2021 EXHIBITOR GUIDE BIRMINGHAM - 29TH JULY TO 1ST AUGUST - UK Games Expo
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2021 EXHIBITOR GUIDE
BIRMINGHAM
29TH JULY TO 1ST AUGUST
UK GAMES EXPO (UKGE) IS THE UK’S
LARGEST HOBBY GAMING EVENT
HELD ANNUALLY AT THE NATIONAL
EXHIBITION CENTRE, NEC HILTON
METROPOLE AND OTHER PARTNER
HOTELS IN LATE MAY OR EARLY JUNE.
• UKGE provides the
opportunity to meet and
netowrk with games
designers, publishers and
distributors..
• UKGE also allows you to
engage directly with your
WHY SHOULD 25,000 unique visitors audience, test designs,
I EXHIBIT AT comprising not just the sell existing products,
UKGE? hobby enthusiast, but launch new games and
new gamers and the apply for awards.
• In 2019 the UK tabletop family market. In 2019 • UKGE is the place to
games market was worth we had almost 450 connect with all aspects
425 million pounds and exhibitors. The event of the tabletop gaming
is growing all the time. was replaced by a Virtual world in the UK over three
• Attendance at UKGE has Event in 2020 due to the days.
steadily increased each Covid Pandemic. UKGE
year. In 2019 UKGE returns to the real world in PLANS FOR 2021
attracted around 2021. The events industry was
profoundly impacted by the
Covid-19 Pandemic. One
major effect is the difficulty
in predicting exactly how
shows may run.
As a result these are the
UK Game Expo’s plans for
a normal event without any
restrictions.
WHAT IF OUR
PLANS CHANGE?
Given the uncertainties that
the pandemic has brought
to the event industry, the
organisers retain the right
to change the event plans.
In the event that event
restrictions and social
distancing will apply to
the show. This may mean
a relocation of exhibitor
stands or a reduction in
attendance
Exhibitors are advised to
carefully read the terms
and conditions in this pack
to ensure that they are fully
aware of them.
WHEN IS IT?
The next UK Games Expo
will be held from 29th July
to 1st August 2021.
2 2021 UK GAMES EXPO
THE NEC
The NEC is the UK’s best-
connected venue:
• It is the only UK
exhibition venue with
an airport and railway
station on site near an
intersection of the UK’s
primary motorways.
• It is easy to get to as
80% of the UK population
are within a three hour
drive time.
• There is ample easy
parking with 16,500 car
park spaces.
“I would commit to attendance games together.
WHERE IS IT? consider in 2021, your fees and • Shop and Drop. Where
The UKGE 2021 is located UKGE now stand booking will be attendees can leave
in Hall 2, Hall 3, the Piazza one of the top rolled over again and their games while they
and Toute Suites of the conventions held through to 2022. go and explore the
National Exhibition Centre worldwide exhibition halls.
as well as in the NEC and one of the NEW BOOKINGS • The Tournament Hall.
lakeside area and the must attend We can now take new Housing tournaments
Hilton NEC Hotel. events.” bookings for space for for a variety of games.
Tom Vasel 2021. Terms for thsoe • The Board Games
ROLLED OVER bookings and for rolled over Library. It is hoped that
BOOKINGS: booking for 2021 can be Thirsty Meeples Gaming
If you are a ‘roll over found in this pack. Cafe will again be
exhibitor’ i.e. if you had running the UKGE board
booked a stand for 2020 and WHAT FEATURES games library consisting
left part or all of the funds in ARE IN THE of nearly a thousand
your account with us, then EXHIBITION board games that the
you will be allocated space HALLS? public can borrow.
in the halls based on your The exhibition halls this • Open Gaming Area.
original booking. Priority will year will be located in Hall 2 There will be enough
be given to Sponsors first (in and Hall 3 of the NEC. The space set aside in the
the order Major, Associate, Halls comprise 22,000m2 exhibition hall and at the
Supporting) and then any of space. The halls will Hilton for 2000+ gamers
other ‘roll over exhibitor’. contain: to sit and play at any one
Those stands in superior • The largest tabletop time, free of charge.
space in the original booking games exhibition in the • Play testing. Dedicated
will be allocated superior UK including publishers, and free to use space
space in 2021. retailers, manufacturers for budding designers
and others. to try out new game
We will be in touch with • The Children’s Zone. ideas and get feedback
all rolled over exhibitors An area where the focus from gamers.
before the end of February is on games for ages 3 • Children’s RPG. An area
to confirm stand locations. to 9. Come and learn where specialist GMs
Rolled over bookings games to play with your run roleplaying games
must be confirmed by children. for children.
30th April to guarantee • The Family Zone. •
placement and location. Staffed by specially •
After that date allocation trained demonstrators, •
of space will be on a first designed to attract •
come first served basis. families where they •
can learn and play new
If by that date you cannot
3
• The Hilton Hotel is closed
• Bring and Buy. WHAT GOES ON IN until September 2021
In 2021 the total THE TOUTE SUITE? and now not available for
amount of hall space Not far from Hall’s 2 and Had a great exhibitors or visitors during
is limited so we will 3, the Toute Suite is our time at UK the 2021 show.
most likely not run this dedicated seminar space. Games Expo.
feature in 2021. Capable of seating 300+, Great set up, Anyone who booked
many activities will occur in with loads accomodation for eht show
OPENING TIMES here including events by the of friendly is advised to contact the
OF EXHIBITION large podcast and YouTube people. Hitlon Hotel and make other
HALLS gaming shows. Looking arranegments.
Setup: forward to
Thursday 28th July: WHAT GOES ON next year.
Set up from 12.00 am until IN THE PIAZZA @andypidy ACCOMMODATION
9.00pm. SUITES? AROUND THE NEC
Friday 29th July: set up from Near Hall 2, this space
7.30am until 9.00am. allows for smaller seminars,
workshops and networking Genting Hotel At Resorts
Opening Hours: events. It is the home of the World Birmingham
Friday 29th July and Saturday Publisher-Designer Track. The NEC Birmingham,
30th July: The exhibition This year Pendigo Way,
halls will open from 9.00am Birmingham B40 1PU
until 6.00pm. +44 (0)121 273 1000.
Sunday 1sth August: The WHAT GOES ON Part of the Resort World
exhibition halls will open AT THE LAKESIDE? complex of shops, cinema,
from 9.00am until 4.00pm. At the lakeside we have a casino and restaurants.
Viking Village and Cosplay
The gaming and tournament Area with weapon and Ibis Styles Hotel
areas are open from 8.00am combat displays in an Bickenhill Lane,
until midnight on Friday 29th outdoor arena. Birmingham, B40 1PJ
July and Saturday 30th July +44 (0)121 780 5907
from 8.00am until 6.00pm EXHIBITOR BLOCK Located behind Halls 2
on Sunday. ACCOMMODATION and 3 with access to the link
4 2021 UK GAMES EXPO
corridor from the railway station
and airport into the NEC.
