2019EXHIBITOR GUIDE

BIRMINGHAM31ST MAY – 2ND JUNE

network with games designers, publishers and distributors.

• UKGE also allows you toengage directly with youraudience, test designs,sell existing products,launch new games andapply for awards.

• UKGE is the place toconnect with all aspectsof the tabletop gamingworld in the UK overthree days.

WHEN IS IT?

The next UK Games Expo will be held from 31st May – 2nd June 2019.

WHERE IS IT?

The UKGE 2019 is located in Hall 1, Hall 2, the Piazza and Toute Suites of the National Exhibition Centre as well as in the NEC lakeside area and the Hilton NEC Hotel.

WHAT FEATURES ARE IN THE EXHIBITION HALLS?

The exhibition halls this year will be located in Hall 1 and Hall 2 of the NEC. The Halls comprise 24,000m2 of space. The halls will contain:• The largest tabletop

games exhibition in theUK with 400+ exhibitorsincluding publishers,retailers, manufacturersand others.

• The Family Zone.A large area, staffedby specially traineddemonstrators, designedto attract families where

WHY SHOULD I EXHIBIT AT UKGE?

• In 2018 the UK tabletopgames market is worth350 million pounds andis growing all the time.

• Attendance at UKGEhas steadily increasedeach year. In 2018UKGE attracted around

22,000 unique visitors comprising not just the hobby enthusiast, but new gamers and the family market. In 2019 we expect even more visitors. In 2018 we had almost 400 exhibitors. Again, this is expected to rise in 2019.

• UKGE provides theopportunity to meet and

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.

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2018

ATTENDANCE

UNIQUES

UK GAMES EXPO 20182 2018 UK GAMES EXPO

“I would consider UKGE now one of the top conventions worldwide and one of the must attend events.”Tom Vasel

THE NEC

The NEC is the UK’s best-connected venue:• It is the only UK

exhibition venue withan airport and railwaystation on site near anintersection of the UK’sprimary motorways.

• It is easy to get to as75% of the UK populationare within a three hourdrive time.

• There is ample easyparking with 16,500 carpark spaces.

NEC

HALL 1HILTON

METROPOLEHOTEL

HALL 2TOUTE SUITE

PIAZZA SUITES

they can learn and play new games together.

• The Shop and Drop.Where antendees canleave their games whenthey go and explore theexhibition halls.

• Chill Zones. Areas wherevisitors can rest and relax.

• Bring and Buy. UKGEholds what we believeto be the world’s largestgames bring and buy. In2015 it was computerisedto deal with the increasedvolume of transactions. In2018 over £190,000 wasspent at the Bring and Buywith the profits going tocharity and much of thevisitor’s proceeds recycledin the exhibitors’ stands.

• The Tournament Hall.Housing tournaments for16 to 400 players!

• The Board GamesLibrary. Thirsty MeeplesGaming Cafe will again berunning the UKGE boardgames library consistingof nearly a thousandboard games that thepublic can borrow.

• Open Gaming Area.There will be enoughspace set aside in theexhibition hall and at theHilton for 2000+ gamersto sit and play at any onetime, free of charge.

• Playtesting. Dedicatedand free to use space forbudding designersto try out new gameideas and get feedbackfrom gamers. Details onour website.

• Children’s RPG. An areawhere specialist GM’s runroleplaying games forchildren.

OPENING TIMES OF EXHIBITION HALLS

Setup:Thursday 30th May: exhibitors will be able to set up from noon until 9.00pm Friday 31st May: exhibitors will be able to set up from 7.30am until 9.00am.

Opening Hours:Friday 31st May. The exhibition halls will open 9.30am until 6.00pm. Saturday 1st June. The exhibition halls will open 9.30am until 6.00pm. Sunday 2nd June. The exhibition halls will open 9.30am until 4.00pm.

UK GAMES EXPO 2018 3 2018 UK GAMES EXPO

The gaming and tournament areas are open from 8.00am until midnight on Friday 31st May and Saturday 1st June and from 8.00am until 7.00pm on Sunday 2nd June.

WHAT GOES ON IN THE TOUTE SUITE?

Close to Hall 1, the Toute Suite is our dedicated seminar space. Capable of seating 300+, many activities will occur in here including events by the large podcast and YouTube gaming shows.

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 roleplayingschedule with hundredsof games over eightsessions on three days.

• LARP type events.• Open gaming space for

1200+ throughout the weekend.

• Complimentary shuttleservice to Halls 1 and 2of the NEC, BirminghamInternational Airport and‘Birmingham InternationalStation.

• Spa, heated indoorswimming pool and 24-hour fitness centre.

• Complimentary Wi-Fi in allpublic areas and in guestrooms for all HHonorsmembers.

• A second boardgame library.

• Evening entertainmentand live gaming events.

• The Chow Street FoodFestival is here with allsorts of different foodoptions.

• Bars and craft beer stand.• There are no exhibitor

stands in the Hilton.However, if exhibitorswish to sponsor areas ofthe open gaming space orhire a room for a specialevent please get in touch.

WHAT GOES ON AT THE LAKESIDE?

At the lakeside we have a Viking Village and Cosplay Area with weapon and combat displays in an outdoor arena.

ACCOMMODATION AROUND THE NEC

Here are some options for hotels at the NEC.

Had a great time at UK Games Expo. Great set up, with loads of friendly people. Looking forward to next year.@andypidy

4 2018 UK GAMES EXPO UK GAMES EXPO 2018

Hilton Birmingham Metropole NECThe NEC Birmingham, Pendigo Way, Birmingham, B40 1PP +44 (0)121 780 4242.The Hilton BirminghamMetropole offers ushundreds of hotel rooms,the largest open gamingspace and evening gamingfacilities, plus on site foodoptions. We have a dealwith the Hilton offering arate that is 20% below theirbest available rate. The rateincludes breakfast. A linkfor accommodation in thehotel is on our website.

Crowne Plaza Birmingham NecThe NEC Birmingham, Pendigo Way, Marston Green, Birmingham B40 1N +44 (0)871 942 9160.The Crowne Plaza Hotel ison the opposite sideof the lake to the Hiltonand is about a ten minutewalk away.

Genting Hotel At Resorts World BirminghamThe NEC Birmingham, Pendigo Way, Birmingham B40 1PU +44 (0)121 273 1000.The closest Hotel to Hall1 is the Genting Hotel. Itis part of the Resort Worldcomplex of shops, cinema,casino and restaurants.

Many games were played. Much fun was had. Vast amounts of money was spent.@AndyCr15

BCD M&E AND HOTEL MAP

BCD M&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 M2NMD 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.

Ibis Styles HotelBickenhill Lane, Birmingham, B40 1PJ +44 (0)121 780 5907Located behind Halls 2and 3 with access to thelink corridor from therailway station and airportinto the NEC.

