How to Ship Commercial Arcade Machines: A B2B Logistics Guide
Buying commercial arcade machines from an overseas manufacturer involves more than choosing products and agreeing on a machine price. The equipment must also be packaged, loaded, transported, cleared through customs, and delivered to the final destination.
Because arcade machines can be large, heavy, fragile, or difficult to handle, logistics should be considered before placing an order.
A good shipping plan can help buyers control costs, reduce damage risks, and avoid delays at the destination.
This guide explains how to ship commercial arcade machines from the factory to an arcade, family entertainment center, shopping mall, retail location, or other commercial venue.
1. Start With the Complete Equipment List
Before calculating shipping costs, establish exactly what will be shipped.
The shipping list should include:
Machine model
Quantity
Machine dimensions
Machine weight
Package dimensions
Gross weight
Accessories
Spare parts
Payment equipment
Branding materials
Manuals
Other ordered items
Do not calculate freight using only the machine's unboxed dimensions.
The packaging can significantly increase the overall dimensions and weight.
For a large order, ask the supplier for a packing list showing the quantity, package dimensions, and gross weight of each shipment unit.
2. Understand Net Weight and Gross Weight
Two different weight figures are commonly used in shipping:
Net weight: The weight of the machine or product itself.
Gross weight: The weight of the product plus packaging and other shipping materials.
Freight calculations may depend on gross weight, volume, or both.
For example, a machine may weigh 150 kg by itself, while the export-packed shipment weighs considerably more.
Always confirm which weight is being used in the quotation.
3. Check the Shipping Dimensions
Dimensions are just as important as weight.
A machine with a relatively moderate weight can still be expensive to transport if its packed volume is large.
For each package, record:
Length
Width
Height
Gross weight
Number of packages
For multiple machines, calculate the total shipment volume.
A basic volume calculation is:
Volume = Length × Width × Height
Make sure the units are consistent when calculating cubic meters.
The final packed dimensions should come from the actual shipping configuration rather than a catalog image.
4. Choose the Right Shipping Method
Commercial arcade machines can be transported through several methods.
The most common options include:
Sea freight
Air freight
Courier or express shipping for small components
Truck transportation
Rail or multimodal transportation in some markets
For large commercial arcade equipment, sea freight is often considered for larger B2B shipments because of the equipment's size and weight.
Air freight may be considered when speed is more important and the shipment size makes the cost acceptable.
The right method depends on:
Quantity
Volume
Weight
Destination
Required delivery time
Budget
Machine value
Urgency
5. Compare Port Delivery and Door Delivery
Buyers should clarify where the supplier's shipping quotation ends.
Common arrangements include:
Port delivery: The shipment is transported to a destination port, while the buyer or local logistics partner handles subsequent procedures.
Door delivery: The shipment is transported closer to the buyer's specified final delivery address, subject to the agreed shipping terms and local conditions.
Port delivery may give experienced importers more control over local logistics.
Door delivery may be more convenient for buyers who do not have an established freight-forwarding network.
Neither option is automatically better.
The important point is to understand exactly what services are included.
6. Understand Shipping Terms
International B2B purchases may use different commercial terms.
Common examples include:
EXW
FOB
CIF
DAP
Other agreed Incoterms
These terms determine which party is responsible for different parts of the transportation process, depending on the specific term and named place.
For example, under EXW, the buyer generally takes responsibility for arranging transportation from the seller's premises.
Under FOB, the seller's responsibilities extend through the agreed loading point at the shipment port, while the buyer handles subsequent main transportation and other responsibilities specified by the term.
Always confirm the exact Incoterm and named location in the quotation and purchase documents.
7. Ask What Is Included in the Freight Quote
A shipping quote should not be evaluated only by the headline freight price.
Ask the supplier or freight forwarder whether the quotation includes:
Factory pickup
Export handling
Origin charges
Port charges
Main freight
Destination charges
Customs-related services
Local transportation
Delivery to the final address
Documentation
Insurance where applicable
The exact structure varies by shipping method, destination, and commercial terms.
A low freight quotation may not represent the final landed logistics cost.
8. Plan Export Packaging
Commercial arcade machines need suitable packaging for international transportation.
Depending on the equipment, packaging may include:
Protective film
Foam
Corner protection
Cardboard
Wooden frames
Wooden crates
Pallets
Internal supports
Fragile components such as glass, acrylic, displays, and lighting may require additional protection.
The packaging method should match the machine's construction and transportation route.
For international B2B shipments, export packaging should be discussed before production is completed.
9. Protect Glass and Acrylic Components
Many arcade machines include transparent panels.
These can be vulnerable to:
Impact
Vibration
Pressure
Scratching
Improper handling
Packaging should protect these components from direct contact with hard surfaces and provide appropriate internal support.
Buyers should confirm how fragile components are protected before shipment.