MANY OTHER OPTIONS
There are many other hotels near
Moxy Hotel, NEC the NEC. The BCD tool below can
assist you in finding a room. Hotels Many games
Located in: National Exhibition in central Birmingham and Coventry were played.
Centre are just 15 minutes away by train. Much
Address: Marston Green, fun was
Birmingham B40 1NT There are other hotels within 15 had. Vast
Phone: 0121 468 0879 minutes by car. amounts of
money was
spent.
@AndyCr15
BCDM&E HOTEL MAP
BCDM&E and Hotel Map offers a
searchable service you can access
via our website or alternatively, if
you would like assistance with your
hotel booking, you can contact the
dedicated hotel adviser for this event.
The email address is Sarah@bcdme.
com. Send your requirements, phone
number and the event reference code
MED7A and they will get back to
you with hotel options. You can also
phone them seven days a week on
+44 (0) 207 870 4100.
UK GAMES EXPO 2021 5
STEP BY STEP GUIDE TO OPTIONS WITH YOUR BOOKING TO TRY AND MAKE THE PROCESS EASIER FOR YOU WE HAVE ORGANISED 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 UKGE 2021 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 £25 + VAT administration will be required to submit a stand at UKGE, UK Games fee for each co-exhibitor their company details and Expo Ltd needs to know payable by the hirer as you, as the hirer, book and have full contact part of the stand fee. Each #ukgames the stand but also give us details for each company. exhibitor and co-exhibitor expo was details of co-exhibitors. The first company on will be listed on the UKGE hella cool. Please download and fill in the booking form will be website as well as in the @fishnetsnmalice co-exhibitor forms for each known as the hirer and is programme. co-exhibitor from the UKGE solely responsible for all website. invoices incurred. Each Example: If you are the only additional company will be exhibitor then this doesn’t NOTE: Don’t book a co- known as a co-exhibitor. It apply. If you book a stand exhibitor if all you want is essential that UK Games and allow two smaller are additional exhibitor Expo Ltd is aware of every companies to exhibit on passes. See Passes step company participating that stand space, then 15 later. in the event. There is a each additional company 6 BOOKING A STAND
2 YOUR STAND
STARTER STANDS with us before. ALL OTHER STANDS
If you are new to exhibiting • are for exhibitors who When choosing your stand
at UKGE and wish to test want a single 2mx2m, size, you may take as much
out if UKGE is the best 2mx3m or 3mx3m stand Is it being space as you are happy to
place for you to attend, a only. That is 4m2 , 6m2 or over eager pay for, but the minimum
starter stand may be for 9m2 to have stand size is 2mx2m =
you. The starter stand is a • cannot be combined with reserved 4m2. Stands are charged at
set size and configuration other stands. a hotel £52 per square metre.
and its position is decided • are placed at the room for
by UKGE. However, it comes discretion of next year’s Example: A stand that
at a discounted price. the organisers. #ukgames is 5mx2m = 10m2 is
• are priced at £33 per expo calculated at £52m 2 x 10
Please note that starter square meter. already? = £520 + VAT
stands: Example: A 2m x3m @ProfessorOdessa
• are for new exhibitors Starter Stand will cost
who have never exhibited £198+ VAT
3 STAND CONFIGURATION
1
Stand configurations are For Example: A 5m x 2m
Standard
Stand
based on the number of standard stand attracts no
customer facing sides that supplement. It costs £520
the stand has. If you require + VAT as detailed in the
a stand configuration stand size example.
other than standard then 1
2
Corner
Stand
a supplement is added to A 5m x 2m corner
your cost. stand will attract a £160
• Standard stand with one supplement. £520 + £160
customer facing side = £680 + VAT
= zero supplement. 1
End Cap
• Corner stand with two A 5m x 2m end cap
Stand
customer facing sides stand will attract a £400 2
= £160 supplement. supplement. £520+ £400 = 3
• End cap stand with three £920 + VAT.
customer facing sides
1
= £400 supplement. A 6m x 6m island stand
Island
Stand
• Island stand with four will attract a £1000 4 2
customer facing sides supplement. £1872 +
3
= £1000 supplement. £1000 = £2872 + VAT.
BOOKING A STAND 7
4 LOCATION Certain areas of Hall 2 considered in a superior superior space may not be and Hall 3 will naturally area if any part of the stand available. have greater footfall, or is in a superior area. places where people will #ukgames For example, a 5m x 2m congregate, giving greater When booking a stand expo was corner stand = £680 + opportunities to stands in you may also indicate a awesome VAT but in a superior those areas e.g. around preference for placement this year. position this would cost an the Family Zone or close to in a superior area. Had a great additional £140 + VAT = the main entrance. These time! 10m2 x £14 which is a total areas are designated as Richard will contact you @Kaiberie of £820 + VAT. superior areas and stands and share the map of placed in these areas cost available spaces with you. an additional £14 per Please note that in 2021 square metre. A stand is trade space iis limited and 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 28 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 SUPPORTING SPONSORSHIP
Cost £1000 + VAT
Supporting sponsors receive several
6 SPONSORSHIPS benefits including:
• Logo on the sponsor page of the UKGE
website and in the programme.
SPONSORSHIPS ALLOW OPPORTUNITIES FOR UKGE • Logo on the exhibition halls maps
AND EXHIBITORS TO WORK TOGETHER AS PARTNERS highlighting your stand location.
IN PRODUCING A BIGGER, BETTER, MORE EXCITING • Street name (shorter street).
SHOW OR IN CREATING MORE BRAND FOCUSED AREAS • Mention in an email covering supporting
WITHIN THE SHOW. sponsors.
ASSOCIATE • Third priority choice.on stand location.
We aim to offer promotional SPONSORSHIP • Quarter page advert in the programme.
opportunities that suit a Max of 6 • Gold marketing package.
range of budgets which give Cost £4500 + VAT
you increased visibility and, Associate sponsors receive OPEN GAMING AREA
in many cases, continue to several benefits including: SPONSORSHIP
promote you long after the • Logo on the UKGE Max of 1
show has finished. website. Cost £4000 + VAT
• Logo on all UK Games The open gaming space at UKGE seats over
As many of these Expo print advertising. 2,000 gamers in either Hall 3 NEC or in the
sponsorships have rolled • Logo on the exhibition Hilton Hotel. Open gaming zone sponsors
over from 2020 availability halls maps highlighting receive several benefits including:
may be limited. It is best your stand location. • Branding of the open gaming space
to get in contact with us • Second priority choice.on in the form of café barriers and pull
as soon as possible if you stand location. up banners which UKGE will print and
are interested in any of the • Half page advert in the supply.
sponsorship opportunities. programme. • Logo on the sponsor page of the UKGE
• Mention in emails by website and in the programme.
