK their home country or trading laws as
for payment are as Games Expo will run the prevented from entering exhibitions fall outside
follows: marketing package. the United Kingdom, those regulations.
a. The 25% deposit 11. Payment may be or can only do so by 18. If an Exhibitor
(or for invoices issued made using any of the undertaking a period of fails to set up and man
after 28th February, methods specified on compulsory quarantine a stand by 9.00am on
the full stand fee) the invoice. then the Organisers will Friday the Organisers
must be paid within 12. Failure to pay accept a cancellation reserve the right to use
5 days of issue of the the balance by the dates and will hold any fees the exhibition space
invoice to secure your specified in clause paid up to that point hired by the Exhibitor
stand. Note that any 10 paragraph b will as credit against their for the Organisers’
monies held by the result in the Organisers stand and other costs own purposes
Organisers representing cancelling the booking pertaining to the next including without
amounts rolled over and releasing the iteration of the show. limitation renting out
by an Exhibitor from a allocated space for SET-UP AND the exhibition space
previous show (“Rolled- re-sale without further ATTENDANCE to another Exhibitor
Over Funds”), will notice to the exhibitor. 15. Access to the without allowance or
automatically be applied 13. An Exhibitor will Venue for setup will refund to the defaulting
as a credit against this not be allowed to set be available between Exhibitor.
deposit. up a stand at the event 12.00 noon and 9.00pm 19. At the
b. The balance of unless all fees for that on the Thursday conclusion of the
the stand fees as set stand have been paid in immediately prior to Event Exhibitors must
out in the quotation and full. the Event and between vacate the Venue and
any additional facilities 14. All cancellations 7.00am and 9.00am on ensure that all of their
requested via the must be made in writing the Friday of the Event. belongings have been
Exhibitor Portal such and sent by e-mail to The Exhibitor must removed from the
as power and furniture richard@ukgamesexpo. ensure that his stand is Venue by 6.00pm on
hire, must be paid in co.uk. The extent to fully set up by 9.00am Sunday unless they
full by the later of: which any fees already on the Friday of the have requested and had
i. 5 days from paid are refundable Event. granted an extension to
the date of issue of shall be determined 16. An Exhibitor this period.
the quotation (unless dependent on how far must ensure that his
the quotation is issued in advance of the Event stand is manned during MERCHANDISE AND
within ten days of the for which the booking the following periods: DISPLAY MATERIAL
commencement of the was made the notice of a. The Show
Event in which case they cancellation is received Preview, taking place 20. Exhibitors
are payable within 48 by the Organisers, as between 6.00pm are responsible
hours of that issue); and set out below: and 8.00pm on the for the safety and
ii. 28th February of a. If notice of Thursday evening (if appropriateness of
the year for which the cancellation is received you have a table there). all merchandise and
booking is made. by the Organisers at b. Opening hours promotional and other
Any surplus Rolled-Over least 60 days prior to as set out below: material displayed and
Funds after payment of the start of the Event i. Friday – 9.00am sales activity taking
the deposit will again for which the booking to 6.00pm place within their stand.
be applied automatically was made the deposit ii. Saturday – 9.00 If the Organisers at
by the Organisers as will be forfeit but all am to 6.00pm their absolute discretion
a credit against any other fees paid will be iii. Sunday – 9.00 consider that any
outstanding amounts refunded in full. am to 4.00pm. Please material displayed or
due. b. If the exhibitor note UK Games Expo is activities undertaken:
c. Payment cancels his or her a gaming convention a. Pose risks to
for sponsorship participation less than and some games go the health and safety of
opportunities and 60 days before the on past opening hours Exhibitors and others
marketing packages are Event the full Invoiced and as such the halls attending the Event;
due as follows: fee must be paid to the may not be completely and/or contravene the
i. All sponsorship organizer. vacated by the public terms and conditions of