Other OptionsAssuming you can’t get a local room, there are options. With gaming going on till 11.00pm in the NEC as well as till late in the Hilton, Ibis and elsewhere you might consider staying a bit further away. The last train from Birmingham International to Birmingham New Street is after 1.00am on the Friday night and around midnight on the Saturday night. The last train to Coventry is around midnight on the Friday and 11.30 on the Saturday. Both trains take around 15 to 18 minutes. So why not look at cheaper hotels in both city centres. Got a car? Solihull is just 4 miles away. Taxis and car options allow you to stay in Solihull where hotels are currently listed at much lower prices. What about Warwick, Meriden, Kenilworth or Leamington? These are only 20 minutes away by car.

2018 UK GAMES EXPO UK GAMES EXPO 2018 5

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 is aware of every company participating in the event. There is a

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 deals 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 16 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 17 to 21 deal with other questions exhibitors ask such as exhibitor passes, accommodation, carparking and access for setup.

£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 the stand but also give us details of co-exhibitors. Please download and fill in 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.

BOOKING A STAND1 CO-EXHIBITORS

#ukgames expo was hella cool.@fishnetsnmalice

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STARTER STANDIf 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 exhibited with us before.

• Are for exhibitors who want a single 2mx2m or a single 2mx3m stand or a single 3mx3m stand only only. That is 4m2 or 6m2 or 9m2.

• Cannot be combined with other stands.

• Are placed entirelyat the discretion ofthe organisers in standard areas.

• Are priced at £33 per square meter.Example: A 2m x3m Starter Stand will cost£198+ VAT

ALL OTHER STANDSWhen choosing your stand size, you may take as much space as you are happy to pay for, but the minimum stand size is 2mx2m = 4m2. Stands are charged at £52.00 per square meter.

Example: A stand that is 5mx2m = 10m2 is calculated at £52.00m 2 x 10 = £520.00 + VAT

3 STAND CONFIGURATIONStand 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 twocustomer facing sides= £160 supplement

• End cap stand with threecustomer facing sides= £400 supplement

• Island stand with fourcustomer facing sides= £1000 supplement.

For Example: A 5m x 2m standard stand attracts no supplement. It costs £520 + VAT as detailed in thestand size example.

A 5m x 2m corner stand will attract a £160 supplement. £520 + £160 = £680 + VAT

A 5m x 2m end cap stand will attract a £400 supplement. £520+ £400 = £920 + VAT.

A 6m x 6m island stand will attract a £1000 supplement. £1872 + £1000 = £2872 + VAT.

Is it being over eager to have reserved a hotel room for next year’s #ukgames expo already?@ProfessorOdessa

BOOKING A STAND 7

For 2019 4sqm and 6sqm are almost sold out. EMAIL FIRSTWe have a few 9sqm stands left

4 LOCATIONCertain areas of each of Hall 1 and Hall 2 will naturally have greater footfall or places where people will congregate giving 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 £14 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.

For example, a 5m x 2m corner stand = £680 + VAT but in a superior position this would cost an additional £140 + VAT = 10m2 x £14 which is a total of £820 + VAT.

5 BOOKING YOUR STAND • Preliminary enquiries

should be made inperson with us at showswe attend, online via ourwebsite, or by email torichard@ukgamesexpo.co.uk. If you need tospeak on the phonecontact us on01562 69391.

• Once an agreement hasbeen reached you will beissued with an invoice.

• The deposit (25% of yourstand fee) must be paidwithin 28 days of issueof the invoice to secureyour stand.

• We can accept paymentvia bank transfer, sterlingcheque or Paypal. Someforms of payment attractadditional fees due tobank charges. All thesedetails will be on yourinvoice issued after youbook your stand.

• For full details onpayments see terms andconditions which areavailable from page 24and online. Please doread them all carefully.You agree to abide bythese terms when youpay your deposit.

PLEASE NOTE THAT YOUR STAND IS SOLD AS SPACE ONLY.

THERE IS:• NO POWER.• NO FURNITURE.• NO WALLS.

Options on adding these are detailed further on in this guide.

HALL 1 HALL 2

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OPENGAMING

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#ukgamesexpo was awesome this year. Had a great time! @Kaiberie

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ADD ON OPTIONS6 SPONSORSHIPS

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 SPONSORMax of 3 Cost £8000 + VAT Major sponsors/co-sponsors receive several benefits including:• Logo on the header of the

UKGE website in top tierlocation.

• Logo on all UK GamesExpo print advertising.

• Logo on the front coverof the UK Games Expoprogramme.

• Logo on the exhibitionhalls maps highlightingyour stand location.

• Logo on UK Games Expoentrance tickets.

• A full-page advert in theprogramme.

• Mention in emails byUKGE at least 3 times.

• Gold marketing package.• Right to perform off

stand promotions atthe show.

• Major sponsors get 1stchoice preferred standplacement.

• Street name.• Options on rooms in NEC

area hotels.

ASSOCIATE SPONSORSHIP Max of 5Cost £4000 + VAT Associate sponsors receive several benefits including: • Logo on the header of the

UKGE website in secondtier location.

• Logo on all UK GamesExpo print advertising.

• Logo on the exhibitionhalls maps highlightingyour stand location.

• Half page advert in theprogramme.

• Mention in emails byUKGE at least 3 times.

• Gold marketing package.• Right to perform off

stand promotions atthe show.

• 2nd choice preferredstand placement in theexhibition hall aftermajor sponsors.

• Street name.• Option on rooms in NEC

area hotels.

SUPPORTING SPONSORSHIPCost £1000 + VATSupporting 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 andassociate sponsors.

• Street name.• Mention in an email covering supporting

sponsors.• Quarter of a page advert in the

programme.• Gold marketing package.

LANYARD SPONSORSHIPMax of 1Cost £5000 + VAT UK Games Expo attendees wear lanyards showing their passes. We will have 25,000 of these printed in 2019. The lanyard sponsor receives benefits including: • Your artwork will appear on all of the

lanyards we print for the 2019 event.• Mention in an email covering sponsors.• Logo on the sponsor page of the UKGE

website and in the programme.

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.

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sold outthisyear

OPEN GAMING AREA SPONSORSHIPMax of 1Cost £4000 + VATThe open gaming space at UKGE seats over 2,000 gamers in either Hall 2 NEC or in the Hilton Hotel. Open gaming zone sponsors receive several benefits including:• Branding of the open

gaming space in the formof café barriers and pullup banners which UKGEwill print and supply.

• Logo on the sponsor pageof the UKGE website andin the programme.

• 6 pull up banners withyour logo on will appearat the Hilton Hotel.

• Option to add a dropbanner above the opengaming area in the NEC(at sponsor’s cost)

• Option to supply brandedtablecloths to severalhundred tables.

• Mention in an emailcovering sponsors.

• Logo on the “PlayersNeeded” signage.

UKGE APP SPONSORMax of 1Cost £1500 + VATSubject to blind bidApp has exhibitor and event listings, reminders etc. The app was launched in 2017 and was downloaded by 4,000+ and more again in 2018. We anticipate increased downloads due to planned increase in functionality. Your logo will be on the app flash screen and we will add a page about your company/product information with a URL to your site. We will send out push notifications to the app about your company in the two months before UKGE.