MAJOR SPONSOR UKGE at least 3 times. • 6 pull up banners with your logo on will
Max of 4 • Gold marketing package. appear at the Hilton Hotel.
Cost £9000 + VAT • Right to perform off • Option to add a drop banner above
Major sponsors/co- stand promotions at the open gaming area in the NEC (at
sponsors receive several the show. sponsor’s cost)
benefits including: • Street name (long street) • Option to supply branded tablecloths to
• Logo on the UKGE • Option on hotel rooms. several hundred tables.
website. • Mention in an email covering sponsors.
• 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.
• First priority choice.on
stand location.
• 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.
• Street name (long street).
• Options on hotel rooms. i
ADD ON OPTIONS 9
FAMILY ZONE sponsorship: feature. Benefits of Sponsorship:
SPONSORSHIP • Children’s Zone will be • The Bring and Buy would be called
Max of 1 called “Sponsor Name “Your company name Bring and Buy.”
Cost £1500 + VAT Children’s Zone”. • Your branding would appear on the
The UKGE Family Zone • Your logo on all website/customer account Bring and Buy
attracts hundreds of Children’s Zone print Section.
families. Benefits of Family materials and banners. • The area would be branded with
Zone sponsorship: • You may place marketing your logo.
• Family Zone will be material on tables in the • Newsletters and articles relating to the
called “Sponsor Name Children’s Zone. Bring and Buy would feature your logo.
Family Zone”. • Your games will be • You will have the right to provide
• Your logo on all Family available for play in branded bags that visitors can use.
Zone print materials and the zone (subject to
banners. suitability) PUBLISHER-DESIGNER
• You may place marketing • Street name. TRACK SPONSORSHIP
material on tables in the • A Gold Marketing Max of 1
Family Zone. package. Cost £1000 +VAT
• Your games will be • Half page advert in the Benefits of sponsorship:
available for play in programme. • The Publisher-Designer Zone will be
the zone (subject to branded with your logo.
suitability). UKGE BRING AND • The Publisher-Designer page in the
• Street name. BUY SPONSOR programme and on the website will be
• A Gold Marketing (MAY NOT RUN IN branded with your logo.
package. 2021) • The Publisher-Designer room screen will
• Half page advert in the Max of 1 show your logo and/or a promotional
programme. Cost £1000 + VAT message between seminars.
The UKGE Bring and Buy • Your logo on the pull up banners in the
CHILDREN’S ZONE is a very popular and busy publisher-designer rooms.
SPONSORSHIP part of the convention. In • A networking event will be held at the
Max of 1 2019 over £200,000 value convention for publishers and designers
Cost £1500 + VAT of goods were sold through which you have the option to speak at
The UKGE Children’s it and around £19,000 of and the option to sponsor the bar for
Zone attracts hundreds of charity donations made that event (provisional additional cost
children and their parents. from the commission. £1000).
Benefits of Children’s Zone Your sponsorship would
help cover the costs of this
10 ADD ON OPTIONSFIRST TIMER’S your logo. out to live entertainment
GUIDE SPONSOR • The Seminar page in the track attendees.
Max of 1 programme and on the
Cost: £1000 + VAT website will be branded CHILDREN’S
The First Timer’s guide is a pamphlet/ with your logo. ROLEPLAYING
brochure handed out to attendees but • Seminar room screen will AREA
particularly targeted at first time visitors. show your logo and/or SPONSORSHIP
It points out key features of UKGE and a promotional message Max of 1
explains how to have fun at the show. between seminars. Cost £500 + VAT
Benefits of sponsorship include: • Your logo on the pull The children’s roleplaying
• The First Timer’s guide will feature the up banners in the area at UKGE is a dedicated
sponsor’s logo and the rear page will be seminar rooms. area for children aged 5
reserved for their advert. to 12 to play their first
• Mention in an email covering sponsors. LIVE roleplaying games. Benefits
• Logo on the sponsor page of the UKGE ENTERTAINMENT of sponsorship:
website and in the programme. SPONSORSHIP • The children’s RPG zone
Max of 1 will be branded with your
SHOP AND DROP Cost £500 + VAT logo and name.
SPONSORSHIP The Live Entertainment • The children’s RPG page
Max of 1 track at UKGE features three in the programme and
Cost £700 + VAT days of live comedy and on the website will be
UK Games Expo runs a ‘shop and drop’ geek or gaming related branded with your logo.
facility where visitors can leave games and shows. Capacity of the • Option to supply
then return to collect them later. Benefits room is 300 and there are materials, figures, terrain,
of sponsorship of the shop and drop: 15 to 20 shows over the and prizes or freebies
• Shop and Drop will be called “Sponsor weekend. Benefits of Live to be used in the zone
Name Shop and Drop”. Entertainment sponsorship: (subject to suitability).
• Your logo on the map identifying the • The Live Entertainment
shop and drop locations. zone will be branded with TREASURE
• Branding of the shop and drop facility. your logo. HUNT SPONSOR
• You have the option to supply carrier • The Live Entertainment Max of 3
bags to be used by all shop and drop page in the programme Cost: varies
visitors to put their games in. They can and on the website – please contact us
then take the games away in these bags. will be branded with This is a children’s activity
your logo. where they find clues
SEMINAR SPONSORSHIP • Your logo on the pull around the venue to win a
Max of 1 up banners in the small prize. Every child has
Cost £500 + VAT seminar rooms. a chance of winning a larger
Benefits of Seminar Sponsorship: • Option to supply prizes prize.
• The Seminar Zone will be branded with or ‘freebies’ to be given
ADD ON OPTIONS 11GET NOTICED SOME BASIC STATS
OVER THE YEARS UK GAMES EXPO HAS BUILT UP A
PROMOTING A KICKSTARTER? SUBSTANCIAL AUDIENCE OF ENTHUSIASTIC, ENGAGED
AND ACTIVE FOLLOWERS INCLUDING BOTH GAMERS
ANNOUNCING A NEW GAME RELEASE? AND THE TABLETOP GAMES MEDIA.
LAUNCHING A NEW BRAND? UK Games Expo has a large social media following:
Twitter: 17,314
UK GAMES EXPO CAN HELP Facebook: 15,112
We offer promotional opportunities Instagram: 3,879
that suit a range of budgets to give you Opted in emails: 5,302
increased visibility and reach an audience Website Visitors 10,000 per month
of thousands of gamers. Twitch Channel 1,500
(Figures correct as of September 2020)
AVAILABLE ALL YEAR ROUND
Our followers are out there all year round, These represent an ideal target audience for exhibitors.
not just before our show. Engage with Let them know about your brand and your products via
them today and get your message heard. our marketing packages.
