How We Prepare for UK Games Expo: Behind the Scenes of a Successful Board Game Convention

Discover how tabletop publishers prepare for UK Games Expo, from booth booking and logistics to volunteers, stock planning, and booth setup.

Preparing for UK Games Expo Starts Almost a Year in Advance

For tabletop publishers and board game companies, attending a major convention like UK Games Expo is one of the biggest events of the year. It is an opportunity to showcase new titles, connect with the community, demo games to thousands of players, and meet retailers, distributors, and creators from across the industry.

What many attendees do not see is the enormous amount of preparation that happens behind the scenes long before the convention doors open.

Planning for UKGE begins almost immediately after the previous year’s event ends. From securing booth space to organizing logistics, volunteers, stock, travel, and booth design, every detail matters when preparing for one of the largest tabletop gaming conventions in Europe.

In this article, we are sharing a behind-the-scenes look at how we prepare for UKGE and what goes into creating a successful convention experience.

Booking Our Booth Early

One of the very first things we do after UKGE ends is book our booth for the following year.

Booth locations at major tabletop gaming conventions fill up incredibly fast, especially for companies that want high-traffic areas or enough space to properly showcase multiple games. Waiting too long can mean losing a great location or ending up with less space than needed.

As soon as we confirm our participation, we begin discussing which titles will be the focus of the convention. This is important because the games we feature directly impact how much booth space we need.

For example, core Mindclash Games titles often require multiple tables and room for spectators, while our smaller Mindclash Play titles may only need a compact demo setup. We also consider:

• Upcoming game releases
• Best-selling games in the region
• Space needed for retail stock
• Demo table requirements
• Traffic flow around the booth

Once we know which games will be highlighted, we can estimate how large our booth needs to be and begin building the rest of the convention plan around it.

Full demo tables of Ironwood and Revenant at UKGE 2025

Planning the Team for the Convention

Another major part of convention preparation is deciding which team members will attend. Large gaming conventions require support across many different areas, including:

• Demoing games
• Managing sales
• Handling stock and inventory
• Setting up and tearing down the booth
• Coordinating logistics
• Managing social media and community engagement
• Meeting with partners including influencers, retailers, distributors and foreign language publishers

Because conventions are physically demanding and involve long days, we carefully plan staffing levels in advance. We also determine how many volunteers we will need to support the booth during the event.

Experienced volunteers are incredibly valuable at conventions because they already know our games, understand how we operate, and can confidently teach new players.

By planning our staffing early, we can make sure everyone knows their responsibilities and that the booth remains fully operational throughout the convention.

Booking Travel and Accommodation Early

Travel planning is one of the most important parts of preparing for any convention.

UKGE takes place at the NEC Birmingham, which is conveniently located next to Birmingham Airport. While this location is excellent for international travel, nearby hotels fill up extremely quickly once convention dates are announced.

Because of this, we book flights and hotels for the MCG team as early as possible.

Our team members need to arrive before the convention officially begins in order to help with booth setup, inventory organization, and technical preparation, and stay after the event ends to assist with teardown and packing.

Booking early helps us:

• Secure accommodation close to the venue
• Reduce travel costs
• Coordinate team arrival times
• Avoid transportation complications
• Ensure setup and teardown coverage

Staying close to the NEC is especially important because transportation options outside the immediate area can be less convenient during busy convention periods.

Designing the Convention Booth

Once we receive our booth number and floor plan from UKGE, the booth design process begins. This stage combines logistics, marketing, graphic design, and player experience into a single coordinated effort.

The first thing we plan is the table layout. Different games require different types of setups, and we need to determine:

• How many demo tables are required
• The size of each table
• Seating arrangements
• Walking space for attendees

After the demo area is finalized, we plan the cashier and stock area. This section needs to remain organized and efficient throughout the event because convention traffic can become extremely busy during peak hours.

We also design the visual backdrop of the booth, including:

• Fabric tension displays
• Pop-up walls
• Promotional banners
• Product showcases
• Signage and branding

Our graphic design team creates new artwork specifically for upcoming game releases and featured titles. The goal is to make the booth visually appealing while also clearly communicating what visitors can expect.

Our booth fully set up at UKGE 2025

Another important consideration is flooring: last year, we started using customizable carpet tiles that can be adjusted to fit the exact dimensions of the booth. While flooring may seem like a small detail, it helps improve comfort for both staff and visitors during long convention days.

We also have to determine whether the booth requires electricity. This needs to be ordered in advance through the convention organizers, especially if we are using lighting, screens, or payment systems.

Planning Stock and Convention Logistics

Inventory planning is one of the most challenging parts of convention preparation.

We begin by analyzing:

• Which games are currently popular in the region
• Previous years’ sales data
• Upcoming releases
• Community demand
• Demo interest and preorders

Based on this information, we estimate how much stock we will need for the convention.

In some cases, we need to arrange international shipments to ensure enough inventory is available. International logistics can take significant time, so these shipments must be coordinated well in advance.

We also work closely with our regional warehousing partner to make sure products arrive at the convention center on schedule.

Managing stock at a convention is about more than simply bringing enough products. We also need to plan:

• How inventory will be transported
• How cartons will be stored
• How stock will be restocked during the event
• How much shelving space is available
• Security and inventory tracking

Convention storage space is often limited, so efficient organization is essential.

Coordinating Volunteers and Demo Teams

Volunteers are a huge part of making conventions successful.

At MCG, we are fortunate to work with a trusted group of demoers who regularly attend conventions with us each year. Because they already know our games and understand how we operate, they help create a welcoming and professional experience for attendees.

We confirm volunteer availability well in advance and coordinate which games each person will demo.

MCG team and our trusted demoers at UKGE 2024

To keep things organized, we create detailed demo schedules that ensure:

• Everyone knows when they are demoing
• No one exceeds their agreed demo hours
• Breaks are properly scheduled
• Every game has sufficient coverage
• Peak convention hours are fully staffed

Good scheduling is important not only for efficiency but also for maintaining energy and enthusiasm throughout the event.

The Final Setup Day Before the Convention

The day before UKGE officially begins is one of the busiest parts of the entire process; setup day is when months of planning finally come together.

Our team spends the day:

• Building furniture and displays
• Setting up walls and banners
• Organizing demo tables
• Receiving stock shipments
• Taking inventory
• Arranging shelves and products
• Installing signage
• Testing payment systems
• Preparing promotional materials

Even with detailed planning, unexpected challenges can still appear during setup. Deliveries may arrive late, booth layouts may need adjustments, or technical equipment may require troubleshooting.

That is why preparation and flexibility are both essential when exhibiting at a major tabletop gaming convention.

Setup day at UKGE 2025

Why Convention Preparation Matters

For attendees, conventions are exciting weekends filled with games, demos, tournaments, and community interaction.

For publishers and exhibitors, they represent months of preparation and coordination.

Every detail matters:

• Booking booth space early
• Planning travel and accommodation
• Designing the booth layout
• Organizing logistics and inventory
• Coordinating volunteers
• Preparing signage and displays
• Managing setup and teardown

When all of these pieces come together successfully, conventions become an incredible opportunity to connect with the tabletop gaming community.

At MCG, UKGE is one of the highlights of our year, and we are always excited to share our games with players from around the world.

If you are attending UKGE this year, be sure to stop by our booth, try some games, and say hello to the team! You’ll find us at booth 4-865 demoing Voidfall: Resurgence and Emberheart.