How to Choose Arcade Equipment for Events and Temporary Venues

How to Choose Arcade Equipment for Events and Temporary Venues

Arcade equipment can be a strong entertainment option for trade shows, shopping mall promotions, corporate events, festivals, exhibitions, brand activations, pop-up entertainment spaces, and other temporary venues. Unlike a permanent arcade, however, an event operation usually has a much shorter setup period and a much greater need for flexibility.

The right arcade equipment for events must do more than attract players. It should be practical to transport, quick to install, easy to operate, suitable for the available space, and reliable enough to handle concentrated customer traffic.

For event organizers, rental companies, arcade operators, and brands planning temporary entertainment areas, equipment selection should therefore be based on the complete event workflow rather than simply choosing the most attractive machine.

This guide explains the main factors to consider when selecting arcade equipment for events and temporary venues.

1. Start With the Event Type

The first step is to understand what the equipment needs to achieve.

Different events have very different requirements.

For example:

• A trade show may need compact machines that attract visitors to a booth.

• A shopping mall promotion may need visually striking prize machines.

• A corporate event may focus on simple games and short play sessions.

• A festival may require equipment that can handle high traffic.

• A brand activation may require customized cabinets and branded gameplay.

• A temporary entertainment zone may need several different game types.

• An event rental company may prioritize equipment that can be repeatedly transported and installed.

The business purpose affects almost every equipment decision.

If the main goal is visitor attraction, appearance and visibility may be more important. If the equipment will generate direct revenue, payment systems and operating settings become more important. If a brand is using the machine as part of a marketing campaign, customization may be a major requirement.

Define the event objective before selecting the machines.

2. Measure the Actual Event Space

Temporary venues often have tighter space constraints than permanent arcades.

Do not measure only the area where the machine cabinet will stand. You also need to consider the space around the machine.

Important measurements include:

• Machine width

• Machine depth

• Machine height

• Player standing area

• Customer circulation space

• Queue space

• Service access

• Electrical cable routes

• Emergency access

• Entrance and exit areas

A machine that fits physically may still be unsuitable if customers cannot comfortably stand in front of it.

For example, a claw machine may have a relatively compact footprint, but players still need enough room to operate the joystick and wait for their turn. Multiple machines placed too closely together can also create congestion.

For temporary events, create the layout before transporting the equipment to the venue.

3. Consider Portability and Transportation

Portability is one of the biggest differences between permanent arcade equipment and equipment used for temporary events.

A machine may need to be moved:

1. From the factory or warehouse to the event location

2. From the vehicle to the venue

3. From the entrance to the event area

4. Between different event areas

5. Back to storage after the event

6. To another event later

Before purchasing equipment, confirm its shipping dimensions, packed dimensions, net weight, gross weight, and handling requirements.

Also check:

• Door widths

• Elevator dimensions

• Stair access

• Loading dock availability

• Vehicle access

• Pallet or crate requirements

• Number of people required for handling

• Whether partial disassembly is possible

For an event rental business, transportation requirements can become a significant part of the equipment's long-term operating cost.

A machine that is slightly cheaper but difficult to move may be less economical over multiple events.

4. Choose Equipment That Matches the Event Duration

Temporary venues often operate for only a few hours, several days, or a few weeks.

The equipment therefore needs to work effectively within a limited operating period.

For short events, simple gameplay is often preferable.

Players should be able to understand the basic operation quickly without requiring lengthy instructions.

Suitable equipment may include:

• Claw machines

• Prize machines

• Capsule toy machines

• Coin pushers

• Basketball games

• Boxing machines

• Air hockey

• Other quick-play arcade games

The ideal choice depends on the event's audience and business model.

For a busy event, games with short play sessions can allow more visitors to participate. For a branded activation, a slightly longer interaction may be useful if it creates more engagement with the brand.

5. Prioritize Visual Attraction

At an event, the machine itself can function as part of the marketing display.

Customers may walk past dozens of booths, displays, advertisements, and activities. Equipment that is visually noticeable can help attract attention from a distance.

Consider:

• Cabinet design

• Lighting

• Screen size

• Color

• Product display

• Prize visibility

• Branding area

• Overall height

• Front-facing visibility

Claw machines are particularly useful in promotional environments because colorful prizes can immediately communicate the purpose of the game.