WHAT WE OFFER OUR PRICES
PACKAGES:
EMAILS STREAMS AND
Our mail list consists of VIDEOS
GDPR compliant opted in We launched our own PLATINUM ONLINE
email addresses. Twitch and YouTube MARKETING PACKAGE
channels in the build up to Cost: £450 + VAT
These emails belong to Virtually Expo. These are This package includes:
individuals who have still building an audience • A live stream on the weekly UKGE Twitch
subscribed to receive UKGE but, after hearing about channel (shared on You Tube/FB/twitter).
newsletters including your news on our weekly UK • One dedicated email newsletter sent to
marketing emails. These Games Expo Twitch channel, all our contacts.
often include people who we then repost these videos • One newspage article.
back Kickstarter campaigns to our larger audience on • Two Facebook posts of 100 words and
and are keen to know about Facebook, giving you access an image.
new games. to the reach of this social • Two Tweets which may include an image.
media platform. • Two Instagram posts of an image and
SOCIAL MEDIA 200 characters of text.
Our social media following Social video gets shared
has built up over the last 10 1200% more than text GOLD ONLINE
years and are enthusiastic and images combined. MARKETING PACKAGE
and engaged. They (Wordstream) Cost £350 + VAT
commonly like, share and This package includes:
retweet posts to their friends. 72% of customers would • One dedicated email newsletter sent to
rather learn about a product all our contacts.
You can reach this audience or service by way of video. • One news page article.
and boost your message to (HubSpot) • Two Facebook posts of 100 words and
thousands of gamers who an image.
do not yet know about your Viewers retain 95% of a • Two Tweets which may include an image.
games and brand but now will. message when they watch • Two Instagram posts of an image and
it in a video, compared to 200 characters of text.
NEWS FEATURE 10% when reading it in text.
A news article on our website (Insivia)
home and news page.
12 ADD ON OPTIONSSILVER ONLINE
MARKETING
UK GAMES EXPO
TWITCH STREAM MAKE IT WORK
PACKAGE Cost: £100 Good social media practice checklist
Cost £225 + VAT Guest on our weekly Twitch A correctly sized image related to your
• One newspage article channel to tell us about post
on a day of your choice, your games. Afterwards the A catchy title to grab attention.
subject to availability. video will be uploaded to Short and punchy info
• One Facebook post of our YouTube Channel and Links to more info
100 words each and an shared on our Facebook CTA: Call to action
image. channel. Includes same day Question: used to engage the audience
• One Tweet which includes News Feature. Hashtags to your main product or
an image. company and specific hashtag to this
• One Instagram post of an UK GAMES EXPO product
image and 200 characters NEWS FEATURE
of text. Cost: £50 EXAMPLE:
Tell us about your new Want to take over the world?
INDIVIDUAL games, Kickstarter
UKGE invites you to join them for a
SERVICES campaigns and other news world domination games rally in June
in a maximum of 250 2021. We want you to help us take
EMAIL words. This will feature on over the world with games...bring a
Cost £200 + VAT the UK Games Expo home friend!
We have 5300+ opted in page and on our news page.
Get your megalomaniac pack and find
contacts as of September out more here: UKGE.takeover.co.uk
2020. You can send out SOMETHING
one dedicated email SPECIAL IN MIND? Are you up for world domination?
newsletter to the entire Don’t see exactly what you
mail list as well as to want here? #UKGEWorldDomination #UKGamesEx-
po
focused groups interested
in your game genre. Have a special campaign
in mind and want to build
SOCIAL MEDIA a bespoke campaign to
Cost £200 + VAT promote it?
BOOK TODAY
We have up to 35000+
accounts spread across Why not contact Kate Evans
Facebook, Twitter and our marketing manager and
Instagram as of September work with her to create that There are a limited number of slots
2020. You can send out special package? for emails and for social media posts,
one post to each of these particularly during the period before UK
channels. Each post can Games Expo. So book early and reserve
include tags, images your slot. Email marketing@ukgamesexpo.
and links to further co.uk or see back page for for details.
information.
ADD ON OPTIONS 137.2 ONTABLETOP MARKETING PACKAGES
ONTABLETOP, OUR OFFICIAL MEDIA PARTNER, OFFERS
TWO LEVELS OF MARKETING PACKAGES TO HELP
PROMOTE YOUR BRAND AND GAMES.
LIVESTREAM
DEMONSTRATION EXHIBITION
Cost £175 + VAT PROMOTION
This popular service PACKAGE
was launched in 2018. Cost £1000+VAT
Broadcast your game demo With this service you can
live, from and during, access OnTableTop’s
UKGE. You will get: massive online presence
• A 30 minute timeslot at to promote you in the
UK Games Expo with the lead up in the lead
OnTableTop team and up to UKGE 2020 via
studio. OnTableTop’s website,
• 20 minutes of on camera YouTube, Facebook and
time to show off your Twitter channels and their
game(s) during show. newsletter.
• After UKGE, recorded • Optional visit to
video will be edited OnTableTop’s Studios
and uploaded to the to film “Let’s Play” /
OnTableTop Website and demonstration of your
YouTube. game.
• Edited video can also be
provided to you directly.
7.3 MARKETING AT THE SHOW
HALL 2 ENTRANCE and supply.
FLOOR SIGNAGE • Logo on the sponsor
Max of 1 page of the UKGE website
Cost £1500 + VAT and in the programme.
The entrance to Hall 1 is
a high traffic area. The PLAYERS
sponsors receive several NEEDED SIGNAGE
benefits including: Max of 1
• Branding of entrance area Cost £1500 + VAT
in the form of a 1.5m The open gaming space
x 3m floor logo which at UKGE seats over 2,000
UKGE will print gamers in either Hall 2
and supply. NEC or in the Hilton Hotel.
• Logo on the sponsor Gamers can indicate
page of the UKGE website that they are looking for
and in the programme. additional players for their
games using tabletop
HALL 3 ENTRANCE signage. Benefits of
FLOOR SIGNAGE sponsorship include:
Max of 1 • Your artwork to be used
Cost £1500 + VAT on all of the signs, giving
The entrance to Hall 2 is you brand exposure to
a high traffic area. The thousands of gamers.
sponsors receive several • Mention in an email
benefits including: covering sponsors.
• Branding of entrance area • Logo on the sponsor
in the form of a 1.5m page of the UKGE website
x 3m floor logo which and in the programme.
UKGE will print
14 ADD ON OPTIONSDISPLAY CASE This fee is for the company or product.
Cost: £400 + VAT marketing opportunity • Your chosen street name will appear on
Lockable glass cabinets will only. You must supply the the map of the hall.
be placed in high profile banner. Rigging fees will • The street is physically labelled by
areas of the NEC and also apply. several large signs on the floor up the
Hilton. Your product can length of the street.
be placed in a dedicated See section 17 in Third
cabinet and be seen by Party Options for Rigging PAGE IN COUPON BOOK
thousands of visitors. and Manufacturing options. Cost £200 + VAT
UK Games Expo is considering an app
PULL UP BANNER HILTON FLOOR based coupon book. The coupon can be
PACKAGES STICKERS used to drive traffic to your stand, promote
Max of 4 Cost £300 + VAT a product and announce special offers.
