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How to Hire an Arcade Machine for a Corporate Party — Step by Step

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How to Hire an Arcade Machine for a Corporate Party — Step by Step

  • Corporate Events , 
  • Expos & Trade Shows
4 Min Read
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Hiring an arcade machine for a corporate party is simpler than most people expect. The process has six clear steps: choose your machine type, get a quote, confirm branding requirements if needed, coordinate delivery with your venue, enjoy the event, and let the supplier collect afterwards. From first enquiry to event day takes as little as a week for standard hire — or 4–6 weeks if you want a custom branded machine. This guide walks through each step in detail so you know exactly what to expect and when to expect it.

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Decide What Type of Arcade Machine Suits Your Event

The machine you choose should match your event’s format, your guest profile, and your venue’s space constraints. The main options for corporate parties:

Retro arcade cabinet:

Pre-loaded with 300+ classic games from the 80s and 90s — Pac-Man, Donkey Kong, Street Fighter, NBA Jam. Works for every age group and creates an immediate nostalgia response in anyone who grew up in the arcade era. Ideal for mixed-age corporate groups.

Basketball shooter:

High-energy and genuinely competitive. Creates a crowd even when no one is playing — people want to watch. Works well for larger groups where you want a visible, active entertainment focal point.

Racing simulator:

Best for events where guests will have time to sit and play. More immersive than other options. Works well for car or automotive brand events, or as the centrepiece of a longer entertainment segment.

Reaction tester board:

Interactive, inclusive, and doesn’t require gaming experience. Measures reaction time — creates natural competition between guests who’ve never played a game in their life. Excellent for team building formats.

Branded machine:

Any of the above can be wrapped in custom artwork carrying your company logo, colours, and messaging. See our guide on branded arcade machine hire for corporate events the full details.

For most corporate parties — an office Christmas party, an EOFY event, a team building day — a retro arcade cabinet or a basketball machine is the safest choice. Both work for mixed groups and don’t require any gaming experience to enjoy.

 

Check Availability & Get a Quote

To receive a fast and accurate quote, simply provide:

  • Your event date

  • Venue name and suburb

  • Approximate guest numbers

  • Whether you would like branded machines or custom signage

This gives a corporate arcade hire specialist everything needed to recommend the right entertainment setup and provide clear pricing.
What to Expect From a Professional Supplier
A quality supplier should:

  • Respond within 24 hours

  • Provide clear pricing and package options

  • Recommend machines based on your event type and guest numbers

  • Explain delivery, setup, branding, and pack-down requirements clearly

If enquiries take several days to receive a response, it can often reflect the level of service you’ll experience throughout the booking process.

Typical Booking Lead Times
For most corporate events, recommended booking timeframes are:

  • Melbourne: 2–4 weeks

  • Sydney: 2–4 weeks

  • Brisbane: 2–4 weeks

  • Perth: 2–4 weeks

  • Adelaide: 2–4 weeks

National delivery and setup for corporate events is standard practice for experienced corporate arcade hire providers.

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Confirm Branding Requirements

If you want the machine wrapped with your company logo and artwork, now is the time to confirm that with the supplier. The branding process works as follows:
1. Share your brand assets: logo files (vector preferred), brand colours (Pantone or hex codes), and any specific messaging or imagery you want on the machine.
2. The supplier’s design team creates artwork for the full cabinet — side panels, marquee, front fascia, and optionally the screen attract mode content.
3. You review and approve the artwork. One round of revisions is standard. Significant changes beyond that may affect the production timeline.
4. Once approved, the wrap is printed, applied, and quality-checked before dispatch.
Allow a minimum of 4 weeks from your initial enquiry to event delivery if branded machines are required. 6 weeks gives comfortable buffer for revision rounds and production.

Common Mistakes to Avoid When Hiring Arcade Machines for a Corporate Party

Booking too late for branding

If you want a branded machine, 2 weeks is not enough. 4–6 weeks minimum. Book the machine first, even if the artwork details aren’t finalised — most suppliers will hold the booking while the design is in progress.

Choosing the wrong machine for the venue size:

A full-height racing simulator in a small function room with low ceilings creates problems. Share your venue dimensions with the supplier and let them advise on the best fit.

Assuming all hire companies are the same:

A party hire company and a corporate-specialist company offer fundamentally different services. The difference shows up in the quality of venue coordination, the professionalism of setup, and the responsiveness of on-call support.

Not asking about insurance:

Many corporate venues require proof of public liability insurance from all suppliers. A corporate-grade arcade hire company carries this as standard and can provide documentation on request. Ask before you book

party arcade hire

Coordinate Delivery and Setup with Your Venue

A good corporate arcade hire supplier handles venue coordination directly — you shouldn’t need to mediate. They’ll confirm bump-in time, check power outlet availability and proximity, clarify any access requirements (freight lifts, loading docks, restricted corridors), and ensure they have everything they need to arrive, set up, and be ready before your event starts.

For Melbourne corporate venues including Crown Events, the MCEC, the Grand Hyatt, Hilton, Sofitel, and hotel event spaces across the CBD and inner suburbs — a corporate-experienced supplier knows the standard procedures and bump-in protocols. They’ve done this before and won’t be learning on your event day.

On the Day — What to Expect

On event day, your arcade hire supplier arrives with enough lead time before guests to set up, test, and brief your designated point of contact. That briefing takes about two minutes — how to restart a game, how to adjust volume, the emergency contact number. Then they leave, and the machine runs itself.

 

Pack Down and Collection

After your event, you do nothing. The supplier returns — either that evening or the next morning depending on the booking — and collects the machine. Pack-down takes roughly the same time as setup. The venue is back to its normal configuration, and your only remaining job is fielding compliments from guests.

Ready to Book Arcade Hire for Your Corporate Party?

We make the process simple. Tell us about your event and we’ll come back with a recommendation and a quote within 24 hours.

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Blog Questions

Frequently Asked Questions

How do I hire an arcade machine for a corporate party in Melbourne?

Contact a corporate arcade hire specialist with your event date, venue, and approximate guest numbers. They’ll recommend the right machine, quote you a price, and handle delivery, setup, and collection. The entire process can be completed in a few days for standard hire, or 4–6 weeks if branded machines are required.

How much notice do I need to give to hire an arcade machine for a corporate party?

For standard (unbranded) arcade hire, 2–3 weeks is generally enough. For custom branded machines, allow 4–6 weeks for artwork design and production. For end-of-year events, book as early as possible — popular dates in November and December fill quickly.

Can I hire an arcade machine for a private birthday party as well as a corporate event?

Yes. The same premium machines are available for private events including milestone birthdays, bucks parties, and house parties. The service model is the same — delivery, setup, and collection all included.

Ready to Book Arcade Hire for Your Corporate Party?

We make the process simple. Tell us about your event and we’ll come back with a recommendation and a quote within 24 hours.

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