OEM & Custom Redemption Arcade Machines: What Buyers Should Prepare Before Requesting a Quote

OEM & Custom Redemption Arcade Machine Pre-RFQ Checklist

Use this arcade machine RFQ checklist to identify which parts of your project are ready and which still need clarification before discussing an OEM or custom redemption arcade machine quotation.

How Much Customization Does Your Project Need?

The first decision is not whether to label the project OEM, ODM, or custom. The more useful question is: How far does the project need to move away from an existing machine?

This is a buyer-side planning framework rather than a formal PALM FUN classification of OEM or ODM services.

PALM FUN's current custom arcade machine services page identifies areas such as cabinet appearance, artwork, lighting style, gameplay presentation, language display, branding position, ticket/prize interaction, and configuration details as subjects that can be discussed.

If you have not yet selected a base machine, review the PALM FUN product range before deciding whether the project should begin from an existing platform or a new concept.

For broader equipment-selection context, see the Redemption Arcade Machine Guide.

Define the Business and Operating Context

Clear OEM arcade machine requirements should explain where the machine will operate, who it is for, and what business role it is expected to perform. A supplier needs more than artwork references to understand a custom redemption arcade machine project.

Target Market and Destination

Provide the country, relevant region, and destination market. This gives context for later discussions involving language, documentation, logistics, labeling, and destination-specific requirements.

Do not assume that requirements for one market automatically apply to another.

Buyers planning to place equipment on the EU market can use the European Commission's Access2Markets portal to review relevant import and product requirements for the destination market.

Venue and Project Type

Describe the intended use case, such as:

• Family entertainment center.
• Arcade hall.
• Shopping mall entertainment area.
• Distributor program.
• Branded entertainment project.
• Another commercial venue.

Target Player and Machine Role

Explain who the target player is, how the player is expected to interact with the machine, and whether the machine is intended as a primary attraction, supporting redemption game, part of a larger redemption zone, or part of a distributor product line.

Operating Conditions and Constraints

Provide known arcade machine operating requirements such as available floor space, entrance or access limitations, cabinet-size restrictions, installation environment, or other venue-specific conditions.

If the project has specific electrical, environmental, or technical requirements, provide those requirements directly rather than assuming they are standard.

Buyers should also identify product-safety requirements relevant to the destination market. IEC 60335-2-82:2024 provides a technical reference for certain commercial amusement machines, while applicability should be confirmed for the specific product, market, and conformity route.

Define Exactly What You Want to Customize

A clear arcade machine customization scope should answer one question: What needs to change from the starting machine or concept?

Cabinet Appearance and Physical Constraints

Prepare the desired cabinet appearance, available installation space, dimensional constraints if known, access restrictions, and reference designs. These inputs help define custom arcade cabinet requirements without assuming that every requested dimension is feasible.

Artwork, Branding and Lighting

• Approved logo.
• Brand colors.
• Artwork direction.
• Preferred branding position.
• Visual references.
• Lighting preferences.

Gameplay Presentation and Player Interaction

Explain the basic game idea, what the player does, the intended interaction, desired gameplay presentation, relevant reference games, and which existing functions should remain unchanged.

Language and Localization

Prepare the required display language, instruction language, text that may need localization, and market-specific wording requirements. The exact language scope should be confirmed for the specific project.

Ticket, Prize and Configuration Requirements

Explain whether ticket or reward interaction is needed, how the venue expects redemption to work, and which configuration requirements need evaluation. Do not assume that every payment, card, e-ticket, or reward system is compatible with every machine.

Prepare the Technical and Commercial Inputs

Quantity and Project Scale

Provide the expected initial quantity, pilot quantity if relevant, and possible future volume only when useful. Do not assume that one universal MOQ applies to every custom arcade machine project.

Destination and Delivery Context

Provide the destination country, delivery location where known, and any documentation expectations already identified. These are important inputs in a custom arcade machine RFQ because they give context for later shipping, packaging, documentation, and market-specific discussions.

When delivery responsibilities become part of the commercial discussion, buyers can review the ICC Incoterms® rules for commonly used trade terms that clarify delivery tasks, costs, and risks between buyers and sellers. The trade term for a specific order should still be confirmed separately.

Target Schedule

If timing matters, provide a desired project milestone, venue opening date, product-launch target, or preferred delivery window. Treat the schedule as a buyer requirement, not as a supplier commitment.

Payment, Reward and Configuration Needs

Service and Documentation Expectations

If technical support documentation is part of your OEM arcade machine requirements, specify what your operating or service team expects, such as:

• Service manuals.
• Troubleshooting information.
• Spare-parts identification.
• Wiring references where available.
• Maintenance documentation.

PALM FUN's current service information indicates that operation guidance, service manuals, spare-parts information, wiring references, and troubleshooting materials can be discussed, while available documentation may vary by machine.

Prepare Design, Approval and IP Materials

Logo and Brand Assets

Prepare the approved logo, brand colors, and visual guidelines where available. These materials support custom arcade machine branding requirements, while the exact production file format should be confirmed during the project rather than assumed in advance.

Reference Images and Concept Materials

Early-stage materials may include reference images, sketches, concept images, mood boards, existing machine references, or examples of the desired style. Finished engineering drawings are not always necessary for the first discussion.

Language and Content Approval

Clarify the required language, who supplies the text, who reviews the translation, and who approves the final wording.

Identify the Final Decision Maker

Several teams may review a custom project, but one person or agreed process should have final approval authority.

Confirm Brand and IP Authorization

If the project involves third-party logos, licensed characters, copyrighted artwork, branded content, or other protected intellectual property, the buyer should confirm that the necessary usage rights are available.

For third-party names, logos, or other brand elements, buyers can review WIPO guidance on trademarks and brand protection when considering ownership and authorization requirements.

Replace Vague Requests With Usable Project Information

A useful OEM arcade machine project brief converts broad requests into specific buyer inputs that can be reviewed during the RFQ stage.

Example: A Clear OEM Project Brief

The following is an illustrative example of how a buyer could organize a custom arcade machine project brief. It is not a PALM FUN project requirement, customer case, or quotation policy.

Minimum Information to Start the Discussion

1. Machine or project type
2. Main customization scope
3. Expected quantity
4. Destination

Helpful additional information includes reference images, target schedule, language requirements, operating requirements, approval structure, and budget guidance if a genuine target or ceiling is already defined.

Next Procurement Step

Once your custom arcade machine RFQ requirements are structured, the next tasks are supplier evaluation and quotation comparison.

For supplier evaluation, see the Redemption Arcade Machine Supplier Evaluation Checklist.

If quotations have already been received, continue with the guide on how to compare OEM/ODM quotes.

Discuss Your OEM / Custom Arcade Machine Requirements

FAQ

What information should be included in an arcade machine RFQ?

A useful starting point is the machine or project type, main customization scope, expected quantity, and destination. Reference images, language requirements, operating conditions, schedule, approval information, and open technical questions can then be added as they become available.

Should buyers provide a target budget before requesting a custom arcade machine quote?

A target budget is helpful when the buyer already has a genuine range or spending limit, but it should not replace a clear custom arcade machine project scope.

What should remain open for feasibility review instead of being fixed too early?

Items that depend on the exact machine, engineering constraints, system compatibility, or deeper design changes should remain open until feasibility is reviewed. Separate confirmed OEM project requirements from assumptions that still need technical validation.

What should buyers compare after receiving OEM/ODM quotations?

Do not compare only unit price. Compare the included customization scope, configuration, assumptions, documentation, responsibilities, and other commercial terms to determine whether the quotations are based on comparable requirements.