Cost: £400 + VAT The Hilton Hotel corridors
for 4 banners that run past the open
This allows you to place gaming zones in the Kings
four pull up banners and Palace Suites and the
(2.05m x 0.9m) at high Westminster Suite RPG
profile locations around rooms are high flow areas
the exhibition halls to at UKGE. Five 0.5m x 0.5m
promote your company or floor logos will be printed
product. The exhibitor is and placed exclusively in
responsible for the supply one of these locations.
of the banners and UKGE
will erect them on site. STREET NAME
Max of 20
FLYING FEE Cost £200 + VAT
Cost £400 + VAT UK Games Expo labels the
You may rig a drop, ring or streets and avenues of the
box banner. exhibition hall. Benefits:
• One street or avenue
named after your
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 158 ADVERTISING
PROGRAMME have not produced before.
ADVERT Adverts are an effective
The UK Games Expo method of reaching all
programme is far more the convention goers and
than just a set of maps. raising awareness of your
It is a full colour glossy brand amongst attendees.
magazine with exciting Due to the demand for
articles by guest writers inside front, inside back
on games and the gaming and the back cover adverts,
world, mini games and these are allocated on a weeks before the show allowing visitor
details of everything that Blind Bid basis. planning.
is available at UK Games
Expo. This publication PDF ONLY IN 2021 ADVERT ARTWORK
is free to every person Physical programme SPECIFICATIONS
who attends Expo and is replaced by PDF in 2021 Adverts must be submitted using the
produced as a souvenir. In 2021 we have decided following artwork specifications:
We have found that many to replace the physical • In PDFs all fonts must be embedded.
people who come to Expo programme by an online • Uncompressed JPEG or PDF.
keep the programme and PDF version: • Colour Space: CMYK.
many advertisers find • Size as per specifications in table below.
they are still gaining new • Uncertainty over Covid-19 • Resolution: 300 dpi.
customers long after the plans mean that we do
show has finished. Adverts not wish to produce a We’ve created a detailed advert
should meet all artwork phyiscal version this specification guide that can be
specifications, although year,. found on our website. https://www.
we are happy to work with • A PDF version can be ukgamesexpo.co.uk/downloads/
you if this is something you widely ciculated 2 to 3 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.
VAT AT 20% WILL BE ADDED TO ALL PRICES
16 ADD ON OPTIONS8.1 COMBINED PROGRAMME ADVERT
AND ONLINE MARKETING PACKAGE
You might want to take Package 2 Page 1 Page ½ Page
both an online package Gold £800 +VAT £605 +VAT £500 +VAT
and a programme advert.
Buy both together and save Savings: Save £100 Save £75 Save £50
money. In the table on Silver £700 +VAT £455 +VAT £350+VAT
the right choose an online Savings: Save £75 Save £50 Save £25
marketing package (on the
left) and an advert in the
programme (along the top) For Example: Take a Gold Package and 1 page advert for £605
for the following prices – saving £75 over the usual price.
which are savings over the
items taken individually.
9 DEMO TEAMS
UK Games Expo offers with a list of games to be 9.00am to 6.00pm
a ‘demo team for hire’ demonstrated on their Saturday and 9.00am to
service where we will tables. 4.00pm Sunday. Each
provide a fully trained 2. 1 copy per demonstrator A week after demonstrator will be
demo team that will run of each game to be sent #ukgames given a 45 minute lunch
your demonstration stand to: expo and break each day, at which
all weekend. Then, by UK Games Expo Ltd I’m still point they will be absent
liaising with the various FAO Richard Denning recovering. from the stand. .
retailers at the show, you Third Floor, Suite 12 @druggeddwarf 5. Demonstrators will
can ensure your games are Elgar House Green Street wear company branded
available to purchase. We Business Centre Another year clothing if supplied
have already provided this Green Street and another by the exhibitor. A
service for several major Kidderminster #ukgames minimum of 3 shirts
publishers and they have DY10 1JF expo over per demonstrator is
found it very successful. by 1st June 2021 to excellent as required.
If you are interested in allow for training of ever. Occasionally a reserve
this service, please get in the demonstration @BBBBforum demonstrator may take
contact with us to discuss team. Package to be over and may be wearing
your requirements. labelled clearly “games #ukgames a UK Games Expo shirt.
for demo use”. If a expo was Exhibitors will be asked
Price of demo teams production copy version awesome if they wish to supply
£600 per demonstrator is not available then a this year. additional shirts.
suitable mock up is to be Had a great 6. UKGE will account for
Demonstrators are paid at provided instead. time! the payment, taxes
UK National Living wage 3. UKGE will provide and @Kaiberie and employment of all
by UKGE for 27 hours (this train your demonstrators demonstrators which
includes time to learn the in advance of the 2021 includes accommodation
games). UKGE pays and Expo. These individuals for 2 nights and pay
accounts for the income tax will learn games chosen of minimum wage plus
and any National Insurance. by you which will be taxes.
We also provide two nights’ demonstrated on these 7. All invoices must be
accommodation, a food tables and briefed on paid in full on or before
voucher each day, and how you want the games 31st May 2021. For
cover demonstrators’ travel demonstrated. more information or to
expenses. 4. The team will maintain arrange a demonstration
a demonstrator at all team please contact
Demo Team for Hire times on your table richard@ukgamesexpo.
Terms and Conditions: during the duration of co.uk
1. The Exhibitor will the exhibition show, i.e.
supply UK Games Expo 9.00 to 6.00pm Friday,
ADD ON OPTIONS 17OPTIONS AVAILABLE VIA
YOUR EXHIBITOR PORTAL
EXHIBITOR PORTAL All Exhibitors and Co- information. It will contain
Once you have submitted a booking and it Exhibitors are required all you need to know about
has been accepted, you will then need to to register an account on your booking, passes,
register an account on the UKGE website, the UKGE website. We will access and setup, deadlines
so you can request stand furniture, power, send instructions at the etc. Please login and see if
view your invoices, submit games to the time you book your stand. your question is answered
awards etc. The exhibitor portal is the there before emailing us.
focal point for all exhibitor
10 FURNITURE
YOUR STAND COMES WITH NO your exhibitor portal which SHOW
FURNITURE AS STANDARD AND NO you will be able to access CONTRACTOR
WALLS OR BARRIERS OR STAND after your stand order is Please see Event Exhibition
DIVIDERS AT ALL. YOU CAN ADD A placed. Services Ltd in third party
SHELL SCHEME IF YOU WOULD PREFER, It will be supplied direct to companies section.
