5 Steps to Avoid Arcade Machine Order Disasters (Yes, I've Made Them All)

Who This Checklist Is For

If you're running an arcade venue, trampoline park, or family entertainment center and you're about to place an order for arcade machines — especially if you're mixing new titles with classic Taito games like Dead Heat or Davis Cup — this is for you.

I handle equipment procurement for smaller FECs. Been doing it for eight years now. And I've made a ton of mistakes. Roughly 14 significant ones, totalling about $47,000 in wasted budget. Some got caught before it was too late. Others… didn't.

This checklist came from those failures. It has 5 steps. Follow them, and you'll dodge most of the common pitfalls. Skip one, and well… learn from mine.

Step 1: Match the Machine to Your Space — Not the Other Way Around

You'd think this is obvious. It's not.

In 2019, I ordered a Taito mini arcade cabinet for a new zone. Looked great online. Dimensions seemed fine. Got it delivered and… it didn't fit the alcove we'd prepped. By 3 inches. (Ugh.)

The space was tight because we already had a Warhammer 40k board game table next to it. We had to move everything around, which caused a 2-day delay and confused our layout plan.

What to do: Measure your floor zone — width, depth, and height. Include clearance for doors, fire exits, and customer flow. Then check the machine's specs against that. Don't assume the space will work. Verify it.

Checkpoint: Map the exact footprint on the floor with tape before ordering.

Step 2: Confirm Power and Connectivity Early

This one bit me in 2021. We brought in a Taito arcade game that required both 100V power and a wired network connection for online leaderboards. Our venue's power setup was all 120V. The network port was 40 feet away.

I assumed (stupidly) that a step-down transformer was included. It wasn't. That cost us $180 for a rush transformer plus an electrician's visit. Totally avoidable.

What to do: Before the order, confirm voltage requirements, plug type, and any data connectivity needs. Include those in your purchase contract. If the machine needs something unusual, get it prepped before delivery.

Checkpoint: Is a power adapter included? Is network run already patched?

Step 3: Nail Down Delivery Specifics — in Writing

Communication mismatch. Classic.

I said 'deliver to the loading dock.' They heard 'deliver to the front entrance.' Result: a 300-pound arcade cabinet sitting on the sidewalk while I scrambled to find a dolly and extra hands. Not ideal.

Another time, we agreed on 'standard delivery' — which I thought meant 5 business days. They interpreted it as 'whenever we have a truck in your area.' We waited two weeks. Missed our grand reopening deadline. (Still kick myself for not getting it in writing.)

What to do: Specify delivery location, time window, and what happens if it's late. Get it in the contract. If the vendor pushes back on late penalties, that's a red flag.

Checkpoint: Is delivery address exact? Is there a contact person and phone number listed?

Step 4: Budget for Rush Delivery — It's an Insurance Policy

Last year, we had a launch event for a new kid's zone. We ordered a claw machine and a Taito bartop unit. The standard lead time was 14 days. Cutting it close but doable.

Friend of mine in the same business warned me: 'Pay for rush delivery. Trust me.' I hesitated — $400 extra seemed steep. But I did it.

Good thing. The truck had a minor issue and arrived on day 13 instead of day 10. Standard would have meant missing the event entirely. That $400 saved us from losing about $5,000 in projected revenue for opening day. (Dodged a bullet.)

What to do: If you have even a moderate deadline, budget for rush or guaranteed delivery. Don't rely on 'probably on time.' The cost of delay is almost always higher than the premium.

Checkpoint: Is rush delivery available? What's the cost vs. estimated revenue loss if delivery is late?

Step 5: Inspect Before You Install — Every Unit

This is the step I ignored for years. Big mistake.

In 2021, we received 12 units of a Taito racing game. Looked fine from the outside. We set them up, only to find that 3 of them had screen flickering issues. Had to uninstall, box them up, and ship back. Wasted an entire week of labor.

Now I check each unit before moving it into position. Power on. Test buttons. Check screen. Confirm audio. If it's got a network feature, connect it. Takes 10 minutes per machine but saves hours later.

What to do: Unbox, power on, run a quick diagnostic. Document any issues with photos and report immediately. Don't assume everything works — because sometimes it doesn't.

Checkpoint: Have a checklist for each machine type. Test before install.

Common Mistakes (Learn from Mine)

• Assuming 'standard size' means the same thing to everyone — it doesn't. Measure everything.
• Skipping the power and connectivity check — then scrambling for adapters.
• Trusting verbal promises — write it down or it didn't happen.
• Trying to save money by avoiding rush delivery — then paying more in lost revenue.
• Not testing machines before placing them — you'll regret it.

That's it. Five steps. Apply them on your next order and you'll have fewer headaches. I still use this checklist every time. It's saved me from repeating at least 4 of my biggest mistakes.