FAMILY ZONE SPONSORSHIPMax of 1Cost £1500 + VATThe UKGE Family Zone attracts hundreds of children and parents. Benefits of family zone sponsorship:• Family zone will be

called “Sponsor NameFamily Zone”.

• Your logo on all family zone printmaterials and banners.

• You may place marketing material ontables in the family zone.

• Your games will be available for play inthe zone (subject to suitability)

• Street name.• A Gold Marketing package.• Half page advert in the programme.

UKGE BRING AND BUY SPONSORMax of 1Cost £1000 + VATThe UKGE Bring and Buy is a very popular and busy part of the convention. In 2018 over £190,000 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 andBuy Section.

• The area would be branded withyour logo.

• Newsletters and articles relating to theBring and Buy would feature your logo.

• You will have the right to providebranded bags that visitors can use.

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PUBLISHER-DESIGNER TRACK SPONSORSHIP Max of 1Cost £1000 +VATBenefits of sponsorship:• The publisher-designer zone will be

branded with your logo.• The publisher-designer page in the

programme and on the website will bebranded with your logo.

• The publisher-designer room screen willshow your logo and/or a promotionalmessage between seminars.

• Your logo on the pull up banners in thepublisher-designer rooms.

• A networking event will be held at theconvention for publishers and designerswhich you have the option to speak atand the option to sponsor the bar forthat event (provisional additional cost£1000).

FIRST TIMER’S GUIDE SPONSORMax of 1Cost: £1000 + VATThe first timer’s guide is a pamphlet/brochure handed out to attendees but particularly targeted at first time visitors. It points out key features of UKGE and explains how to have fun at the show. Benefits of sponsorship include:• The first timer’s guide will feature the

sponsor’s logo and the rear page will bereserved for their advert.

• Mention in an email covering sponsors.• Logo on the sponsor page of the UKGE

website and in the programme.

SHOP AND DROP SPONSORSHIPMax of 1Cost £700 + VATUK Games Expo runs a shop and drop facility where visitors can leave games and then return to collect them later. Benefits of sponsorship of the shop and drop:• Shop and drop will be

called “Sponsor NameShop and Drop”.

• Your logo on the mapidentifying the shop anddrop location.

• Your logo around theshop and drop facility.

• You have the option tosupply carrier bags tobe used by all shop anddrop visitors to put theirgames in. They can thentake the games away inthese bags.

SEMINAR SPONSORSHIPMax of 1Cost £500 + VATBenefits of seminar sponsorship:• The seminar zone will be

branded with your logo.• The seminar page in the

programme and on thewebsite will be branded

with your logo.• Seminar room screen will

show your logo and/ora promotional messagebetween seminars.

• Your logo on the pullup banners in theseminar rooms.

LIVE ENTERTAINMENT SPONSORSHIPMax of 1Cost £500 + VATThe live entertainment track at UKGE features three days of live comedy and geek or gaming related shows. Capacity of the room is 300 and there are 15 to 20 shows over the weekend. Benefits of Live Entertainment sponsorship:• The live entertainment

zone will be branded withyour logo.

• The live entertainmentpage in the programmeand on the websitewill be branded withyour logo.

• Your logo on the pullup banners in theseminar rooms.

• Option to supply prizesor ‘freebies’ to be givenout to live entertainmenttrack attendees.

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7 MARKETING OPPORTUNITIESTHESE ARE OPTIONS FOR GETTING YOUR MESSAGE ACROSS ONLINE VIA OUR OWN AND OUR MEDIA PARTNER’S SOCIAL MEDIA CHANNELS OR IN THE FORM OF BRANDED SIGNAGE AND PHYSICAL PRESENCE AT THE SHOW.

UK Games Expo has the following followers:Twitter: 15000+ Facebook: 10500+Instagram: 1200+Opted in emails: 4200(Figures correct as of September 2018)

These represent a target audience for exhibitors. Let them know about your brand and your products via our marketing packages.

CHILDREN’S ROLEPLAYING AREA SPONSORSHIPMax of 1Cost £500 + VATThe 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 bebranded with your logo.

• Option to supply materials, figures,terrain and prizes or freebies to be usedin the zone (subject to suitability).

PASSPORT SPONSORMax of 12Cost: £300 + VATThis is an activity that uses the app whereby visitors visit passport sponsors stands and scan in a QR code on each. Every entrant has a chance of winning a daily prize of £300 of vouchers valid at UK Games Expo passport sponsors. Passport Sponsors need to leave space for an A4 sized poster on their stand that is easily accessible. Visitors must be able to access and scan the code without any restriction or requirements to make purchases or demo games. ‘Sponsors commit to accepting prize vouchers.

BLIND BIDDING FOR LIMITED OPPORTUNITIES

Where there is a strictly limited number of sponsorships or adverts (such as the back page of the programme and the app sponsorship) we will use a system of blind bid to allocate the opportunity. The price shown is a minimum bid that must be offered

TOURNAMENT SPONSORCost: varies – please contact usUK Games Expo holdsmany tournaments overthe course of the weekendincluding several majorboard game and miniaturestournaments. Sponsorshipfor these events can takethe form of prize supportfor an event or runningand branding a particulartournament. More detailsavailable on request.

TREASURE HUNT SPONSORMax of 3Cost: varies – please contact usThis is a children’s activitywhere they find cluesaround the venue to wina small prize. Every childhas a chance of winning alarger prize.

to possibly take the sponsorship or advert location. The highest bid will win the opportunity to take the sponsorship or advert. Blind bids must be received by 31st December 2018. The results of the bids will be announced on 15th January 2019.

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UK GAMES EXPO NEWS FEATURECost: NoneThis one is free. That is right – we offer to each and every exhibitor the opportunity to send us one news story during the year prior to the Expo up to two months before the convention to place on our UKGE news page and to be reinforced by Facebook, Twitter and other social media posts. Tell us about your new games, special events etc. in a maximum of 250 words. A single landscape orientated 464 x 261 pixels JPG image, a single landscape orientated 304 x217 pixels image and a single square 100 pixels x 100 pixels JPG image will be included. All free news articles to be submitted before 15th March 2019. April and May are reserved for paid for marketing and we cannot use free articles during those months. In the event of receiving multiple entries on a given day UKGE will select the order in which they are posted. We do not guarantee to post all articles. (Note that there is a difference

between the news article on the website and a newsletter which is an email sent to our database. The free service is only for the news articles.)

MARKETING EMAILCost £175 + VATWe have 4,200+ opted in contacts as of September 2018. You can send out one dedicated email newsletter to the entire mail list as well as to focused groups interested in your game genre (available year round).

PLATINUM MARKETING PACKAGEMax of 5Cost: £1500 + VATThis package includes:• Your logo on a drop

banner 4m wide x 2.4mdrop – suspended fromthe ceiling to 4m aboveyour stand.

