How Early Should I Book Exhibition Games?
Timing is one of the most overlooked parts of exhibition planning. Many exhibitors focus on stand design, graphics, and logistics first, only to think about engagement later. In our experience at Expo Play, booking exhibition games early makes a noticeable difference to availability, branding options, and how smoothly everything runs on the show floor.
While it’s sometimes possible to arrange games at short notice, earlier planning almost always leads to better results.
Why Early Booking Matters
Exhibition games are not just plug-in extras. They need to fit your stand size, layout, audience, and objectives. Booking early allows time to:
- Select the most suitable games for your sector
- Plan positioning and visitor flow
- Arrange custom branding where required
- Coordinate delivery and build schedules
This is especially important for busy exhibition seasons and major events where demand is high.
Typical Booking Timelines
As a general guide, we recommend the following timeframes:
- 8–12 weeks before the event: Ideal for full choice of games and branded options
- 4–6 weeks before the event: Usually still workable, with some limitations
- 2–3 weeks before the event: Limited availability and branding options
- Last-minute bookings: Possible, but highly dependent on stock and location
For large shows such as those attended by exhibitors in Tech Companies, Construction & Industry, or Manufacturing & Engineering, earlier booking is strongly advised.
Branding Lead Times
If you’re planning to use branded exhibition games, timing becomes even more important. Our Custom Branding service involves design, approval, production, and fitting.
Allowing sufficient time ensures branding aligns with your stand visuals and marketing campaign. Rushed branding increases the risk of compromises or missed opportunities to fully integrate the game into your stand design.
Availability During Peak Exhibition Periods
Spring and autumn are particularly busy for exhibitions across the UK. Events serving sectors such as Logistics & Supply Chain Shows, Hospitality Shows, Educational & Training Expos, and Sports & Fitness Expos often overlap.
During these periods, popular games like Strike a Light 2 Players, Batak Pro, and Pixel Play are in high demand. Early booking helps secure first-choice equipment rather than settling for alternatives.
Stand Design and Layout Planning
Games work best when they are planned as part of the stand layout, not added as an afterthought. Early booking allows games to be positioned effectively without blocking access points, screens, or meeting areas.
This is particularly important for small stands, where space is limited and every element must work hard to support engagement.
Venue and Organiser Requirements
Many exhibition organisers require advance submission of risk assessments, power requirements, and method statements. Booking games early gives time to prepare and submit this information without last-minute pressure.
This is especially relevant at major venues such as ExCeL London, the NEC Birmingham, and Manchester Central Convention Complex, where deadlines are strictly enforced.
What Happens If You Book Late?
Late bookings are sometimes unavoidable, particularly for last-minute exhibition decisions. When this happens, we focus on practical solutions:
- Recommending games with current availability
- Offering unbranded or lightly branded options
- Advising on fast-to-install setups
While these can still be effective, flexibility is more limited compared to early planning.
Balancing Flexibility and Certainty
Some exhibitors hesitate to book early in case plans change. In reality, securing games early provides certainty and reduces stress closer to the event.
Once booked, games can often be adjusted or swapped if stand layouts or objectives evolve, provided enough notice is given.
Our Recommendation
In most cases, we recommend booking exhibition games as soon as your stand space is confirmed. This allows the widest choice of equipment, smoother planning, and better integration with your overall exhibition strategy.
Whether you’re exhibiting at a large international show or a smaller regional event, early booking helps ensure your engagement plans support your goals rather than becoming a last-minute compromise.
If you’re unsure when to book or want advice on timings for a specific event, we’re always happy to talk it through.