Preparing Your Games

Games must be properly prepared for transportation, setup, and operation during the show; please prepare your games using the instructions that follow. If you are self-transporting games, you are only required to verify operation, presentation, electrical safety, and be able to provide keys to volunteers during the intake process.

Operation and Presentation

• Make sure the game is clean, paying particular attention to controls and displays (e.g.: glass bezels, monitors, backglass).

• Verify that the game is working correctly - make sure all controls operate and all lamps, displays, speakers, and such are operating as normal. Lubricate any controls, motors, or other devices that would normally require periodic attention.

• Configure the game for free-play, or add an option for external coinage if possible. Adjust game volume to a slightly elevated, but not “too loud” setting. Use your best judgment.

• If the game is to be used for a tournament, make sure that it has been configured as needed for tournament use in accordance with guidelines provided by the organizer(s).

Electrical Safety

• Games designed to use grounding connectors and cables should have a three-conductor plug. Internal grounding wires and straps, originally provided by the manufacturer, should be intact and connected to ground. The lead medic may choose to perform electrical tests on the game to ensure that it is safe for the public to operate; games that fail the safety test will be removed from operation or otherwise marked as being unavailable. Further information regarding arcade game electrical safety can be found here.

Accessories and Power

• If you are preparing a pinball game, remove all balls, wrap them in a paper or cloth towel, and place them into a bag along with the power cord (if detachable).

• For video games, remove the back door and place the power cord inside. If the cord cannot be detached or placed inside the machine, secure it to the outside of the cabinet, preferably in the back or from front to back (not on the sides).

Disassembly (Pinball)

• Unlock or otherwise fold/detach the backbox. If there are any parts removed from this step place those parts (ball/cord/backbox bolts/backbox latch) in a bag.

• Place any necessary padding (such as cardboard) between the game body/rails and backbox and strap the backbox to the body. The backbox must be secured using straps since the game may need to be oriented vertically for transport.

• Remove the legs. Any securing hardware such as nuts and bolts that attach the legs should be placed in the ball/cord/hardware bag.

• Place the upper part of the ball/cord/legbolt/backbox bag between the coin box door and frame. Close the coin box door such that it holds the bag securely inside the game and lock the door.
  Hint: if you leave part of the bag hanging out, you can ziplock into that portion the game keys.

Labeling and Keys

• If you will be using clear shrink-wrap or equivalent to protect the game, place a strip of painter’s tape on the back door (video) or backbox or game underside (pinball) and write your name and phone number on the tape. If you know the truck color/name and route number for your pick up, please include that information as well. This is a very important step to help prevent misdelivery of games, especially when there may be multiples of the same title on the show floor.

• For all games, place keys into the plastic bag in the coin door or set aside for the steps below. Please do not leave keys in the locks as both keys and locks are easily damaged during transport if this is done.

• Please remove any large or special key tags on your keys, it makes them harder to hang up on our key board.

Protecting for Transport

• Wrap the game in shrink-wrap (preferred) or moving blankets. Make sure that the game can be moved without the protective covering sliding off or tearing. This is also a very important step in that it reduces the possibility of damage and helps transport crews more quickly arrange and secure the game for transport.

• If you wrapped your game using a non-transparent material, place a strip of painter’s tape on the back door (video) or backbox (pinball) and write your name, phone number, and if transported by the show the truck color/name and route number.

• For pinball games, wrap the legs in shrink-wrap or other appropriate material and attach a label or painter’s tape with the game name and owner name clearly visible.

Key Placement

• Attach the bag with keys on the outside of the game, making sure that the bag cannot detach easily or open and spill contents during transport.

  
  

Show-Transport Instructions

If your games are being transported to the show using show-provided trucks, please follow these instructions to help prevent damage and make the loading/unloading process safe and efficient.

Game Location

• Games should be prepared for transport (see “Game Preparation Instructions”) and located in a single area that can be quickly and easily reached by volunteers. The driver may elect to not pick up games that are not properly prepared or situated for transport.

• Crews do not have extra time for moving games up or down stairs or steep inclines. Unless prior arrangements have been made to handle such situations, the driver may elect to not pick up some or all games from the location if a pickup would involve safety risks or require an excessive amount of time to load per game.

• When games are returned, they will go back to the location where they were picked up from originally. Please do not ask crews to unwrap or place games in specific locations (such as within a game room) as this would delay the crew from delivering games to their remaining locations.

Site Preparation

• Locate the games for pickup in a safe area, without obstructions or hazards, with clearly visible paths for movement. For delivery, the crew may be working at night, so the site must be well lit for safety.

On Arrival

• The navigator will notify you of an approximate time the truck will arrive. Please be ready to accept the truck and point out any hazards (such as tree limbs, power lines, or other such obstacles).

• If you will not be available to receive the truck, please call or text the transportation coordinator before the anticipated arrival time. If you are not available to receive the truck, then your games will not be picked up or delivered and alternate arrangements will need to be made (delivery).

• If the truck will load/unload in a driveway or at the street, please make sure there is space available to park the truck before it arrives.

Loading/Unloading

• If possible, please assist the driver and navigator with loading/unloading. Each crew is responsible for moving dozens of games and their time and physical energy are limited; any assistance you can provide will help crews finish their routes earlier.