• We will print and erectfive pull up bannerswhich will be placedin high traffic areas ofUK Games Expo andbe passed by 22,000+visitors. Your logo to be

on these banners.• One dedicated email newsletter sent to

all our 4,200 contacts.• One additional news page article (as

above) on a day of your choice subjectto availability.

• Two Facebook posts of 100 words andan image.

• Two Tweets which may include an image.

GOLD ONLINE MARKETING PACKAGECost £300 + VATThis package includes:• One dedicated email newsletter sent to

all our contacts in the month ofMay 2019.

• 1 additional news page article (as above)on a day of your choice subject toavailability.

• 2 Facebook posts of 100 words and animage.

• 2 Tweets which may include an image.• 1 Instagram post of an image and text.

SILVER ONLINE MARKETING PACKAGECost £150 + VAT• 1 additional news page article (as above)

on a day of your choice subject toavailability during the month of April orMay 2019.

• 1 Facebook post of 100 words andan image.

• 1 Tweet which may include an image.• 1 Instagram post of an image and text.

7.1 ONLINE PACKAGES

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Sold outfor AprilandMay

Sold outfor AprilandMay

Limited availability

7.2 ON TABLETOP MARKETING PACKAGES

LIVE-STREAM DEMONSTRATIONCost £150 + VATThis popular service was launched in 2018. Broadcast your game demo live from and during UKGE. You will get:• A 30 minute timeslot at

UK Games Expo with theOn Tabletop team andstudio.

• 20 minutes of on cameratime to show off yourgame(s) during show.

• After UKGE recordedvideo will be edited anduploaded to’OnTableTopWebsite and YouTube.

• Edited video can also beprovided to you directly.

EXHIBITION PROMOTION PACKAGECost £1000+VATWith this service you can access On Tabletop’s massive online presence to give you a promotion in the lead up to UKGE 2019 via On Tabletop’s website, You Tube, Facebook and Twitter channels and their Newsletter.Optional visit to On Tabletop’s Studios to film “Let’s Play” / Demonstration of your game’.

‘ON TABLETOP, OUR OFFICIAL MEDIA PARTNERS, OFFER TWO LEVELS OF MARKETING PACKAGES TO HELP PROMOTE YOUR BRAND AND GAMES.

7.3 MARKETING AT THE SHOWHALL 1 ENTRANCE FLOOR SIGNAGEMax of 1Cost £1500 + VATThe entrance to Hall 1 is a high traffic area. The sponsors receive several benefits including: • Branding of entrance area

in the form of a 1.5mx3m floor logo whichUKGE will printand supply.

• Logo on the sponsorpage of the UKGE websiteand in the programme.

HALL 2 ENTRANCE SIGNAGEMax of 1Cost £1500 + VATThe 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

x3m floor logo which UKGE will print and supply.

• Logo on the sponsorpage of the UKGE websiteand in the programme.

PLAYERS NEEDED SIGNAGEMax of 1Cost £1500 + VATThe open gaming space at UKGE seats over 2,000 gamers in either Hall 2 NEC or in the Hilton Hotel. Gamers can indicate that they are looking for additional players for their games using tabletop signage.• Your artwork to be used

on all of the signs givingyou brand exposure tothousands of gamers.

• Mention in an emailcovering sponsors.

• Logo on the sponsorpage of the UKGE websiteand in the programme.

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sold outthisyear

DROP BANNERCost £800 + VAT per bannerWe will supply and fit a single drop banner 4m wide by 2.4m drop to be hung in Hall 1 or Hall 2 of the NEC over your stand.

HALL STAIR FLOORSTICKERS TOPCost £500 + VATThe staircase between Hall 1 and Hall 2 is one of the highest flow areas at UKGE. Three 1.0m x1.0m floor logos will be printed and placed at the top of the staircase in Hall 2.

HALL STAIR FLOOR STICKERS BOTTOMCost £500 + VATThe staircase between Hall 1 and Hall 2 is one of the highest flow areas at UKGE. Three 1.0m x1.0m floor logos will be printed and placed at the bottom of the staircase in Hall1.

DIPSLAY CASECost: £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 PACKAGESMax of 4Cost: £400 + VAT for 4 bannersThis allows you to place four pull up banners height 205cm max by 90cm 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. The location of placement is at the discretion of the organisers.

HILTON FLOOR STICKERSCost £300 + VATThe 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 NAMEMax of 20Cost £200 + VATUK 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 thelength of the street.

PAGE IN COUPON BOOKCost £200 + VATUK Games Expo will print books of coupons which will be given out to visitors on arrival and available at several locations. The coupon can be used to drive traffic to your stand promote a product and announce special offers.

NEC BRANDING AND MEDIA OPTIONSUKGE 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 ADVERTISINGPROGRAMME ADVERTThe 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.

INSERTSPrice for inserts available on enquiryWe can offer a service of a loose insert into the programme:• Inserts must be supplied

by the exhibitor or at theexhibitor’s expense.

• Inserts can be no largerthan the programmespecification.

• Inserts will only beaccepted for the fullprogramme run (18,000)

• A maximum of three inserts will beallowed in the programme.

ADVERT ARTWORK SPECIFICATIONSAdverts 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 advertspecification guide that can be found on our website. https://www.ukgamesexpo.co.uk/downloads/UKGEProgrammeAdvertGuidelines.pdf

TRIMMEDThis is the final size that your advert will appear in the programme once it’s been printed and trimmed.

WITH BLEEDThis includes 3mm additional space on each side, which will be trimmed off the final advert. Your final artwork must be supplied at this size.

TEXT AREAThis is a safe zone which any text should appear within – text too close to the advert’ s edge may be illegible due to the binding. Keep all important copy, logos, etc within this area.

PROGRAMME ADVERT SPECIFICATIONS

VAT AT 20% WILL BE ADDED TO ALL PRICES

ADVERT SIZE WIDTH HEIGHT COST

Quarter Page

Trimmed 95mm 141mm

£125With Bleed N/A N/A

Text Area 85mm 131mm

Half Page Horizontal

Trimmed 195mm 141mm

£200With Bleed N/A N/A

Text Area 185mm 131mm

Half Page Vertical

Trimmed 95mm 287mm

£200With Bleed N/A N/A

Text Area 85mm 277mm

Full Page

Trimmed 210mm 297mm Standard Page £330Back Cover £660Inside Front £450Inside Back £450

With Bleed 216mm 303mm

Text Area 180mm 267mm

Double Page Spread

Trimmed 420mm 297mm

£550With Bleed 426mm 303mm

Text Area 390mm 267mm

Subject to blind bid.(Inside back now available at £450)

If you want to place an advert or put an insert in to the programme then please contact richard@ukgamesexpo.co.uk

ADD ON OPTIONS ADD ON OPTIONS16

========================sold ======Back Cover======= ====£660=======sold

8.1 COMBINED PROGRAMME ADVERT AND ONLINE MARKETING PACKAGE 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.

Package 2 Page 1 Page ½ Page

Gold £750 +VAT £555 +VAT £450 +VAT

Savings: Save £100 Save £75 Save £50

Silver £625 +VAT £430 +VAT £325+VAT

Savings: Save £75 Save £50 Save £25

For Example: Take a Gold Package and 1 page advert for £555 – saving £75 over the usual price.

