How to Plan Arcade Equipment Purchasing for a New Arcade

Opening a new arcade involves much more than choosing a list of popular machines. The equipment affects the layout, customer experience, investment level, electrical requirements, shipping schedule, maintenance workload, and even the way customers move through the venue.

A clear arcade equipment purchasing plan helps operators avoid common problems such as buying too many machines of one type, underestimating shipping costs, choosing equipment that does not fit the venue, or receiving customized machines too late for the planned opening.

For a new arcade, purchasing should be treated as a complete project. The operator needs to define the business model, understand the venue, establish a budget, select equipment categories, determine quantities, confirm technical specifications, compare suppliers, and schedule production and delivery.

This guide explains how to build a practical arcade equipment purchasing plan from the first idea to the opening day.

1. Start With the Arcade Business Model

Before selecting machines, define how the arcade will operate.

Different business models can require very different equipment.

For example, a venue may be:

A traditional pay-per-play arcade
A family entertainment center
A prize-focused arcade
A mall entertainment area
A small neighborhood arcade
A hotel or resort game area
A multi-location arcade business
An entertainment zone inside another business

The business model influences the equipment mix, machine quantity, payment system, prize strategy, and expected customer profile.

Do not begin the purchasing process by asking, “Which machines are popular?”

Begin by asking:

“What type of entertainment experience am I building?”

That question provides a better foundation for every purchasing decision that follows.

2. Study the Venue Before Ordering Equipment

The actual venue should determine the purchasing plan.

Measure:

Total floor area
Usable floor area
Ceiling height
Entrance width
Door dimensions
Columns
Electrical outlets
Emergency exits
Storage areas
Customer circulation paths
Staff access areas

The total floor area is not necessarily the area available for machines.

Part of the venue may need to be reserved for:

Reception
Seating
Counters
Storage
Prize redemption
Staff areas
Restrooms
Customer circulation

Create a basic floor plan before finalizing equipment quantities.

3. Define Your Target Customers

The equipment should match the customers you expect to attract.

Consider:

Young children
School-age children
Teenagers
Adults
Families
Competitive players
Casual visitors

For example, a family-oriented arcade may place more emphasis on claw machines, prize machines, capsule machines, and easy-to-learn games.

A venue targeting teenagers and adults may require more competitive, sports, driving, rhythm, or skill-based equipment.

A mixed audience usually benefits from a balanced equipment portfolio.

4. Set an Equipment Budget

The machine purchase price is only part of the total project cost.

Your equipment budget may need to cover:

Machines
Customization
Payment systems
Export packaging
Shipping
Import costs
Installation
Electrical work
Prize inventory
Spare parts
Signage
Staff training
Initial maintenance supplies

A useful approach is to divide the budget into several categories instead of spending most of it on machines.

This makes the project less vulnerable to unexpected logistics or setup expenses.

5. Separate Essential and Optional Equipment

Not every machine needs to be purchased during the first order.

Create two lists.

Essential Equipment

These are machines required for the core business model.

For a prize-focused arcade, this could include claw machines and other prize machines.

Optional Equipment

These are machines that can be added later if budget and space allow.

This approach gives the operator more flexibility.

It is often better to open with a well-balanced equipment mix than to fill the entire venue with machines that have not yet been tested in the local market.

6. Decide Which Equipment Categories You Need

A new arcade may use several categories of commercial arcade equipment.

Potential categories include:

Claw machines
Prize machines
Capsule toy machines
Coin pushers
Arcade cabinets
Sports games
Racing games
Basketball games
Boxing games
Interactive games
Redemption games

Each category has a different role.

Claw machines can provide prize-based gameplay.

Sports games can create competition between players.

Capsule machines can offer lower-cost quick-play experiences.

Larger multiplayer machines can become focal points within the arcade.

The final mix should reflect the venue and target customers.

7. Choose a Core Equipment Category

Many new arcades benefit from having a clear core attraction.

For example, an arcade may position itself around:

Prize games
Family entertainment
Competitive games
Retro arcade games
Sports games
Mixed entertainment

Having a core category helps simplify purchasing.

If claw machines are the main attraction, the operator can then add complementary equipment rather than purchasing unrelated machines simply because they are available.