This is particularly important for machines with large front windows or display panels.
10. Consider Wooden Crating
Wooden export packaging can provide additional protection for commercial arcade equipment.
A crate can help protect the machine from external impact during handling and transportation.
However, wooden packaging also adds:
Weight
Volume
Packaging cost
Loading requirements
International wood packaging may also be subject to destination-country requirements.
The supplier or logistics provider should confirm the applicable packaging standards for the shipment route.
11. Plan Container Loading
For larger orders, container loading efficiency can have a significant impact on shipping cost.
The supplier or logistics team may evaluate:
Machine dimensions
Packed dimensions
Package orientation
Stackability
Fragile components
Weight distribution
Container capacity
Machines should not simply be packed according to the number of units.
The actual package dimensions determine how many units can fit into a container.
For larger B2B orders, ask for a loading plan when appropriate.
12. Understand Full Container and Consolidated Shipping
Depending on the shipment size, buyers may use different ocean-freight arrangements.
A large order may justify a dedicated container.
A smaller order may be shipped as consolidated cargo together with other goods.
The appropriate method depends on:
Total volume
Number of machines
Destination
Freight rates
Delivery schedule
Cargo characteristics
A freight forwarder can help determine the appropriate arrangement based on the final packing list.
13. Check Whether Machines Ship Assembled
Shipping configuration can affect both cost and installation.
Some machines can be shipped fully assembled.
Others may be partially disassembled or packed in sections.
Ask the manufacturer:
Will the machine be shipped assembled?
Which parts will be removed?
Are accessories packed separately?
How difficult is final assembly?
Are assembly instructions provided?
Are setup videos available?
Reducing package volume can sometimes improve shipping efficiency, but the decision should consider installation time and machine structure.
14. Prepare the Destination Address Carefully
The delivery address should be complete and accurate.
For commercial shipments, provide the information required by the freight provider, which may include:
Company name
Contact person
Phone number
Street address
City
State or province
Postal code
Country
Delivery instructions
For warehouses, malls, hotels, and commercial buildings, include receiving instructions where necessary.
An incomplete address can cause delivery delays or additional charges.
15. Check Destination Access
Shipping does not end when the truck reaches the destination.
The delivery vehicle still needs to reach the building and unload the equipment.
Before shipment, check:
Loading dock
Truck access
Door dimensions
Elevator access
Freight elevator capacity
Stairs
Parking
Delivery hours
Building restrictions
A large arcade machine may require special handling equipment if it cannot be unloaded manually.
The buyer should understand these requirements before the shipment arrives.
16. Prepare Customs Information
International shipments normally require customs documentation.
Depending on the destination and shipping arrangement, documents may include:
Commercial invoice
Packing list
Bill of lading or other transport document
Certificate of origin where applicable
Product information
Customs declarations
Other documents required by the destination
The exact requirements vary by country and shipment.
Buyers should work with their customs broker, freight forwarder, or local import professional to confirm what is required.
17. Confirm Product Classification
Commercial arcade equipment may need an appropriate customs classification.
The classification can affect:
Customs procedures
Duties
Taxes
Documentation
Import requirements
Do not assume that all arcade machines have exactly the same classification.
Different equipment categories may be treated differently.
The importer or customs professional should verify the correct classification for the actual product.
18. Check Electrical Requirements Before Shipping
Electrical specifications should be confirmed before production and shipment.
Check:
Voltage
Frequency
Plug type
Power requirements
Payment system configuration
For international buyers, the machine should be configured for the intended market according to the agreed specifications.
Changing electrical configurations after arrival can be more complicated than confirming them before production.
19. Consider Insurance
Commercial arcade equipment can represent a significant investment.
Depending on the shipping arrangement, buyers may consider cargo insurance.
Insurance terms vary, so confirm:
Whether insurance is included
What risks are covered
Coverage limits
Deductibles
Claim procedures
Required evidence
Exclusions
If damage occurs during transportation, photographs, packaging records, shipping documents, and inspection records may be important.
The buyer should understand the coverage before shipment rather than after a problem occurs.
20. Photograph the Shipment Before Loading
Pre-shipment documentation can be extremely useful.
Ask for photos or videos showing:
Finished machines
Machine labels
Packaging
Crates
Accessories
Spare parts
Container loading where appropriate
For customized orders, photographs can also confirm that branding and configuration have been completed.
This creates a useful record of the equipment's condition before transportation.
21. Inspect the Packaging on Arrival
When the shipment arrives, inspect the exterior before unpacking.
Look for:
Broken wood
Holes
Water damage
Crushed corners
Open packaging
Signs of impact
Missing packages
Take photographs or videos of visible problems.
If serious damage is found, follow the applicable carrier or insurance claim procedures before disposing of damaged packaging.
The exact claim requirements depend on the shipping contract and insurance arrangement.