9 DEMO TEAMSUK 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 £550 per demonstrator

Demonstrators are paid at UK minimum wage by UKGE for 25 hours (this includes time to learn the games). UKGE pays and accounts for the income tax and any national insurance. We also provide two night’s 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

with a list of games to be demonstrated on their tables.

2. A copy of each game tobe sent to: UK Games Expo Ltd FAO Richard Denning Third Floor, Suite 12 Elgar House Green Street Business Centre Green Street Kidderminster DY10 1JF by 1st April 2019 to allow for training of the demonstration team. Package to be labeled clearly “games for demo use” If a production copy version is not available then a suitable mock up is to be provided instead.

3. If you have hired ‘hireddemonstrators UKGEwill provide and trainyour demonstrators inadvance of the 2019Expo. These individualswill learn games chosenby you which will bedemonstrated on thesetables and briefedon how you want thegames demonstrated.The team will maintaina demonstrator at alltimes on your tableduring the duration ofthe exhibition show, i.e.

9.30 to 6.00pm Friday, 9.30am to 6.00pm Saturday and 9.30am to 4.00pm Sunday.

4. Demonstrators willwear company brandedclothing if suppliedby the exhibitor. Aminimum of 3 shirtsper demonstrator arerequired.Occasionally a reservedemonstrator maytake over and may bewearing a UK GamesExpo shirt.

5. UKGE will account forthe payment, taxesand employment of alldemonstrators whichincludes accommodationfor 2 nights and payof minimum wage plustaxes.

6. All invoices must bepaid in full on or before31st March 2019. Formore information or toarrange a demonstrationteam please contactrichard@ukgamesexpo.co.uk

ADVERT SIZE WIDTH HEIGHT COST

QuarterPage

Trimmed 95mm 141mm

£125With Bleed N/A N/A

Text Area 85mm 131mm

Half PageHorizontal

Trimmed 195mm 141mm

£200With Bleed N/A N/A

Text Area 185mm 131mm

Half PageVertical

Trimmed 95mm 287mm

£200With Bleed N/A N/A

Text Area 85mm 277mm

FullPage

Trimmed 210mm 297mm Standard Page £330Back Cover £660Inside Front £450Inside Back £450

With Bleed 216mm 303mm

Text Area 180mm 267mm

DoublePageSpread

Trimmed 420mm 297mm

£550With Bleed 426mm 303mm

Text Area 390mm 267mm

A week after #ukgamesexpo and I’m still recovering.@druggeddwarf

Another year and another #ukgamesexpo over excellent as ever.@BBBBforum

#ukgamesexpo was awesome this year. Had a great time! @Kaiberie

ADD ON OPTIONS 17

Dates in April and May Full

OPTIONS AVAILABLE VIA YOUR EXHIBITOR PORTAL

10 FURNITURE

EXHIBITOR PORTALOnce 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.

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

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.

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 FURNITUREYou are at liberty to bring any furniture and equipment you like. However, check terms and conditions for any restrictions.

VALUE SUPPLIERThe value supplier gives you the option of hiring basic tables and chairs for the duration of the show. There is a limited availability of these tables both in size and number. The furniture is ordered through

our exhibitor portal 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

SHOW CONTRACTORPlease see index group details in third party companies section.

PALLETT STORAGEUK Games Expo offer 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.

Note that if you deliveryour games to the NECvia truck on palettes youeither need to bring aforklift or a pallet truckto get your goods off thetruck or hire a forklift via

your exhibitor portal.Prices will be found there for either a per Pallett option or expressed in terms of half hour hire periods.

EXHIBITOR PORTAL OPTIONSEXHIBITOR PORTAL OPTIONS18

11 POWERTHIS SECTION EXPLAINS FACTORS TO CONSIDER WHEN REQUESTING POWER FOR YOUR STAND. BEFORE YOU READ THE PAGE PLEASE NOTE TWO IMPORTANT POINTS:

• Island stands require their own mains supply and must request a bespoke quote. Please contact richard@ukgamesexpo.co.uk

• The £85 per 500w charge shown below

only applies if 3 stands or more in a block request power. We will strive to ensure that powered stands are placed into blocks of 3 or more. However if that proves impossible and if fewer than 3 stands in your block request power we will contact you to discuss the cost of power for your block.

The cost of supplying power at the NEC varies according to a number of factors. Power supply costs relate to the Power draw required in watts and the number of sockets required.

ALL PRICES EXCLUDE VAT

IF YOUR POWER NEED IS 1500 WATTS OR LESS USE THIS CALCULATION:

1. Work out your required power draw in watts (consult device specifications).

2. Supply cost = £85 per 500W.

3. Now add your socket requirements = £60 per socket.

Example 1: • 500W supply with

one socket.• Power in Watts £85• Sockets = £60• Total = £145 + VAT. This

is the cheapest charge for power installation suitable for charging a phone and a card reader or an average powered laptop.

Example 2:• 1500W supply with

two sockets.• Power in Watts

1500/500 = 3• 3 x £85 = £255• Sockets 2 x £60 = £120• Total = £375 + VAT

IF YOUR POWER NEED IS OVER 1500 WATTS USE THIS CALCULATION:

If you need more than 1500 watts we will need to place a larger mains in your area. • 6A Main (1500watts)

costs £255+vat• 10A Main (2400watts)

costs £375+vat• 16A Main (3800 watts)

costs £507 +vat

Note that this 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.

Sockets are an additional £60 each per socket.

Please consult the UKGE website for guidance on power installation. Power is ordered through our exhibitor portal which you will be able to access after your stand order is placed.

EXHIBITOR PORTAL OPTIONS 19

12 UKGE AWARDS THE UKGE AWARDS RECOGNISE THE BEST GAMES IN AN ARRAY OF CATEGORIES. SOME ARE CHOSEN BY EXPERT JUDGES AND OTHERS BY THE VISITORS. FOR DETAILS ON CATEGORIES CHECK YOUR PORTAL. A SPECIAL LOGO WILL BE AVAILABLE FOR USE BY WINNERS OF EACH CATEGORY.

ELIGIBILITYA game is eligible to be entered for the 2019 awards if it meets the following criteria:• The publisher must be exhibiting at the

2019 show or be represented at it.• The game must be on sale at UK Games

Expo 2019.• The game’s release date must be

between 5th June 2018 and2nd June 2019.

ENTERING A GAME1. Login to your exhibitor portal and click

on the awards tab.2. Entrants may suggest a category in

which to enter their game. However, thefinal decision is made by theUKGE judges.