8. Estimate the Number of Machines

Machine quantity should be based on usable space, customer flow, budget, and the intended equipment mix.

Consider three areas for every machine:

Machine footprint + player area + circulation space

A dense equipment layout may fit more machines physically, but excessive density can make the arcade uncomfortable.

Customers need enough room to move between machines, watch other players, and wait for their turn.

For a new venue, it can also be useful to leave some flexible space for future equipment changes.

9. Avoid Buying Too Many Identical Machines

Ordering a large number of identical machines can simplify management, but it also creates concentration risk.

If customers respond poorly to that particular game type, the entire equipment investment may be affected.

A better strategy for many new venues is to establish:

Core machines
Complementary machines
Experimental or feature machines

For example, a prize-focused arcade might use several claw machines while adding capsule machines and a few different interactive games.

The exact ratio should depend on the venue.

10. Compare Machine Sizes

Different machine sizes serve different purposes.

Compact machines can be useful for:

Small spaces
Waiting areas
Retail locations
Hotel areas
Children's zones

Standard machines may provide a balance between footprint and visibility.

Large or multiplayer machines can work well as focal points in larger entertainment areas.

Before purchasing, compare actual dimensions rather than relying on product names such as “mini,” “standard,” or “large.”

Ask the manufacturer for:

Width
Depth
Height
Weight
Packing dimensions
Required player clearance

11. Confirm the Payment System Early

Payment configuration should be decided before production begins.

Possible options include:

Coins
Tokens
Banknotes
QR payments
Card payments
Cashless systems
Multiple payment methods

The correct system depends on the local market and venue business model.

If a buyer wants customized payment equipment, this should be included in the initial quotation rather than treated as a last-minute modification.

Payment compatibility can affect cabinet design, wiring, software, pricing configuration, and production.

12. Check Voltage and Plug Requirements

International arcade buyers should confirm electrical requirements for every machine.

Important information includes:

Voltage
Frequency
Plug type
Power requirements
Payment-system electrical requirements

Do not assume that all machines in the same order automatically have identical electrical configurations.

The final purchase order should clearly state the required configuration.

This is particularly important for buyers importing equipment from another country.

13. Decide Whether You Need Customization

Customization is useful when the arcade has a strong brand identity or when machines are being purchased for a chain.

Possible customization may include:

Logo
Cabinet artwork
Colors
Stickers
Lighting
Language
Payment system
Gameplay settings

For a new arcade, customization should be planned early.

Artwork approval can affect the production schedule, so buyers should not wait until the equipment is already being manufactured.

For a single-location arcade, standard equipment with selected customization may provide a better balance between cost, appearance, and production time.

14. Compare Standard and OEM Purchasing

There are several ways to purchase arcade equipment.

Standard Models

Standard models are generally suitable when the buyer wants proven configurations and a simpler purchasing process.

Customized Standard Models

The buyer selects an existing model and modifies selected elements such as artwork, colors, payment, or lighting.

OEM Projects

OEM purchasing is more appropriate when the buyer requires a stronger level of branding or specific configurations across multiple machines.

The choice depends on budget, quantity, brand requirements, and long-term plans.

Customization should add business value rather than simply increase complexity.

15. Create a Detailed Equipment List

Once the equipment categories are decided, create a master purchasing list.

A useful equipment list can include:

Item	Model	Quantity	Size	Payment	Voltage	Customization
Claw Machine	Selected Model	10	Confirm	Coin/QR	Confirm	Logo
Capsule Machine	Selected Model	4	Confirm	Coin	Confirm	Standard
Sports Game	Selected Model	2	Confirm	Card/Coin	Confirm	Standard
Prize Machine	Selected Model	3	Confirm	Coin/QR	Confirm	Custom

The actual models and quantities should be adjusted according to the project.

This master list becomes the reference document for quotations, production, shipping, installation, and acceptance.

16. Request Comparable Quotations

When comparing suppliers, make sure each quotation covers the same specifications.

Compare:

Model
Quantity
Machine dimensions
Payment system
Voltage
Customization
Packaging
Spare parts
Warranty
Production time
Shipping terms
Optional costs

A quotation that looks cheaper may not actually represent the same configuration.