22. Check Every Machine After Unpacking
After removing the packaging, compare the shipment against the packing list.
Check:
Quantity
Model
Accessories
Spare parts
Appearance
Glass
Acrylic
Cabinet
Controls
Payment equipment
Power components
For large orders, inspect representative units and follow the agreed inspection procedure for the shipment.
Any discrepancy should be reported promptly to the supplier or logistics provider.
23. Plan Shipping Around Your Opening Date
Shipping schedules should be based on the actual project timeline.
Do not schedule the machine shipment only according to the venue's opening date.
Allow time for:
Production
Quality inspection
Packaging
Factory handling
Export procedures
Ocean or air transportation
Customs clearance
Local delivery
Unloading
Installation
Testing
Staff training
International transportation can involve delays that are outside the manufacturer's direct control.
Building reasonable time into the project schedule gives the operator more flexibility.
24. Do Not Compare Suppliers Using Product Price Alone
When comparing arcade machine suppliers, compare the complete purchasing and logistics picture.
Consider:
Machine Price + Packaging + Freight + Duties/Taxes + Local Charges + Delivery + Installation + Other Required Costs
This gives a more realistic view of the total acquisition cost.
A supplier with a lower machine price may not always provide the lowest final landed cost.
Similarly, a slightly higher machine price may be worthwhile if the equipment has better packaging, more suitable shipping dimensions, or stronger technical support.
25. Work With an Experienced Freight Forwarder
For international B2B buyers, a freight forwarder can help coordinate transportation.
A suitable logistics partner may assist with:
Pickup
Export arrangements
Ocean or air freight
Documentation
Customs coordination
Destination handling
Local delivery
Buyers should still understand the commercial terms and costs rather than leaving the entire process unexplained.
Ask the logistics provider to clearly identify what is included and excluded.
26. Prepare a Shipping Document Package
Keep all important shipping information together.
A project file may include:
Purchase order
Commercial invoice
Packing list
Shipping quotation
Incoterm
Transport document
Product specifications
Machine photos
Payment records
Insurance documents
Customs documents
Supplier contact information
For distributors and multi-location operators, keeping these records by shipment can make future service and warranty communication easier.
27. Shipping for Bulk Orders
Bulk orders require more detailed logistics planning.
For larger quantities, consider:
Total container volume
Machine grouping
Package dimensions
Weight distribution
Loading sequence
Destination allocation
Spare-parts quantities
Delivery schedule
If machines are being sent to multiple locations, labeling each package by destination can reduce confusion.
For example:
Location A — Machines 01–10
Location B — Machines 11–20
This can simplify warehouse handling and final distribution.
28. Shipping for Distributor Orders
Distributors have additional considerations.
A distributor may need machines to arrive at a warehouse first and then be distributed to multiple customers.
In this case, the packaging should be suitable for:
Warehouse storage
Secondary transportation
Customer delivery
Repeated handling
The distributor should also maintain accurate records of which serial numbers or units are sent to each customer.
29. Common Arcade Machine Shipping Mistakes
Using Unpacked Dimensions
Freight calculations should consider the actual packed shipment.
Ignoring Delivery Access
A shipment can reach the city but still be difficult to deliver into the venue.
Choosing Shipping Based Only on Price
The cheapest initial quotation may not represent the lowest total cost.
Not Confirming Incoterms
Unclear responsibilities can lead to unexpected charges.
Failing to Photograph the Shipment
Without documentation, damage claims can become more difficult.
Ordering Too Close to the Opening Date
Production, freight, customs, and installation all require time.
Forgetting Spare Parts
Including suitable spare parts with the original shipment can simplify future maintenance.
30. Final Shipping Checklist
Before placing or shipping a commercial arcade equipment order, confirm:
Final machine list
Quantity
Packed dimensions
Gross weight
Packaging method
Machine assembly configuration
Shipping method
Incoterm
Origin location
Destination location
Freight cost
Included charges
Destination charges
Customs requirements
Electrical configuration
Delivery address
Building access
Insurance
Packing list
Commercial invoice
Shipment photos
Installation schedule
A clear checklist can prevent many avoidable logistics problems.
Conclusion
Shipping commercial arcade machines requires coordination between the buyer, manufacturer, freight provider, customs professionals, and destination location.
The process should begin with accurate machine and packaging information. Buyers should then select an appropriate shipping method, confirm commercial terms, prepare customs documentation, plan delivery access, and allow enough time for installation and testing.
For larger B2B orders, container loading, package dimensions, warehouse handling, and destination allocation become increasingly important.
Fanhong works with international B2B buyers on commercial claw machines and other arcade equipment, supporting machine customization, export packaging, shipping coordination, installation information, and technical support. Shipping arrangements can be discussed according to the machine models, order quantity, destination, and delivery requirements.
The key is to treat transportation as part of the equipment purchase—not as a separate issue to solve after production is finished.