3. Only one category per product ispermissible.

4. If the game was published before 31stDecember 2018 it must be submitted toUKGE by 31st January 2019.

5. For any games published in 2019 you must send a copy or sample by 15th March 2019. (In the miniatures category a representative range of the figures mustbe sent.)

6. All samples, prototypes and products submitted cannot be returned.

7. It is your responsibility to ensure the timely and safe delivery of your entry. If you miss the deadline your game will not be entered.

Post all entries (except Roleplaying) to: UK Games Expo LtdThird Floor, Suite 12 Elgar House Green Street Business Centre Green Street Kidderminster, DY10 1JF

For RPG games, adventures and expansions send to:John DoddUK Games Expo Ltd432 Carlton Road, Barnsley, S713HX

JUDGING Before the show all eligible games are passed to appropriate judges who will rate them. The short lists will be selected according to the judges’ ratings and published on 15th May 2019. One of the short listed games will be chosen as the Judges Award Winner. At the show, there is an opportunity for the public to vote on the short-listed entries to choose the People’s Choice Award.

RESULTSAwards will be announced at the show on Sunday 2nd June 2019 at 3.00pm.

13 SHOW PREVIEWEXHIBITORS, DISTRIBUTORS, PRESS AND RETAILERS WILL BE INVITED TO ATTEND A SHOW PREVIEW TO BE HELD BETWEEN 6.00PM AND 9.00PM ON THU 30TH MAY.

This event will take place in Hall 2. 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 100 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.

THIRD PARTY SERVICESEXHIBITOR PORTAL OPTIONS20

THESE SERVICES ARE MENTIONED HERE FOR YOUR CONVENIENCE BUT ARE PROVIDED BY THIRD PARTY ORGANISATIONS AND NOT BY UK GAMES EXPO. CONTACT THEM DIRECT TO DISCUSS YOUR NEEDS FURTHER.

Please note that any contract entered into between an Exhibitor and these contractors is a matter between those parties. UK Games Expo Ltd does not accept any liability for any losses,

claims, demands, actions, proceedings, damages, costs or expenses or other liability incurred by either the exhibitor or the contractor in relation to any such contract.

THIRD PARTY SERVICES

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 ASV 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 SERVICESTHE 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:

GAMESQUESTTel- +44 (0) 1730 891346Email: fulfilment@gamesquest.co.uk

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

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

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

THIRD PARTY SERVICES 21

16 STAND CONSTRUCTION OPTIONS NOTE THAT YOUR STAND COMES AS SPACE ONLY WITH NO WALLS.

Index Group are our show contractors and offer services such as full stand builds, shell scheme, special furniture items and carpet. Order forms are available on our website or else contact them direct:

INDEX GROUP LTD1 Lomax Street, Radcliffe,Manchester, M26 1PXTelephone: 0800 085 9885Facsimile: 0161 7234744E-mail: admin@indexgroup.org

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 at Index.

BESPOKE STAND CONSTRUCTIONWant to build something special? The Neale Agency construct one of a kind exhibition stands.

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

FINAL DETAILSTHIRD PARTY SERVICES22

18 ACCOMMODATIONSEE PAGE 5 AND ALSO UNDER ACCOMMODATION ON OUR WEBSITE.

19 PARKING FOR EXHIBITORSWE 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.

Larger exhibitors may be given more than one pass. You will not pay for these passes. Collect at exhibition services.

20 ACCESSKEITH THOMASSON WILL SEND OUT DETAILED INSTRUCTIONS FOR EXHIBITORS REGARDING ACCESS SEVERAL WEEKS BEFORE THE CONVENTION.

These will also be posted to the exhibitor tab on the website. Please note you will be denied access if you have not paid your invoices in full.

21 SOCIAL MEDIADON’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 DETAILS17 PASSESALL 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, plus1 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.

Example 2: Exhibitor “SMALL GAMES R US” booked 2m x 2m of space. They will receive 2 passes.

We do not post out passes. These passes will be ready for you on arrival. Collect 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. Up to 10m2: 2 Passes. For each additional 10m2 you can buy 2 further passes.

FINAL DETAILS 23

The following terms and conditions apply to the hire of exhibition space at UK Games EXPO.

INTERPRETATION AND GENERAL

1) UK GAMES EXPO (the“Event”) is an annualgaming conventionfor both dedicatedhobby gamers andthe wider public. TheEvent is organisedby the directors ofUK Games Expo Ltd.Richard Denning andTony Hyams (the“Organisers”).

2) The Event takesplace in The NationalExhibition Centre,Birmingham B40 1NT(the “NEC”) and TheNEC Hilton MetropoleHotel, BirminghamB40 1PP (the “Hilton”).Additional events occurin surrounding hotelsas specified on the UKGAMES EXPO websiteand laid out in theprogramme.

3) For the purposeof these terms andconditions:a) References to the“Venue” include boththe Hilton and theNEC as appropriate;b) References to the“Event” are to theiteration of the Eventat which the exhibitionspace is to be hired.

4) Anyone intendingto hire or in fact hiringexhibition space at theEvent (an “Exhibitor”)undertakes that they(together with anyemployees, partners, orothers associated withthem) will: a) Complywith any terms and

conditions specified by the management of the Venue to the extent that they are communicated to the Exhibitor either prior to or during the Event; and b) Comply with any reasonable instructions given by the management of the Venue to the Exhibitor or any employee, partner or associate of the Exhibitor either prior to or during the Event as though any such terms and conditions or instructions were incorporated into these terms and conditions.

5) These terms andconditions shall besubject to the laws ofEngland and Wales.

6) All matters andquestions not coveredby these terms aresubject to the decisionof the Organisers.Exhibitors agree toabide by and conformto all additional rulesand regulations fromtime to time adoptedor prescribed by theOrganisers for themanagement of theEvent.

APPLICATIONS FOR AND ALLOCATIONS OF EXHIBITION SPACE

7) The followingprocedures should befollowed when bookingexhibition space:a)Potential Exhibitorsshould contact RichardDenning in the firstinstance by e-mail torichard@ukgamesexpo.co.uk stating theirpreferences (if any) asto type or location ofstand, and confirming

the amount of exhibition space they are seeking. b) The Organisers willacknowledge receiptof the e-mail / letterand either confirm thatthose requirementscan be met or contactthe intending Exhibitorto discuss alternativeallocations.c) The Organiserswill issue a quotationconfirming the totalcost for the proposedstand, the initial standallocation and thedeposit required tosecure it.d) Invoices are valid for28 days. The Exhibitorthen has 28 days fromthe date of issue of thequotation to completethe booking by payingthe deposit as statedon the invoice (typically25% of the totalexpected stand costunless the quotation isissued after 31st Marchof the relevant yearwhen the full stand costwill be due by any ofthe permitted paymentmethods (see below).e) If a quotation isissued within 28 daysof the commencementof the Event, theExhibitor must pay thefull value of the invoiceas soon as possible andin any event at least48 hours prior to thecommencement of theEvent.

8) Any specialrequirements (e.g.access to power pointsand furniture orders)should be placed bythe Exhibitor via theExhibitor Portal.