For example, one supplier may include a payment system while another lists it as an optional item.

Always compare the final configuration rather than only the headline machine price.

17. Ask the Supplier About Production Capacity

For a larger order, production capacity matters.

Ask the manufacturer:

How many machines are required?
What is the estimated production time?
Can all models be completed within the schedule?
How is quality controlled?
Can customized machines be produced consistently?
How are machines tested before shipment?

A supplier should be able to explain how the order moves from confirmation to production and shipment.

For multi-machine orders, consistency between units is especially important.

18. Confirm the Production Schedule

The purchasing schedule should include more than the manufacturer's stated production time.

Allow time for:

Specification confirmation
Quotation approval
Payment
Artwork preparation
Artwork approval
Production
Quality inspection
Packaging
Shipping
Customs clearance
Local delivery
Installation
Final testing

If the arcade has a fixed opening date, build sufficient buffer into the project.

International shipping can involve variables outside the manufacturer's direct control.

19. Plan Shipping Before Finalizing the Order

Shipping costs can be significant for arcade equipment.

Before placing the order, request:

Net weight
Gross weight
Packing dimensions
Number of packages
Packaging method
Shipping method
Port or door delivery options

For larger projects, determine whether the equipment will be shipped as a full container load or through another freight arrangement.

The buyer should understand exactly what the shipping quotation includes.

20. Choose Appropriate Export Packaging

Arcade machines often contain glass, acrylic, displays, lighting, electronics, and mechanical components that need protection during transportation.

Export packaging may include:

Protective film
Foam
Corner protection
Cartons
Wooden frames
Wooden crates

The packaging method should be suitable for the machine and transportation route.

Ask the supplier how the machines are protected against impact, vibration, moisture, and handling during transit.

21. Plan Prize Inventory Alongside the Machines

If the arcade includes claw machines or other prize games, prizes should be part of the purchasing plan.

Consider:

Initial quantity
Prize cost
Size
Weight
Customer age
Machine compatibility
Storage space
Replenishment schedule

Do not wait until the machines arrive before deciding what prizes to use.

The correct prizes can affect how the machines are configured and how attractive the arcade area looks.

22. Prepare Spare Parts for Opening

A new arcade should have basic spare parts available from the beginning.

Depending on the equipment, these may include:

Joysticks
Buttons
Motors
Control boards
Power components
Lighting components
Locks
Payment components
Wiring
Connectors

The exact list should be based on the equipment models purchased.

Ask the manufacturer which parts are considered common wear or replacement components.

23. Consider After-Sales Support

After-sales service should be evaluated before the purchase rather than after a problem occurs.

Ask about:

Warranty period
Warranty coverage
Technical support
Spare parts
Troubleshooting
Manuals
Setup videos
Remote assistance
Replacement procedures

For international buyers, technical support can be especially important because sending a technician overseas may not be practical for every issue.

A supplier that can provide clear troubleshooting instructions and replacement parts can reduce downtime.

24. Use a Pre-Shipment Inspection Process

Before the machines leave the factory, verify that the order matches the agreed specifications.

Check:

Quantity
Model
Appearance
Dimensions
Branding
Voltage
Plug type
Payment system
Gameplay
Lighting
Display
Sound
Prize mechanism
Accessories
Spare parts
Manuals

Photos and videos can also be useful for documenting the completed order.

For large projects, buyers may choose to arrange a more formal inspection process.

25. Prepare the Venue Before Delivery

The venue should be ready before the equipment arrives.

Prepare:

Floor area
Electrical connections
Network connections if required
Delivery route
Unloading area
Storage area
Installation tools
Staff
Safety barriers if necessary

Confirm that the machines can physically enter the building.

Check doors, elevators, corridors, stairs, and other access points using the packed dimensions where necessary.

26. Test Every Machine After Installation

After delivery, inspect the machines before opening them to customers.

Check:

Cabinet condition
Glass or acrylic
Power
Controls
Gameplay
Payment
Lighting
Display
Sound
Prize mechanisms
Locks
Stability

For machines using prizes, test with representative products.

Any damage or malfunction should be documented promptly with photos or videos and reported to the appropriate supplier contact.

27. Train the Arcade Staff

Staff should understand the basic operation of every machine.

