1. Get the details of the selected machine
Ask for width, depth, height and weight for the machine in its delivery configuration. A photograph is not a reliable guide to size. Some designs also need clearance for a player, an open cabinet door or the operator’s servicing access. The supplier should confirm the requirements of the particular unit.
Keep those details with the venue plan. If the equipment selection changes, recheck access and the final layout rather than assuming that a replacement will have the same dimensions.
- Confirmed model and quantity
- Delivery dimensions and weight
- Player and servicing clearances
- Power requirements supplied by the operator
2. Walk the route from unloading to the room
Start where the delivery vehicle can actually unload. Follow the route through gates, doors, corridors, turns and lifts to the planned position. Note steps, changes of level and any surfaces the delivery team should assess. Give the supplier photographs and measurements of the restrictive points.
For a lift, ask the venue for its usable dimensions and capacity, then have the supplier assess the complete delivery arrangement. A cabinet that fits through the entrance may still be difficult to turn inside the building. Let the delivery team resolve handling questions in advance.
- Unloading location and loading-bay booking
- Door openings and tight corners
- Steps, slopes, thresholds and surface changes
- Lift details and booking requirements
- A named venue contact for access queries
3. Plan the space people will use
There is no single floor-space answer for every arcade machine. Start with its footprint, then allow the model’s required player and service space. Include the people who stop to watch or wait for a turn. Check the proposed layout with the venue so circulation and exits remain clear.
Show where the machine will sit in relation to food, drinks, seating, other attractions and power. Ask the supplier and venue to agree the electrical arrangement and any cable management. Outdoor or exposed positions need explicit confirmation that the selected equipment and site arrangements are suitable.
4. Give setup and collection enough room in the schedule
Agree when the room becomes available, who receives the equipment and when guests arrive. Allow for positioning, setup and a demonstration before the activity starts. The person receiving the machine should know the operating instructions, support contact and what to do if something is wrong.
For hire, make collection a separate appointment in the event plan. Confirm who will be present, whether the access route will still be clear and how the equipment is kept between the end of the event and collection. For a permanent installation, agree the handover and future service access instead.
- Delivery and collection windows
- On-site contact and access arrangements
- Agreed final position and clear route
- Demonstration and operating handover
- Fault-reporting contact and collection responsibility