A 5-Step Procurement Checklist for Indoor Entertainment Venues (Even for Small Operators)

Who This Checklist Is For

If you run a small to mid-sized indoor entertainment venue—maybe a family fun center, a trampoline park adding a game room, or a fitness arcade hybrid—you've probably faced the same problem: vendors treat you differently when your order is under $10,000. I've been there. Over the past 6 years, I've audited every invoice for our venue (about $180k total) and negotiated with 20+ suppliers. This checklist is what I wish someone had handed me when I started.

It covers five key equipment categories that can make or break a space. The goal isn't to push you toward any one brand—but to help you avoid the hidden costs I've seen eat up budgets. Let's go.

Step 1: Assess Your Space and Audience Profile

Before you even think about brands, walk through your floor plan with a tape measure. I learned this the hard way: I assumed a 2,500 sq ft room could fit four pool tables, two air hockey tables, and a rowing machine row. It couldn't. The rowing machine alone needs about 8 ft of clearance behind it for safe use.

Take notes on:

• Floor layout and power outlets (many slot machines need dedicated circuits)
• Foot traffic patterns (where do people naturally gather?)
• Average visitor age group (teens vs. families vs. fitness crowd)

Write down your must-have categories. For most venues, I'd suggest at least one electronic gaming machine, one tabletop game area, and one active/fitness option. That balance keeps different customer types coming back.

Step 2: Choose Electronic Gaming Machines (IGT and Beyond)

This is the big-ticket category. If you're looking at slot machines, IGT is the most recognizable brand—they invented the modern video slot. But don't just grab any model.

What to look for in IGT machines

From the outside, a slot machine looks like a plug-and-play device. The reality is there's real IGT slot machine programming that affects coin-in rates, bonus frequencies, and payback percentages. You need a machine that matches your venue's vibe. For example, the IGT pinball slot machine (like the physical reel type) attracts older players who remember the mechanical feel. Video slots appeal to younger crowds. Both are reliable, but the programming differences matter for revenue.

Here's something vendors won't tell you: many refurbished IGT machines can be reprogrammed for different game themes, but that programming service adds $200–$500 per unit. I assumed a used machine was 'copy my neighbor's settings' easy. Nope. Budget that cost in from day one.

Step 3: Add Tabletop Games (Card Games That Draw Crowds)

Don't underestimate the power of simple card games. In my experience, the most popular games in our game room are Spit (also called Speed) and Garbage (sometimes called Trash). Both are fast, competitive, and don't require a dealer.

Card game Spit rules are straightforward: two players, two piles, race to get rid of your cards. It's loud, chaotic, and draws a crowd. Garbage card game rules are even simpler—players arrange cards face-down in a grid, trying to flip them in order. Kids pick it up in 2 minutes. Adults get hooked.

What most people don't realize is that hosting card tournaments can increase your per-capita spend by 15–20%. The key is having tables and chairs that are easy to clean and stackable. We bought cheap folding tables first—mistake. After a year, the laminate peeled. Spend a bit more on commercial-grade tables; it pays off in 2 years.

Step 4: Don't Overlook Fitness Equipment (Like Rowing Machines)

More venues are adding fitness zones because they attract health-conscious customers and extend visit duration. One of the best pieces for an indoor space is a rowing machine. Why? Because what is a rowing machine good for includes total body workout—arms, legs, core, cardio—all in one movement. Plus, it's low impact, so families with knee issues or seniors can use it.

I should note that not all rowing machines are built for commercial use. A $300 home model will fail in 6 months under heavy traffic. Look for machines with aluminum rails, magnetic resistance, and a weight capacity of at least 330 lbs. I nearly bought a residential model because it was half the price—glad I checked the specs first.

Step 5: Calculate Total Cost of Ownership (TCO) and Negotiate Like a Pro

This is where my cost-controller brain kicks in. Don't look at the item price alone. I built a TCO spreadsheet after getting burned on hidden fees twice.

For each vendor, track:

• Unit price + delivery + setup labor
• Warranty length and what it covers (parts only? travel time?)
• Ongoing costs: software updates for slot machines, replacement parts, cleaning supplies
• Financing interest if you lease

When comparing quotes, I once saw two suppliers offer the same IGT slot machine: Vendor A at $4,200, Vendor B at $3,900. I almost went with B. Then I calculated TCO: B charged $350 for programming, $200 for delivery, and only a 90-day warranty. A's $4,200 included programming, free delivery, and a 2-year warranty. Total A: $4,200. Total B: $4,450. That's a 6% difference hidden in fine print.

Small operators, take heart. When I was starting out, the vendors who treated my $2,000 orders seriously are the ones I still use for $20,000 orders. Don't let a low initial order scare you away from negotiating. Ask for a 'first-time buyer' discount or a trial period. Most will say yes if you show you'll be a regular customer.

Mistakes I've Made (So You Don't Have To)

1. Assuming all card tables are the same. They aren't. A 50-lb folding table will wobble when two teenagers play Spit aggressively. Spend on a 90-lb commercial table.

2. Skipping the load calculation for rowing machines. Our first rowing machine had a 250-lb limit. After six months, the seat rail bent. The replacement cost us $400 more than if we'd bought the heavy-duty model upfront.

3. Ignoring software update fees for slot machines. IGT machines need periodic firmware updates—part of the programming mentioned earlier. Budget $100–$200 per machine per year for that. (Should mention: some vendors include updates in an annual service contract, so ask.)

4. Not verifying power requirements. I assumed 120V standard outlet was fine. An older IGT pinball slot machine needed 220V. Had to pay an electrician $300 to install a new circuit.

That's the checklist. Follow these steps, and you'll have a venue that's balanced, profitable, and ready for growth—no matter how small you start. Don't hold me to exact numbers on machine costs (they fluctuate), but the logic holds. Good luck building your space.