WHICH YOU ORDER FROM THE SHOW your stand by UKGE. Item
CONTRACTOR (SEE LINK ON OUR cost (excludes VAT) PALLET STORAGE
WEBSITE). • Chair plastic black – UK Games Expo offers a
£4.00 each service to larger retailers
You have three choices when it comes to • 6’x2’6” Trestle Table – and publishers who are
furnishing your stand. £7.50 each looking for a stock room
• You may bring your own tables, chairs or • 5’x2’ Trestle Table – to store their products
stand furniture. £7.00 each and to restock their stands
• You can hire basic furniture from our • 4’x2’ Trestle Table – from. You can hire spaces
value supplier. £6.50 each for pallets at the cost of
• You can hire specialist furniture from our • 3’ Diameter Tables – £100+vat per pallet. Book
furniture contractor. £10.00 each via your exhibitor portal.
• 4’ Diameter Tables –
YOUR OWN FURNITURE £11.00 each
You are at liberty to bring any furniture
and equipment you like. However, check
terms and conditions for any restrictions. Note that if you deliver your exhibitor portal.
your games to the NEC Prices will be found there
VALUE SUPPLIER via truck on palettes, you for either a per Pallette
The value supplier gives you the option either need to bring a option or expressed in
of hiring basic tables and chairs for the forklift or a pallet truck, terms of half hour hire
duration of the show. There is limited to get your goods off the periods.
availability of these tables both in size and truck or hire a forklift via
number. The furniture is ordered through
18 EXHIBITOR PORTAL OPTIONS11 POWER
THIS SECTION EXPLAINS FACTORS TO HOW CAN YOU a 6A mains then you will
CONSIDER WHEN REQUESTING POWER REDUCE COSTS each pay £85 for the mains
FOR YOUR STAND. IF YOUR POWER and £70 for the socket =
NEED IS LESS £155+VAT.
• 6Power supply costs relate to the size of THAN 1500
the mains installed and the number WATTS? Whilst you will need at
of sockets required. least 1 socket, we advise
• The minimum size mains we can install Many exhibitors may not you make use of 4 way
in a block is 6A which can supply need 1500 watts of power. extensions to add sockets
1500 watts power. A 6A mains costs For example 500 watts and rather than ordering multiple
£255+VAT to supply. a socket is quite sufficient sockets at £70 each.
• Each socket we add to the mains supply for charging a phone and a
costs £70+VAT. card reader. Consult device Consider portable battery
manuals for power draw. solutions for power which can
Sample Power Installation 6A mains and 1 often save you a lot of money.
socket = £255+£70 = £325+VAT. If your power needs are less
than 500 watts you may OTHER NOTES ON
IF YOUR POWER NEED IS find you can save money POWER
1500 WATTS OR MORE USE by sharing a 6A mains
THIS CALCULATION: (1500 watts) with other The power is shut off 1
exhibitors in the same hour after the exhibition
If you need 1500 watts or more we will block. We advise that you halls close so if you wish
need to place a suitable sized mains in make contact with other 24 hour power please
your area. exhibitors in your block and inform us. 24 hour power
• 6A Main (1500watts) costs £255+VAT. see if you can agree that adds a 20% surcharge.
• 10A Main (2400watts) costs £375+VAT. you share the costs of a 6A
• 16A Main (3800 watts) costs £507 +VAT. mains supply and each of Please consult the UKGE
you then pays your share website for guidance on
Sockets are an additional £70+VAT each plus your own socket fee. power installation. Power
per socket. is ordered through your
If two of you agree to split exhibitor portal which you
Sample Power Installation 16A mains and a 6A mains then you will will be able to access after
3 sockets = £507+£210 = £617+VAT each pay £112.50 for the your stand order is placed.
mains and £70 for the For enquiries about
socket = £182.50+VAT. power email richard@
ukgamesexpo.co.uk
If three of you agree to split
EXHIBITOR PORTAL OPTIONS 1912 UKGE AWARDS
THE UKGE AWARDS RECOGNISE THE BEST available please send a
GAMES IN AN ARRAY OF CATEGORIES. mock up of the game).
SOME ARE CHOSEN BY EXPERT JUDGES 5. All samples, prototypes
AND OTHERS BY THE SHOW’S VISITORS. and products submitted
FOR DETAILS ON CATEGORIES CHECK cannot be returned.
YOUR PORTAL. A SPECIAL LOGO WILL BE 6. It is your responsibility
AVAILABLE FOR USE BY THE WINNERS OF to ensure the timely and
EACH CATEGORY. safe delivery of your
entry. If you miss the
ELIGIBILITY deadline of 20th May
A game is eligible to be entered for the your game will not be according to the judges’
2021 awards if it meets the following entered. ratings and published on
criteria: Post all entries (except 14th July 2021. One of
• The publisher must be exhibiting at the Roleplaying) to: the shortlisted games will
2021 show or be represented at it. UK Games Expo Ltd be chosen as the Judges
• The game must be on sale at UK Games Third Floor, Suite 12 Award Winner. At the show,
Expo 2021. Elgar House Green Street there is an opportunity
• The game’s release date must be Business Centre for the public to vote on
between 15th March 2020 and Green Street the short-listed entries to
1st August 2021. Kidderminster, DY10 1JF. choose the People’s Choice
• Games can only enter our awards once. Award.
For RPG games, adventures
ENTERING A GAME and expansions send to: RESULTS
1. Login to your exhibitor portal and click John Dodd UK Games Expo Awards will be announced
on the awards tab. Ltd, 432 Carlton Road, at the show on Sunday 1st
2. Entrants may suggest a category in Barnsley, S71 3HX. August 2021 at 3.00pm.
which to enter their game. However, the
final decision is made by the JUDGING
UKGE judges. Before the show all eligible
3. Only one category per product is games are passed to
permissible. the appropriate judges
4. You must send a copy or sample by who will rate them. The
20th May 2021 (If a final version is not shortlists will be selected
13 SHOW PREVIEW
EXHIBITORS, DISTRIBUTORS, PRESS AND
RETAILERS WILL BE INVITED TO ATTEND
A SHOW PREVIEW TO BE HELD BETWEEN
6.00PM AND 9.00PM ON THU 29TH 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 OPTIONSTHIRD PARTY SERVICES
THESE SERVICES ARE MENTIONED Please note that any claims, demands, actions,
HERE FOR YOUR CONVENIENCE BUT contract entered into proceedings, damages,
ARE PROVIDED BY THIRD PARTY between an Exhibitor costs, expenses or other
ORGANISATIONS AND NOT BY UK GAMES and these contractors is liability incurred by either
EXPO DIRECTLY. CONTACT THEM TO a matter between those the exhibitor or the
DISCUSS YOUR NEEDS FURTHER. parties. UK Games Expo contractor in relation to any
Ltd does not accept any such contract.
