Start with the equipment and the time you need it
Ask for the machine type, quantity and hire period to appear together in the quote. A single cabinet for a birthday party is a different job from several machines for a corporate event. If a particular game matters, have the model or agreed alternative written down rather than relying on a general description such as ‘arcade package’.
Separate playing time from the time equipment occupies the venue. A four-hour celebration might need an earlier delivery because the room closes to suppliers before guests arrive. Collection might have to wait until the following morning. Give the supplier both the event schedule and the venue’s access window.
Make delivery and collection part of the comparison
Provide the full address and postcode, even when the venue is within a listed service region. Across Sydney and regional NSW, the destination, access route and delivery timing need to be considered together. A service-area listing does not by itself confirm an available delivery slot or an included transport charge.
Photographs of the unloading point, entrance and any tight turns help explain the job. Flag stairs, lifts and restricted loading times before accepting the quote. Ask who is responsible for arranging access and whether setup, demonstration and collection are included.
- Delivery address and the actual unloading entrance
- Earliest setup time and latest collection time
- Doorways, turns, steps and lift access
- On-site contact who can let the delivery team in
Compare the same inclusions
Use this list for each supplier. A blank entry is a question to resolve before booking; it is not automatically a free inclusion.
| Part of the quote | What to check |
|---|---|
| Machines | Type, quantity, condition and agreed alternatives |
| Hire period | Delivery, playing time and collection date |
| Transport and setup | Each charge and any access assumptions |
| Claw-machine prizes | Who supplies them, quantity and refill arrangements |
| During the event | Support contact and any staffing included |
| Total and terms | Total payable, GST treatment, deposit, changes and cancellation |
Spend on the part guests will use
Think about how the games fit into the event. During a seated dinner, guests may only play in short breaks. At an informal party, people may return throughout the evening. Share the guest numbers and schedule so the equipment discussion reflects the time available to play.
If you have a budget ceiling, say so early. Ask which available setup can work within it and which items change the total. This makes it easier to compare a smaller equipment selection with a longer hire period, or a different collection arrangement. Do not assume that extra machines or extra hours are included.
A short brief you can send
‘We are planning [event type] for [guest numbers] at [venue and postcode] on [date]. Guests arrive at [time]. Suppliers can access the room from [time], and collection must happen [when]. We are interested in [machines or experience] with a budget of [amount, if known]. The access route includes [details]. Please show equipment, delivery, setup, collection and any other charges.’
Arcade Game Australia quotes are prepared for the specific enquiry. This guide explains the questions to ask; it does not publish a fixed hire rate or imply that every inclusion is available for every booking.