For a brand event, the cabinet can also be customized with logos, artwork, colors, stickers, and other visual elements.

The goal is not simply to make the machine attractive. It should fit the event's overall visual identity.

6. Think About Branding and Customization

Brand activation events often require equipment that looks different from standard arcade machines.

A customized machine can incorporate:

• Company logos

• Brand colors

• Custom cabinet graphics

• Promotional messages

• Product images

• Custom prize displays

• Event-specific artwork

• Customized lighting

For example, a beverage company could use branded prizes inside a claw machine, while a retail brand could customize the cabinet to match a product launch.

Before ordering customized equipment, confirm the production schedule and artwork requirements.

Temporary events often have fixed opening dates, so customization must be completed early enough to allow production, inspection, packaging, transportation, and setup.

7. Select the Right Payment System

Not every event requires the same payment method.

Some machines may be used as free-to-play attractions, while others may charge customers for each game.

Possible payment configurations include:

• Coins

• Tokens

• Banknotes

• QR payments

• Card payments

• Cashless payment systems

• Multiple payment methods

For a promotional event, the machine may be configured for free play or controlled by event staff.

For a temporary commercial entertainment area, coin, token, card, or cashless payment may be more appropriate.

The payment system should match the event's operating model.

If a cashless payment system requires internet connectivity, confirm whether the venue provides a suitable network connection. This is particularly important for temporary locations where network infrastructure may be limited.

8. Match the Machine to the Audience

Audience composition is another major selection factor.

Consider:

• Children's events

• Family events

• Teen-focused events

• Adult corporate events

• Trade shows

• Brand promotions

• Mixed-age public events

A family event may benefit from claw machines, capsule machines, prize games, and simple competitive games.

A corporate event may use sports or reaction-based games that encourage friendly competition.

A trade show may favor compact equipment that creates an activity around the booth without taking up too much floor space.

The machine should be easy for the target audience to understand and operate.

9. Plan the Prize Strategy

If the event uses prize machines, prize selection becomes part of the attraction.

For claw machines and other prize-based equipment, consider:

• Prize size

• Prize weight

• Prize value

• Visual appeal

• Target age

• Brand relevance

• Replenishment requirements

• Transportation requirements

The prize should also be compatible with the machine.

Oversized or unusually heavy prizes may affect gameplay. Very small prizes may be difficult to display effectively.

For brand events, custom or branded prizes can make the experience more memorable while reinforcing the marketing campaign.

Bring enough inventory for the expected event volume and prepare a simple replenishment plan.

10. Consider Setup and Teardown Time

A temporary venue may provide only a limited installation window.

For example, an event organizer may have access to the venue several hours before opening but need to remove all equipment shortly after the event ends.

Equipment should therefore be practical to install and disconnect.

Before the event, prepare:

• Machine layout

• Equipment list

• Power requirements

• Installation sequence

• Payment settings

• Prize inventory

• Tools

• Spare parts

• Cleaning supplies

• Operating instructions

Assign responsibility for each machine so the installation team knows where every unit belongs.

A clear setup plan reduces last-minute problems.

11. Check Electrical Requirements in Advance

Temporary venues can have different electrical conditions from permanent entertainment centers.

Confirm the machine's:

• Voltage

• Frequency

• Plug type

• Rated power

• Number of required outlets

• Extension requirements

• Payment-system power needs

Do not assume that the venue's electrical supply is automatically compatible.

For multiple machines, calculate the total electrical load and discuss the planned equipment with the venue or event electrician when necessary.

Cable management is also important. Power cables should not create trip hazards in customer areas.

12. Evaluate Reliability for High-Traffic Events

An event can create unusually concentrated usage.

A machine may receive hundreds of plays or repeated operation over a short period. That makes reliability particularly important.

Before an event, test:

• Power startup

• Joystick or controls

• Buttons

• Motors

• Claw movement

• Sensors

• Payment system

• Display

• Lighting

• Sound

• Prize release

• Doors and locks

Do not wait until the event opens to discover a problem.

For rental operators, maintaining an inspection checklist before every event can help standardize preparation.

13. Prepare Backup Parts and Equipment

Temporary events have one major disadvantage: there may be very little time to solve equipment problems.

A minor failure that would be manageable in a permanent arcade can become a serious issue during a one-day event.