Training can cover:

Starting and shutting down
Payment systems
Basic settings
Prize replenishment
Cleaning
Common troubleshooting
Safety checks
Customer assistance
Fault reporting

Staff do not necessarily need to become technicians.

The goal is to ensure they can handle basic operational tasks and identify problems quickly.

28. Build a Machine Management System

Give each machine a unique internal ID.

For example:

CM-001
CM-002
PM-001
SG-001

Record:

Model
Purchase date
Supplier
Location
Payment configuration
Warranty
Maintenance history
Spare parts
Revenue
Downtime

This makes future management much easier.

It also helps operators compare machine performance and identify recurring problems.

29. Do Not Judge Equipment Only by Purchase Price

The cheapest machine is not always the best choice.

Consider the complete value of the equipment.

A slightly higher purchase price may be reasonable if the machine provides:

Better construction
More suitable configuration
Easier maintenance
Better payment compatibility
Stronger customization
Better spare-parts support
More reliable after-sales service

The objective is to purchase equipment that supports the arcade business over time, not simply to minimize the initial invoice.

30. Plan for Future Expansion

A new arcade may grow after the first location proves successful.

When purchasing the initial equipment, consider whether future orders may require:

The same models
The same artwork
The same payment system
The same electrical configuration
The same spare parts
The same operating settings

Standardizing key equipment can make future expansion easier.

If additional locations are part of the long-term plan, discuss this with the manufacturer before the first order.

31. Create a Purchasing Timeline

A simple project timeline can help keep the opening date under control.

Stage 1: Venue Planning

Measure the space and define customer flow.

Stage 2: Equipment Planning

Select categories, models, quantities, and machine positions.

Stage 3: Supplier Comparison

Request comparable quotations and confirm specifications.

Stage 4: Customization

Approve logos, artwork, colors, payment systems, and other modifications.

Stage 5: Production

Confirm production progress and testing arrangements.

Stage 6: Shipping

Prepare export packaging, freight, documents, and delivery arrangements.

Stage 7: Installation

Receive, inspect, position, connect, and test the machines.

Stage 8: Opening Preparation

Load prizes, train staff, confirm pricing, and complete final checks.

32. Common Arcade Purchasing Mistakes

New operators often make similar mistakes.

Buying Before Measuring

Machines are ordered before the actual installation area is confirmed.

Focusing Only on Price

Important costs such as shipping, payment systems, prizes, or installation are overlooked.

Ordering Too Much of One Model

The arcade becomes overly dependent on one type of customer demand.

Delaying Customization

Artwork approval happens too late and affects the production schedule.

Ignoring Spare Parts

A machine problem occurs, but the required replacement component is not immediately available.

Not Testing Before Opening

Machines are opened to customers before payment, gameplay, and prize functions are fully checked.

Avoiding these mistakes can make the purchasing process much smoother.

33. Questions to Ask an Arcade Equipment Manufacturer

Before confirming an order, ask the supplier:

What is the exact machine size?
What is the net and gross weight?
What voltage and plug are required?
What payment systems are available?
Can the cabinet be customized?
What is the MOQ for customization?
What is the production lead time?
How is the equipment tested?
What export packaging is provided?
What shipping options are available?
What spare parts are recommended?
What warranty applies?
What technical support is available?
What documents are supplied?
Can additional units be produced with the same configuration later?

Getting these questions answered before payment reduces misunderstandings later.

Final Arcade Equipment Purchasing Checklist

Before placing the order, confirm:

Conclusion

A successful arcade equipment purchasing plan starts long before the machines arrive.

First define the business model, customer profile, and venue requirements. Then establish a realistic budget, select equipment categories, determine quantities, confirm technical specifications, and compare suppliers using the same configuration.

After the order is confirmed, pay close attention to customization, production, packaging, shipping, inspection, installation, and staff training.

For a new arcade, the objective should not be to purchase the maximum number of machines at the lowest possible price. The objective is to build an equipment portfolio that fits the venue, serves the target customers, remains practical to operate, and provides a foundation for future growth.

Working directly with an experienced commercial arcade equipment manufacturer can simplify this process by combining equipment selection, customization, production, packaging, shipping, and after-sales support into one coordinated purchasing process.