liability for any losses,
14 INTERNET, IT AND AV EQUIPMENT
FOR HIRE AND PHONE LINES
THERE IS WI-FI IN THE NEC BUT IF YOUR add water to your stand or items available and prices
SALES POINT REQUIRES THE INTERNET even a gas supply. If you will be linked to on the
YOU MAY WANT THE RELIABILITY OF A need to add any of these exhibitor menu item on the
WIRED CONNECTION. facilities to your stand they UK Games Expo website.
are hired direct from the
You may wish to hire IT and AV equipment, NEC. A catalogue of the
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 SPIRAL GALAXY ASMODEE UK
Tel- +44 (0) 1730 891346 Tel +44 (0) 1952 587482 Tel +44 (0)1420 593593
Email: fulfilment@gamesquest. Email sales@spiralgalaxygames. Email purchasingadmin@
co.uk co.uk asmodee.co.uk
THIRD PARTY SERVICES 2116 STAND CONSTRUCTION OPTIONS
NOTE THAT YOUR STAND COMES AS Periscope Live
SPACE ONLY WITH NO WALLS. The Old Boatyard South March Daventry
Periscope Live are our show contractors Northamptonshire NN11 4PH
and offer services such as full stand Tel: +44 (0) 1327 304055
builds, shell scheme, special furniture Info@Thenealeagency.com
items and carpet. Order forms will be www.periscopelive.com
made available on our website or else
contact them direct.
It is advisable to make contact with
neighbouring exhibitors before placing BESPOKE STAND CONSTRUCTION
your walling order as it is possible to save Want to build something special? Periscope Live
money by placing a single order between construct one of a kind exhibition stands.
you. Contact Jack Penn jack@periscopelive.com
17 BANNER MANUFACTURE AND
RIGGING
If you would you want any sort of banner IMPORTANT NOTICE
that will be suspended from the ceiling the UK GAMES EXPO FLYING FEE
following must be done:-
Please remember that if you bring your own banner
1. PERMISSION - ALL banners must be or order one from the NEC Commercial Graphics team
cleared by UKGE for, position, size you will also need to pay UK Games Expo a £400+vat
and content. ALL banners must pay Flying fee.
a FLYING FEE of £400.00 +VAT. If
you order a banner directly with the
NEC you MUST get permission from EXAMPLE COST
UKGE otherwise the banner will not be Flying Fee: £400
erected. Production of 4m x 2m double sided pvc:£396 (NEC)
Rigging: £245
2. PRODUCTION - All banners must TOTAL : £1041 + VAT
meet the NEC rigging requirements
(PDF can be found in your exhibitor BESPOKE RIGGING
portal). You may source your own If you require rigging advice or quote you can contact the
banner, use the NEC’s graphics NEC Rigging Department. Simon Lane
production team (jane.carter@thenec. t. +44 (0)121 780 4141 (reception)
co.uk) or, if we have your banner, e. simon.lane@thenec.co.uk
reuse a previous banner. UKGE no
longer offer the production service as BANNER REMOVAL
we could not compete on price. After the show banners are removed by the NEC. Any
banners on hoists will be lowered for removal during de-
3. RIGGING - The NEC charges a rig. PVC banners will be recovered up to 10 days after the
rigging cost for hanging your banner. show and exhibitors can collect them or UKGE will store
This cost varies depending on the them for a fee.
construction of your banner or other
hanging construction. The NEC rigging BANNER STORAGE
PDF will help you calculate the cost or UKGE will collect your PVC banner and store it and return
you can contact UKGE through your it to the NEC for the following year’s show for £100 +
portal for further help. Note: If you VAT. If you want to use the banner during the year you
are using the NEC Graphics team they may collect it from the UKGE warehouse at your own cost.
will often calculate the rigging cost for
you.
22 THIRD PARTY SERVICESFINAL DETAILS
18 PASSES
ALL EXHIBITORS AT UK GAMES EXPO Example 2: Exhibitor for the weekend. Purchase
WILL REQUIRE EXHIBITOR PASSES TO “SMALL GAMES R US” these on arrival when you
ENTER THE EXHIBITION HALLS – THIS booked 2m x 2m of space. collect your passes. The
WILL ALLOW YOU TO GET IN DURING They will receive 2 passes. number you can buy is
EXHIBITOR ACCESS HOURS. connected to the size of
We do not post out passes. your stand.
You get 1 pass per exhibiting company, These passes will be ready
plus 1 pass per co-exhibiting company, for you on arrival. Collect Up to 10m2: 2 Passes.
plus 1 pass for every 4sqm of space. them at Exhibition Services.
For each additional 10m2
Example 1: Exhibitor “BIG GAMES Ltd” Additional Exhibitor passes you can buy 2 further
booked 20m x 2m of space (40m2). can be purchased by an passes.
They will receive 11 passes. exhibitor at the cost of £10
19 PARKING FOR EXHIBITORS
WE HAVE AGREED A DEAL WITH THE NEC WHEREBY
EACH EXHIBITOR AND CO-EXHIBITOR 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. The formula and number of passes you will
receive can be found in your Exhibitor Portal
These can be collected from Exhibition services.
20 ACCESS
DETAILED INSTRUCTIONS FOR You access pass is a PDF you will be unable to access
EXHIBITORS REGARDING ACCESS WILL THAT you must use to gain this pass and so be unable
BE SHARED SEVERAL WEEKS BEFORE access during the setup to setup if you have not paid
THE CONVENTION. THIS WILL INCLUDE period and will be posted your invoices in full.
INSTRUCTIONS ABOUT YOUR ACCESS to your exhibitor portal on
PASS. the website. Please note
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 23TERMS AND CONDITIONS
The following terms and conditions specified by exhibition space they requirements and
conditions apply to the the management of the are seeking. preferences indicated
hire of exhibition space Venue to the extent that b) The Organisers will on completed Booking
at UK Games Expo. they are communicated acknowledge receipt Forms and will inform
to the Exhibitor either of the e-mail / letter potential Exhibitors
INTERPRETATION AND prior to or during the and either confirm that in writing of the
GENERAL Event; and b) Comply those requirements extent to which any
with any reasonable can be met or contact such preferences or
1) UK GAMES EXPO (the instructions given the intending Exhibitor requirements can
“Event”) is an annual by the management to discuss alternative be accommodated.
gaming convention of the Venue to the allocations. However:
for both dedicated Exhibitor or any c) The Organisers a) in deciding on
hobby gamers and employee, partner will issue a quotation allocations the
the wider public. The or associate of the confirming the total Organisers shall
Event is organised Exhibitor either prior cost for the proposed take account (inter
by the directors of to or during the Event stand, the initial stand alia) of whether the
UK Games Expo Ltd. as though any such allocation and the intending Exhibitor
Richard Denning and terms and conditions deposit required to has attended previous
Tony Hyams (the or instructions were secure it. iterations of the Event
“Organisers”). incorporated into these d) Invoices are valid for (and if so whether the
terms and conditions. 28 days. The Exhibitor Exhibitor complied
2) The Event takes then has 28 days from with all relevant terms
place in The National 5) These terms and the date of issue of the and conditions) and
Exhibition Centre, conditions shall be quotation to complete the total anticipated
Birmingham B40 1NT subject to the laws of the booking by paying contributions of the
(the “NEC”) and The England and Wales. the deposit as stated intending Exhibitor to
NEC Hilton Metropole on the invoice (typically the Event, but may also
Hotel, Birmingham 6) All matters and 25% of the total give weight to other
B40 1PP (the “Hilton”). questions not covered expected stand cost factors.