9) The Organiserswill allocate space

within the Venue taking account of the requirements and preferences indicated on completed Booking Forms and will inform potential Exhibitors in writing of the extent to which any such preferences or requirements can be accommodated. However:a) in deciding onallocations theOrganisers shalltake account (interalia) of whether theintending Exhibitorhas attended previousiterations of the Event(and if so whether theExhibitor compliedwith all relevant termsand conditions) andthe total anticipatedcontributions of theintending Exhibitor tothe Event, but may alsogive weight to otherfactors.b) all decisions as tospace allocation by theOrganisers shall befinal and binding on allExhibitors who shall notbe entitled to know thereasoning behind thoseallocations; andc) the Organisersreserve the right toalter allocations (andif appropriate refundappropriate amountsof the stand fee to takeaccount of any suchalterations) withoutprior notice.

FEES, PAYMENT METHODS AND CANCELLATION POLICY

10) The due dates forpayment are as follows:a) The deposit (25% ofyour stand fee) mustbe paid within 28 days

TERMS AND CONDITIONS

TERMS AND CONDITIONSTERMS AND CONDITIONS24

of issue of the invoice to secure your stand. b) The balance of thestand fees as set outin the quotation andany additional featuresrequested via theExhibitor Portal e.g.power and furniture,must be paid in full bythe later of:i) ten days from thedate of issue of thequotation (unless thequotation is issuedwithin ten days of thecommencement of theEvent in which casethey are payable within48 hours of that issue);andii) 31st March of theyear for which thebooking is made.c) Payment forsponsorshipopportunities andmarketing packages aredue as follows:i) All Major, Associate,Family Zone and Appsponsorship fees as setout in the invoice mustbe paid in full within 28days of the issuing ofthe invoice.ii) All marketingpackage fees as set outin the invoice must bepaid in full before UKGames Expo will run themarketing package.iii) All othersponsorships followthe standard rules onpayment dates as laidout above.

11) Payment may bemade using any ofthe methods specifiedon the quotation orsubsequent invoice.

12) If an Exhibitor failsto pay the amountowed by 31st Marchthe Organisers willapply a late paymentpenalty of 5% of theamount outstanding.

If the balance is not settled after a further 28 days an additional late payment penalty of 5% of the amount still outstanding will be added. If after a further 14 days the balance is not settled then the debt will be passed to a debt collection agency to pursue further. Any fees and charges that the pursuit of this debt involves will be added to the debt owed by the exhibitor. The organiser will then cancel any booking, reallocate exhibition space and retain any deposit that has been paid.

13) An exhibitor willnot be allowed toset up a stand at theevent unless all feesfor that stand havebeen paid in full. 😊

14) All cancellationsmust be made in writingand sent by e-mail torichard@ukgamesexpo.co.uk. The extent towhich any fees alreadypaid are refundableshall be determineddependent on how farin advance of the Eventfor which the bookingwas made the notice ofcancellation is receivedby the Organisers, asset out below:a) If notice ofcancellation is receivedby the Organisers atleast 60 days prior tothe start of the Eventfor which the bookingwas made the depositwill be forfeit but allother fees paid willbe refunded in full.b) In the event ofcancellations receivedbetween 30 and 59days before the Eventthe exhibitor wouldstill be liable for a

cancellation charge of 50% of the invoiced fees.c) If the exhibitorcancels his or herparticipation less than30 days before theEvent the full Invoicedfee must be paid to theorganizer.

SET-UP AND ATTENDANCE

15) Access to theVenue for setup will beavailable between noonand 9.00pm on theThursday immediatelyprior to the Event andbetween 7.30am and9.00am on the Friday ofthe Event. The Exhibitormust ensure that hisstand is fully set up by9.00am on the Friday ofthe Event.

16) An Exhibitor mustensure that his standis manned during thefollowing periods: a)The Show Previewtaking place between6.00pm and 9.00pm onThursday 31st May (ifyou have a table there).b) Opening hours as setout below:i) Friday – 9.30am to6.00pmii) Saturday – 9.30 amto 6.00pmiii) Sunday – 9.30 amto 4.00pm. Please noteUK Games Expo is agaming convention andsome games go on pastopening hours and assuch the halls may notbe completely vacatedby the public until thirtyminutes after the end ofopening hours.

17) The event isconsidered to beexempt from Sundaytrading laws asexhibitions fall outsidethose regulations.

18) If an Exhibitor failsto set up and man astand by 9.30am onFriday the Organisersreserve the right to usethe exhibition spacehired by the Exhibitorfor the Organisers’own purposesincluding withoutlimitation renting outthe exhibition spaceto another Exhibitorwithout allowance orrefund to the defaultingExhibitor.

18) At the conclusionof the Event Exhibitorsmust vacate the Venueand ensure that all oftheir belongings havebeen removed from theVenue by 6.00pm onSunday.

MERCHANDISE AND DISPLAY MATERIAL

19) Exhibitors areresponsible forthe safety andappropriateness ofall merchandise andpromotional and othermaterial displayed andsales activity takingplace within their stand.a) If the Organisers attheir absolute discretionconsider that anymaterial displayed oractivities undertaken:i) Pose risks to thehealth and safety ofExhibitors and othersattending the Event;and/orii) Contravene the termsand conditions of theNEC or the Hilton asappropriate; and/oriii) May cause damageto the structure orany part of the fabricof the Venue; and/oriv) Are likely to causeoffense or distress toother Exhibitors, EXPOvolunteers or membersof the public attending

TERMS AND CONDITIONS 25

the Event and/orv) Are unsuitable for anEvent aimed at a familyaudience and attendedby small children. TheOrganisers will requestthe Exhibitor to ceaseany such activities andremove any offendingitems from the Venue.b) If an Exhibitor failsto cease any suchactivities or remove anysuch offending itemswhen requested to doso the Organisers maytake any one or more ofthe following actions:i) Removing orprocuring the removalof any such offendingmaterial from the Venue.ii) Ejecting theExhibitor or anypartner, employee orother associate of theExhibitor from theEvent,iii) Revoking theExhibitor’s hire of thestand in which casethe Organisers reservethe right to use theexhibition space forits own purposesincluding withoutlimitation permittingthe Exhibitor’s standto be used by anotherExhibitor withoutallowance or refund tothe defaulting Exhibitor.c) The Organisersreserve the right torefuse admission to anyExhibitor or any partner,employee or associateof an Exhibitor if they attheir absolute discretiondecide the Exhibitor isattempting to displaymaterials of dangerousor objectionable nature.d) Any Exhibitor whois uncertain as to theappropriateness oracceptability of anymaterials or activitiesshould discuss his orher concerns with theOrganisers in advanceof the Event.

FURNITURE AND EQUIPMENT

20) No furniture oradditional equipmentwill be provided to anExhibitor as part of thestand fee.

