Claw Machine Arrival Inspection, Maintenance and Event Handover Record

01Prepare the receiving plan before delivery

Decide who will receive the shipment, where it will be inspected and which documents they need. Keep the order, approved configuration, packing information and supplier contact available to that person.

Ask the carrier and supplier about their procedures and deadlines for reporting visible damage, concealed damage or missing items. Requirements can depend on the contract and transport arrangements, so obtain the instructions for your shipment instead of relying on a generic deadline.

• Confirm the delivery location, unloading responsibilities and suitable handling arrangements.
• Prepare the unit and package counts expected under the packing list.
• Keep a camera and an inspection record available to document the condition on arrival.
• Identify who can decide whether equipment should be held for inspection or moved into storage.

02Record condition and contents on arrival

Record the shipment condition before and during unpacking where it is safe to do so. Photograph package labels, visible damage and the overall condition, then match the contents to the packing list and approved configuration.

If you find damage, loose parts, signs of moisture or an electrical concern, stop the affected inspection or setup step and ask the supplier or a qualified service professional how to proceed. Do not energize suspect equipment to find out whether it still works.

• Record the receipt date, package references and available unit identifiers.
• Check the cabinet, glass or display surfaces, locks and accessible external parts for visible discrepancies.
• Account for keys, manuals, cables, accessories and any separately packed items.
• Preserve relevant packaging and evidence until the supplier or carrier confirms what is required for the case.

03Complete setup and functional acceptance

Use the supplied installation instructions and the agreed acceptance checklist. Have any electrical installation or technical work performed by an appropriately qualified person. The checks below organize the handover; they do not replace model-specific instructions.

Document the initial configuration and the outcome of each agreed test. Where something differs from the order or behaves unexpectedly, record the observation and request a resolution before treating the affected item as accepted.

• Confirm the installed location and access arrangements against the approved layout.
• Verify the selected payment method, user controls, displayed instructions and intended play sequence using the agreed test procedure.
• Check prize loading and routine operator access according to the supplier guidance.
• Record open issues, responsible contacts and the evidence needed to confirm a correction.

04Build a maintenance plan from the supplied manual

Request a maintenance schedule for the actual model and operating environment. Use that guidance to decide which tasks venue staff may perform, which require trained service personnel and when each task should be recorded.

Avoid creating universal cleaning, lubrication or adjustment instructions for equipment you have not inspected. Ask the supplier which products, methods and replacement parts are permitted. Follow the relevant shutdown and isolation procedure before approved maintenance work.

• Keep the current manual, configuration record and service contacts accessible to authorized staff.
• Create a log for inspections, cleaning, faults, settings changes, repairs and replacement parts.
• Assign a person to review recurring issues and confirm whether the supplier recommends further inspection.
• Ask which spare parts are appropriate to hold and confirm their compatibility before ordering.

05Make fault reports easy to investigate

A useful fault report describes what happened, under what conditions and what the operator observed. Include the unit identifier, relevant settings, photos or a short video when safe, and any displayed message exactly as shown.

Record advice received and any approved action taken. Before returning equipment to normal use, confirm that the necessary checks have been completed and that any unresolved safety concern has been assessed by an appropriate person.

• State when the issue began and whether it is consistent or intermittent.
• Describe recent changes, maintenance or parts replacements without assuming they caused the fault.
• Keep payment or customer information out of shared photos and videos unless it is necessary and handled appropriately.
• Ask the supplier to identify the next diagnostic step, required skill level and any effect on warranty handling.

06Event rental delivery, setup and return handover record

A per-event handover record can help an event-rental buyer record the agreed delivery, setup, operator instruction and return responsibilities. The entries below are proposed questions and blank records, not confirmation that a service or configuration is included.

Compare the actual offered or delivered build and documented scope with the agreed order. Record an answer, an evidence reference and a responsible contact for each material question; allow unknown, unavailable or not applicable with a reason.

Compact Single Claw Machine — supplier-stated reference: A suspended claw is visible above the prize bed.

Pink Full-Height Claw Machine — supplier-stated reference: A suspended multi-prong claw is visible above the prize bed.

Use these catalog descriptions only as reference points for identifying the selected model; they do not establish the offered configuration, demonstration result, transport suitability or included services.

• Record the available identifier for the actual unit and build, and how it relates to the order.
• Confirm which items and packaging are included in the agreed delivery and return scope.
• Ask who is responsible for any agreed setup, operator instruction and demonstration.
• Record observed differences or unresolved questions without diagnosing an unverified fault or treating an unanswered item as accepted.