TERMS AND CONDITIONS 25

the NEC or the Hilton as the Exhibitor’s stand of the Exhibitor. Any even if the Exhibitor
appropriate; and/or to be used by another disputes with regard to subsequently cancels
b. Are not in Exhibitor without the hire and supply of a booking or fails to
compliance with laws allowance or refund to such equipment by any attend the Event for any
and regulations in force the defaulting Exhibitor. third party including reason.
in England and Wales the show contractor is 29. Use of any
pertaining to toys and 21. The Organisers a matter between the product by any
games and other items reserve the right to exhibitor and the third Exhibitor, their
on sale at the event refuse admission to party. employee agent or
including the need to any Exhibitor or any 26. Exhibitors associate containing the
display appropriate partner, employee are responsible for UK GAMES EXPO name
safety markings and/or. or associate of an arranging and paying or logo is prohibited
c. May cause Exhibitor if they at their for all fees and without the express
damage to the structure absolute discretion meeting all expenses written permission
or any part of the fabric decide the Exhibitor is in connection with the of the Organisers.
of the Venue; and/ attempting to display transport of display Exhibitors agree that if
or are likely to cause materials of dangerous and sales materials any materials making
offense or distress to or objectionable nature. to the Venue, moving such unauthorized
other Exhibitors, Expo 22. Any Exhibitor the materials into and use appear at the
volunteers or members who is uncertain as to out of the Exhibitor’s Event, the Organisers
of the public attending the appropriateness allocated exhibition shall have the right
the Event and/or or acceptability of any space, and assembling to take possession of
d. Are unsuitable materials or activities and disassembling and destroy all such
for an Event aimed should discuss his or displays. materials, as well as to
at a family audience her concerns with the 27. Exhibitors pursue other available
and attended by small Organisers in advance may not sub-let or legal remedies.
children. of the Event. assign any of their 30. The Organisers
allocated exhibition will exercise editorial
The Organisers will FURNITURE AND space without the control over any
request the Exhibitor EQUIPMENT prior written consent advertising material
to cease any such of the Organisers, supplied by an
activities and remove 23. No walling, such consent not to be Exhibitor for inclusion
any offending items floor coverings, power unreasonably withheld. on the Organisers’
from the Venue. If an furniture or additional website or in the Event
Exhibitor fails to cease equipment will be PROMOTIONAL programme. All such
any such activities provided to an Exhibitor MATERIAL material should be in
or remove any such as part of the stand fee. accordance with the
offending items when 24. Where additional 28. By submitting standards set out on
requested to do so the equipment or furniture a Booking Form and the Organisers’ website
Organisers may take has been requested via applying to hire a stand and be suitable for an
any one or more of the the Exhibitor Portal, the at the Event an Exhibitor event aimed at a family
following actions: Organisers will ensure agrees to the use of audience.
i. Removing or that such equipment the Exhibitor’s name 31. Exhibitors may
procuring the removal or furniture is obtained on the Organisers’ post and distribute
of any such offending and made available at website and in any their own promotional
material from the the Exhibitor’s stand in promotional materials materials only from
Venue. time for set-up. prepared or distributed within their assigned
ii. Ejecting the 25. All other by the Organisers exhibition space
Exhibitor or any equipment and in connection with with the exception of
partner, employee or furniture used by the the Event PROVIDED Sponsors as specified
other associate of the Exhibitor, regardless of THAT such agreement in the Marketing
Exhibitor from the whether that equipment extends only to section of this guide.
Event. or furniture is brought including the Any Exhibitor who
iii. Revoking the by the Exhibitor to the Exhibitor’s name, stand attempts to distribute
Exhibitor’s hire of Event or is obtained number, logo and material external to
the stand in which by contract between description in a list of their stand will be liable
case the Organisers the Exhibitor and any intending exhibitors. to an additional fee
reserve the right to use contractor or supplier The exhibitor accepts appropriate to the level
the exhibition space recommended by the that any such materials of their activity.
for its own purposes Organisers or any may continue to be 32. Any promotional
including without other third party are used incorporating material used by an
limitation permitting the sole responsibility the Exhibitor’s details Exhibitor must be in