Additional events occur by these terms are unless the quotation is b) all decisions as to
in surrounding hotels subject to the decision issued after 31st March space allocation by the
as specified on the UK of the Organisers. of the relevant year Organisers shall be
GAMES EXPO website Exhibitors agree to when the full stand cost final and binding on all
and laid out in the abide by and conform will be due by any of Exhibitors who shall not
programme. to all additional rules the permitted payment be entitled to know the
and regulations from methods (see below). reasoning behind those
3) For the purpose time to time adopted e) If a quotation is allocations; and
of these terms and or prescribed by the issued within 28 days of c) the Organisers
conditions: Organisers for the the commencement of reserve the right to
a) References to the management of the the Event, the Exhibitor alter allocations (and
“Venue” include both Event. must pay the full if appropriate refund
the Hilton and the value of the invoice as appropriate amounts
NEC as appropriate; APPLICATIONS FOR soon as possible and of the stand fee to take
b) References to the AND ALLOCATIONS OF in any event at least account of any such
“Event” are to the EXHIBITION SPACE 48 hours prior to the alterations) without
iteration of the Event 7) The following commencement of the prior notice.
at which the exhibition procedures should be Event.
space is to be hired. followed when booking FEES, PAYMENT
exhibition space: 8) Any special METHODS AND
4) Anyone intending a) Potential Exhibitors requirements (e.g. CANCELLATION
to hire or in fact hiring should contact Richard access to power points POLICY
exhibition space at the Denning in the first and furniture orders)
Event (an “Exhibitor”) instance by e-mail to should be placed by 10) The due dates for
undertakes that they richard@ukgamesexpo. the Exhibitor via the payment are as follows:
(together with any co.uk stating their Exhibitor Portal. a) The deposit (25% of
employees, partners, or preferences (if any) as 9) The Organisers your stand fee) must
others associated with to type or location of will allocate space be paid within 28 days
them) will: a) Comply stand, and confirming within the Venue of issue of the invoice
with any terms and the amount of taking account of the to secure your stand.
24 TERMS AND CONDITIONSb) The balance of the still outstanding will be 30 days before the taking place between
stand fees as set out added. If after a further Event the full Invoiced 6.00pm and 9.00pm on
in the quotation and 7 days the balance is fee must be paid to the Thursday 3rd June (if
any additional features not settled then the organizer. you have a table there).
requested via the debt will be passed to a d)In the event an b) Opening hours as set
Exhibitor Portal e.g. debt collection agency exhibitor cancellation out below:
power and furniture, to pursue further. Any due to being unable i) Friday – 9.00am to
must be paid in full by fees and charges that to attend as a result of 6.00pm
the later of: the pursuit of this debt laws and regulations ii) Saturday – 9.00 am
i) ten days from the involves will be added related to Covid in to 6.00pm
date of issue of the to the debt owed by the England or in the home iii) Sunday – 9.00 am
quotation (unless the exhibitor. The organiser country of the exhibitor to 4.00pm. Please note
quotation is issued will then cancel any making attendance UK Games Expo is a
within ten days of the booking, reallocate illegal or impossible, gaming convention and
commencement of the exhibition space and then at the discretion some games go on past
Event in which case they retain any deposit that of the organisers the opening hours and as
are payable within 48 has been paid. following proceedure such the halls may not
hours of that issue); and will be adopted: be completely vacated
ii) 30th June of the year 13) An exhibitor will Exhibitors will be by the public until thirty
for which the booking is not be allowed to informed that the full minutes after the end of
made. set up a stand at the fee paid will be applied opening hours.
c) Payment for event unless all fees as a credit to their
sponsorship for that stand have accounts and held as 17) The event is
opportunities and been paid in full. rolled over to the 2022 considered to be
marketing packages are show. exempt from Sunday
due as follows: 14) a)All cancellations e).Exhibitor funds trading laws as
i) All Major, Associate, must be made in writing rolled over from the exhibitions fall outside
Family Zone and App and sent by e-mail to cancelled 2020 show those regulations.
sponsorship fees as set richard@ukgamesexpo. will be retained by the
out in the invoice must co.uk. The extent to organisers and used 18) If an Exhibitor fails
be paid in full within 28 which any fees already as credit against their to set up and man a
days of the issuing of paid are refundable stand and others costs stand by 9.30am on
the invoice. shall be determined of the next UK Games Friday the Organisers
ii) All marketing dependent on how far Expo attended by the reserve the right to use
package fees as set out in advance of the Event Exhibitor either in 2021 the exhibition space
in the invoice must be for which the booking or 2022 dependant hired by the Exhibitor
paid in full before UK was made the notice of on exhibitor choice for the Organisers’
Games Expo will run the cancellation is received communicated to the own purposes
marketing package. by the Organisers, as organizers by April 30th including without
iii) All other set out below: 2021. limitation renting out
sponsorships follow b) If notice of the exhibition space
the standard rules on cancellation is received SET-UP AND to another Exhibitor
payment dates as laid by the Organisers at ATTENDANCE without allowance or
out above. least 60 days prior to 15) Access to the refund to the defaulting
11) Payment may be the start of the Event Venue for setup will be Exhibitor.
made using any of the for which the booking available between 12.00
methods specified on was made the deposit am and 9.00pm on the 19) At the conclusion
the invoice will be forfeit but all Thursday immediately of the Event Exhibitors
other fees paid will prior to the Event and must vacate the Venue
12) If an Exhibitor fails be refunded in full. between 7.00am and and ensure that all of
to pay the amount c) In the event of 9.00am on the Friday of their belongings have
owed by 30th June cancellations received the Event. The Exhibitor been removed from the
the Organisers will between 30 and 59 days must ensure that their Venue by 6.00pm on
apply a late payment before the Event the stand is fully set up by Sunday.
penalty of 5% of the exhibitor would still be 9.00am on the Friday of
amount outstanding. liable for a cancellation the Event. MERCHANDISE AND
If the balance is not charge of 50% of the DISPLAY MATERIAL
settled after a further invoiced fees. 16) An Exhibitor must 20) Exhibitors
7 days an additional c) If the exhibitor ensure that their stand are responsible
late payment penalty cancels his or her is manned during the for the safety and
of 5% of the amount participation less than following periods: appropriateness of
a) The Show Preview,
TERMS AND CONDITIONS 25You can also read