21) Where additionalequipment or furniturehas been requested viathe Exhibitor Portal, theOrganisers will ensurethat such equipmentor furniture is obtainedand made available atthe Exhibitor’s stand intime for set-up.

22) All other equipmentand furniture used bythe Exhibitor, regardlessof whether thatequipment or furnitureis brought by theExhibitor to the Event oris obtained by contractbetween the Exhibitorand any contractor orsupplier recommendedby the Organisers, arethe sole responsibilityof the Exhibitor.

23) Exhibitors areresponsible forarranging and payingfor all fees andmeeting all expensesin connection with thetransport of displayand sales materialsto the Venue, movingthe materials into andout of the Exhibitor’sallocated exhibitionspace, and assemblingand disassemblingdisplays.

24) Exhibitors maynot sub-let or assignany of their allocatedexhibition spacewithout the priorwritten consent ofthe Organisers, suchconsent not to beunreasonably withheld.

PROMOTIONAL MATERIAL

25) By submitting aBooking Form andapplying to hire astand at the Event anExhibitor agrees to theuse of the Exhibitor’sname on the Organisers’website and in anypromotional materialsprepared or distributedby the Organisersin connection withthe Event PROVIDEDTHAT such agreementextends only toincluding the Exhibitor’sdetails in a list ofintending attendees.The Exhibitor acceptsthat any such materialsmay continue to beused incorporatingthe Exhibitor’s detailseven if the Exhibitorsubsequently cancelsa booking or fails toattend the Event for anyreason.

26) Use of any productby any Exhibitor, theiremployee agent orassociate containing theUK GAMES EXPO nameor logo is prohibitedwithout the expresswritten permissionof the Organisers.Exhibitors agree that ifany materials makingsuch unauthorizeduse appear at theEvent, the Organisersshall have the rightto take possession ofand destroy all suchmaterials, as well as topursue other availablelegal remedies.

27) The Organiserswill exercise editorialcontrol over anyadvertising materialsupplied by anExhibitor for inclusionon the Organisers’website or in the Eventprogramme. All such

material should be in accordance with the standards set out on the Organisers’ website and be suitable for an event aimed at a family audience.

28) Exhibitors maypost and distributetheir own promotionalmaterials only fromwithin their assignedexhibition spacewith the exception ofSponsors as specifiedin the Marketingsection of this guide.Any Exhibitor whoattempts to distributematerial external totheir stand will be liableto an additional feeappropriate to the levelof their activity.

29) Any promotionalmaterial used by anExhibitor must be inaccordance with thestandards set out onthe Organiser’s websiteand be suitable foran event aimed at afamily audience. TheOrganisers reservethe right to requirethe removal of anymaterials which theOrganisers deem to fallbelow those standardsor be inappropriate foror even offensive to afamily audience.

30) Exhibitors, theiremployees, agents orassociates may not affixpromotional materialsin any part of the Venuesave that expresslyset aside for thepurpose and indicatedto Exhibitors by theOrganisers.

31) The Organisersmay choose to offerpromotional programsoutlined on theOrganisers’ websiteand e-mailed to

TERMS AND CONDITIONSTERMS AND CONDITIONS26

Exhibitors from time to time. By expressing a willingness, whether by e-mail or otherwise in writing, to take part in any such promotion an Exhibitor irrevocably undertakes to participate in that programme.

SAFETY, SECURITY AND LIABILITY

32) Exhibitors mustnot block aisles orfire doors, must notoccupy any area outsidetheir hired space, andmust comply withany directions fromthe Organisers or themanagement of thevenue as to access andstorage.

33) The Organisersin conjunction withthe management ofthe Venue will seekto control accessto the Event andreserve the right torefuse admittance toanyone, whether ornot an Exhibitor or

person connected with an Exhibitor, if the Organisers reasonably consider it necessary for the safety and comfort of other Exhibitors or members of the public attending the Event.

34) The Organiserswill take out a suitablepublic liability insurancepolicy in relation tothe Event. However,this will not extend toinsuring Exhibitors’goods and displaymaterials against theftor damage. Exhibitorsare strongly advisedto take out their owninsurance to cover suchrisks.

35) Exhibitors are fullyresponsible for anyloss, damage, or injuryto the managementand staff of theVenue resulting fromExhibitors’ displays oractions and are stronglyadvised to take outtheir own insurance tocover such risks.

36) The Organisersreserve the right tocharge an Exhibitor forany loss or damage toany part of the structureor fabric of the Venuecaused by any actionsof the Exhibitor or theemployee partner orother associate of anExhibitor.

REFUSE AND WASTE

37) Exhibitors areresponsible forremoving all theirwaste.

38) The Organisersreserve the right tocharge an Exhibitor inthe event that waste isleft within an Exhibitor’sstand for the cost ofremoving and disposingof such waste.

FORCE MAJEURE AND OTHER CANCELLATION OF THE EVENT

39) The Organisersreserve the right tocancel the Event at any

time if they deem this necessary, including if the Event is interrupted and/or discontinued, or access to the Venue is prevented or interfered with by reason of any industrial dispute, act of war, civil disturbance, terrorist action, act of God, or instruction from the police, the local authority or any other governmental agency, or if the Venue is damaged whether maliciously or by accident or the management of the Venue are unable to provide the expected facilities. In the event of such cancellation, the liability of the Organisers shall be limited to refunding any fees paid by an Exhibitor in advance of the Event subject to a pro rata reduction for that portion of the anticipated time for which the Event was scheduled to run which in fact fell before any such cancellation

TERMS AND CONDITIONS 27

IMPORTANT INFOBOOKING YOUR STAND • Decide on the stand size, layout, configuration and location.

Steps 1 to 5.

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

• Make your enquiries in person, via our website, by email torichard@ukgamesexpo.co.uk or by phone on 01562 69391.

• You will be issued with an invoice.

• Pay the deposit within 28 days of issue of the invoice to secureyour stand.

• Login to your exhibitor portal to book power and furniture and toenter the awards. Steps 10 to 13.

• See third party section for walls, carpet, special items and logistics.Steps 14 to 16.

• Check steps 17 to 21 for info on passes, accommodation, parking,access and keeping in touch.

IMPORTANT DEADLINES • Deposit of 25% to be paid within 28 days.

• Balance must be paid in full by 31st March 2019.

• Order Furniture and Power by 31st March 2019.

• Awards: All games and or samples to be received by 31st January 2019 if published in 2018 or March 15th 2019 if published in 2019.

• Adverts: Artwork To be received by April 15th 2019.

CONTACT DETAILS Exhibition enquires to richard@ukgamesexpo.co.uk

Awards enquiries should in the first instance be by email to pat@ukgamesexpo.co.uk or if an RPG game then contact John@ukgamesexpo.co.uk

Website, policies and ticketing issues enquiries should in the first instance be by email to at tony@ukgamesexpo.co.uk

Anything about exhibitor logistics, delivery, access etc. after the booking has been made: keith@ukgamesexpo.co.uk

General enquiries may be sent toadmin@ukgamesexpo.co.uk