26 TERMS AND CONDITIONS

accordance with the reserve the right to b. any amounts
standards set out on refuse admittance to FORCE MAJEURE AND already received by
the Organiser’s website anyone, whether or OTHER CANCELLATION the Organisers from
and be suitable for not an Exhibitor or OF THE EVENT an Exhibitor shall
an event aimed at a person connected with be retained by the
family audience. The an Exhibitor, if the 42. The Organisers Organisers as Rolled-
Organisers reserve Organisers reasonably reserve the right to Over Funds to be
the right to require consider it necessary for cancel the Event at any applied in relation to
the removal of any the safety and comfort time if they deem this stand fees for the next
materials which the of other Exhibitors or necessary, including if viable Event; but
Organisers deem to fall members of the public the Event is interrupted c. no further funds
below those standards attending the Event. and/or discontinued, or shall be due from the
or be inappropriate for 37. The Organisers access to the Venue is Exhibitor in relation
or even offensive to a will take out a suitable prevented or interfered to the Event until such
family audience. public liability insurance with by reason of any time as the details of
33. Exhibitors, their policy in relation to the industrial dispute, act of the next iteration of
employees, agents or Event. However, this will war, civil disturbance, the Event have been
associates may not affix not extend to insuring terrorist action, act of finalised at which
promotional materials Exhibitors’ goods God, or instruction from point the Organisers
in any part of the Venue and display materials the police, the local will confirm to the
save that expressly against theft or authority or any other Exhibitor the timetable
set aside for the damage. Exhibitors are governmental agency, a for payment of the
purpose and indicated strongly advised to take pandemic infection or if remaining amounts.
to Exhibitors by the out their own insurance the Venue is damaged 44. Where an Event
Organisers. to cover such risks. whether maliciously is cancelled and the
34. The Organisers 38. Exhibitors are or by accident or the Organisers have no
may choose to offer fully responsible for any management of the expectation of being
promotional programs loss, damage, or injury Venue are unable to able to hold any further
outlined on the to the management provide the expected iteration of the Event in
Organisers’ website and and staff of the facilities. the future, the liability
e-mailed to visitors and Venue resulting from of the Organisers shall
exhibitors from time Exhibitors’ displays or 43. Where an Event be limited to refunding
to time. By expressing actions and are strongly is cancelled, but the any fees paid by an
a willingness, whether advised to take out their Organisers reasonably Exhibitor in advance
by e-mail or otherwise own insurance to cover consider that the Event of the Event subject to
in writing, to take such risks. will be able to take a pro rata reduction
part in any such 39. The Organisers place at a later date: for that portion of the
promotion an Exhibitor reserve the right to anticipated time for
irrevocably undertakes charge an Exhibitor for a. the Organisers which the Event was
to participate in that any loss or damage to shall inform the scheduled to run which
programme. any part of the structure Exhibitors as soon in fact fell before any
or fabric of the Venue as possible of the such cancellation.
SAFETY, SECURITY AND caused by any actions cancellation;
LIABILITY of the Exhibitor or the
employee partner or
35. Exhibitors must other associate of an
not block aisles or Exhibitor.
fire doors, must not
occupy any area outside REFUSE AND WASTE
their hired space, and
must comply with 40. Exhibitors
any directions from are responsible for
the Organisers or the removing all their
management of the waste.
venue as to access and 41. The Organisers
storage. reserve the right to
36. The Organisers charge an Exhibitor in
in conjunction with the event that waste is
the management of left within an Exhibitor’s
the Venue will seek stand for the cost of
to control access removing and disposing
to the Event and of such waste.

TERMS AND CONDITIONS 27

IMPORTANT INFO
BOOKING YOUR STAND CONTACT
DETAILS
• Decide on the stand size, layout, configuration and location.
Steps 1 to 5.

• Look at marketing, sponsorship and advertising options. Steps 6 to 9. Exhibition enquiries to

richard@ukgamesexpo.co.uk
• Make your enquiries in person, via our website, by email to
richard@ukgamesexpo.co.uk or by phone on 01562 69391.
Awards enquiries should
• You will be issued with an invoice. in the first instance be
by email to
• Pay the deposit within 5 days of issue of the invoice to secure finny@ukgamesexpo.co.uk
your stand. Once this has occured you will have access to your stand or if an RPG game then contact
details via your exhibitor portal. John@ukgamesexpo.co.uk

• Log in to your exhibitor portal to book power and furniture and to

enter the awards. Steps 10 to 13. Website, policies and ticketing
issues enquiries should in the
• See third party section for walls, carpet, banner rigging and first instance be by email to
manufacture, special items and logistics. Steps 14 to 17. at tony@ukgamesexpo.co.uk

• Check steps 18 to 21 for info on passes, parking, access and keeping

in touch. Anything about exhibitor
logistics, delivery, access

IMPORTANT DEADLINES etc. after the booking has

been made:
keith@ukgamesexpo.co.uk
• Deposit of 25% to be paid within 5 days.
Marketing enquiries may
• Balance must be paid in full by 28th February 2022. be sent to marketing@
ukgamesexpo.co.uk
• Awards: All games and/or samples to be received by March 15th 2022.
General enquiries may
• Adverts: Artwork To be received by April 16th 2022. be sent to
admin@ukgamesexpo.co.uk
• Order Furniture and Power by 31st March 2022.