Depending on the equipment, useful backup items may include:

• Fuses

• Buttons

• Joysticks

• Cables

• Connectors

• Lamps or lighting components

• Payment components

• Control components

• Common mechanical parts

For large events, operators may also consider keeping a complete backup machine available.

The appropriate level of backup depends on the event's size, duration, equipment quantity, and business importance.

14. Make Maintenance Access Part of the Layout

Temporary layouts often focus heavily on appearance.

However, technicians still need access to the machines.

Leave enough room to:

• Open service doors

• Access control components

• Refill prizes

• Collect payments

• Check cables

• Clean glass and cabinets

• Perform basic troubleshooting

Do not place a machine directly against a wall if the service panel requires rear access.

A visually attractive layout that prevents maintenance can create unnecessary operational problems.

15. Think About Security

Temporary venues may have different security conditions from permanent arcades.

Equipment may be installed in:

• Open exhibition halls

• Shopping malls

• Outdoor-covered areas

• Hotel ballrooms

• Convention centers

• Corporate venues

• Pop-up stores

Consider whether machines need to be locked, supervised, or positioned in controlled-access areas.

Payment systems, prize inventory, cash collection, and removable components should receive appropriate attention.

For unattended events, security requirements should be discussed with the venue in advance.

16. Calculate the Complete Event Cost

The machine purchase price is only one part of the event budget.

A practical cost calculation may include:

Total Event Equipment Cost = Equipment + Transportation + Installation + Prizes + Labor + Venue-Related Costs + Maintenance + Storage

For rental businesses, also consider the number of events over which the equipment cost will be recovered.

For example, a machine used once has a very different economics from a machine that can be rented for dozens of events.

When comparing equipment, consider both purchase price and expected utilization.

17. Choose Equipment With Future Reuse in Mind

One of the best ways to improve the economics of temporary arcade equipment is to use it across multiple events.

Instead of buying equipment for only one campaign, consider whether the machine can work for:

• Trade shows

• Shopping mall events

• Birthday parties

• Corporate events

• School events

• Festivals

• Brand activations

• Pop-up entertainment areas

Neutral cabinet designs can be useful for general rental applications, while interchangeable branding elements can make equipment suitable for different customers.

For a rental company, versatility can be more valuable than highly specialized equipment.

18. Work With a Manufacturer That Understands B2B Requirements

Buying arcade equipment for events is different from buying a single machine for personal use.

A B2B supplier should be able to discuss:

• Machine specifications

• Customization

• Payment systems

• Electrical requirements

• Packaging

• Shipping dimensions

• Spare parts

• Operating instructions

• Installation

• Technical support

• Warranty

• Bulk orders

For customized event equipment, communication is particularly important.

Provide the supplier with the event date, required machine quantity, destination, artwork requirements, payment method, voltage, and other specifications as early as possible.

This gives the manufacturer enough time to confirm production and logistics requirements.

19. Create an Event Equipment Checklist

Before confirming an order, use a checklist such as the following:

This checklist can also be shared with the event venue, logistics provider, and equipment supplier.

20. Final Thoughts

Choosing arcade equipment for events requires a different approach from planning a permanent arcade.

The best equipment is not necessarily the largest or most expensive machine. It is the equipment that fits the venue, attracts the intended audience, supports the event's business model, and can be transported, installed, operated, and removed efficiently.

For temporary venues, pay particular attention to:

• Machine dimensions

• Transportation

• Setup time

• Visual attraction

• Audience suitability

• Payment methods

• Prize management

• Electrical requirements

• Reliability

• Maintenance access

• Security

• Branding

• Total event cost

• Future reuse

If you are purchasing several machines for exhibitions, shopping mall promotions, brand activations, rental operations, or other temporary entertainment projects, working directly with an experienced arcade equipment manufacturer can simplify customization, production, packaging, and technical support.

Fanhong provides commercial arcade equipment and OEM/ODM solutions for claw machines, prize machines, capsule machines, coin-operated games, and other entertainment equipment. For event projects, buyers can discuss machine selection, customization, payment configuration, packaging, and delivery requirements with the manufacturer before placing an order.

The goal is simple: choose equipment that works not only on the event floor, but throughout the entire event cycle—from preparation and transportation to setup, operation, teardown, storage, and the next event.