• While loading, the navigator will be comparing the games provided with the manifest. Please help the navigator maintain an accurate manifest by pointing out any discrepancies between what was registered and the games actually provided. Manifest accuracy is necessary for matching keys during the show and critically important for making sure that games go back to their owners when the show ends.

Self-Transport and Vendor Instructions

If you are providing games to the show, either as a contributor or as a vendor, please follow these few simple instructions to help make the process of loading and unloading your games as simple, safe, and efficient as possible.

Game Preparation

• Please follow “Operation and Presentation” and “Electrical Safety” instructions listed above

Labeling and Keys

• If the game will be located out on the show floor and not within a vendor area, place a strip of painter’s tape on the back door (video) or backbox or game underside (pinball) and write your name and phone number on the tape. This is a very important step to help prevent the load-out volunteers from accidently placing your game on a show truck, especially when there may be multiples of a single game title on the show floor.

• Attach a bag with keys on the outside of the game, making sure that the bag cannot detach easily or open and spill contents as it is moved into the Convention Center.

• Please remove any large or special key tags on your keys, it makes them harder to hang up on our key board.

Dock Operations

• There will be a “Dock Safety Officer” (look for a person wearing a safety vest) responsible for vehicle movements in the dock area. If a particular dock or the ramp is not safe to use, there will be safety cones placed to block the area.

• During Sunday load-out, the dock safety officer will reserve dock positions and the ramp as necessary for show operations by placing the cones in front of reserved areas.

• If nobody is present at the gated entrance to the Convention Center dock area, you may proceed inside. If the dock safety officer is present, please stop and follow their instructions.

• The dock safety officer is the only person authorized to place and remove the safety cones. Please do not attempt to move the cones yourself or drive your vehicle around the cones as this would present a serious safety issue.

• The dock is located on the West side of the Convention Center on Market street. The entrance to the loading dock area is through a sliding gate that will be on your left (East) side if you are traveling South on Market street towards S 17th Street. If you reach 17th street you have passed the lot and will need to circle back around.

Dropoff

• The preferred and recommended drop off day is Thursday from 7:30 am - 10:00 pm

• With prior arrangements (email transportation@nwpinballshow.com), you may deliver your games:

  • Wednesday from 12:00 pm - 7::00 pm

  • Friday from 7:30 am - 10:00 am (We must stress, we need to be contacted ahead of time to assure we have space set aside on the floor for any games arriving the day the show starts. Delivery Friday will only be via the ramp, trucks will be parked in the bays.)

• Volunteers will be available to assist with unloading, although if several show-operated trucks arrive while you are unloading, there may not be many people available to help. Most show-operated trucks that are unloading at the Convention Center on Wednesday will be arriving early so there may not be much activity on the dock.

• You may use dock positions 3 and above (leaving the 2 docks on the left by the ramp open for show trucks) to unload. The ramp is available, but only if the dock safety operator has removed the cones and has given instructions on where to place your vehicle.

Truck and Trailer Parking

• The Northwest Pinball & Arcade Show is paying for overflow truck and trailer parking at the Tacoma Dome during the show; parking is not available in the dock area or adjacent lot at the Convention Center.

• If you use the free Tacoma Dome parking, you may park in the “F” or “M” lots which can be found on the map below. The Tacoma Dome parking link also shows their lots, however, it does not show the M lot. The F lot is east of the Tacoma Dome and the M lot is NE of the Dome. The entrance to the F lot is off of F Street, and the M lot entrance is near the intersection of F Street and 27th Street.

• The gates will be open on Thursday and Sunday for load in/out, and there is 24 hour security if a vehicle needs to be moved in or out during the show. The Tacoma Dome asked us to let everyone know that parking is at the owner’s risk; you are encouraged to take basic safety precautions. For example, please hide any valuables and lock all trucks, trailers and any other vehicle access points. You will not need to place a permit or pass on the dashboard of your vehicle, provided that you park in the F or M lots. The parking areas are for trucks, towing vehicles, and trailers only; RVs and similar vehicles are not permitted at the Tacoma Dome as per our agreement with the Convention Center.

• Traveling between the venue and the Tacoma Dome is easy with the free Tacoma Link Light Rail. Link Light Rail is available from the Tacoma Dome Station about 2 blocks down from the Dome and goes to the Convention Center, which is possibly the 3rd stop. The Link Light Rail hours are as follows:
  Wednesday and Thursday: 5 am to 10 pm
  Saturday: 8 am to 10 pm
  Sunday: 10 am to 6 pm

• The Tacoma Dome address is 2727 East D Street, however this is not the address to the specific parking lots.

Pickup

• Since show transport crews will be working late into the night returning games to their owners, we respectfully request that people and vendors self-transporting games and supplies please wait for all show trucks to leave and embark on their first and longest routes. It will take approximately two hours for the first trucks to depart; please be patient as we prepare loads for these trucks and allow them to depart.

• The dock safety officer will place cones in the dock area as necessary to reserve loading slots for trucks not parked at the Convention Center during the show. Again, please respect the placement of cones as moving or bypassing them would present safety issues as well as delay the loading of the first truckloads. The dock safety officer is the only person authorized to place and remove the safety cones.

• Once the first truckloads have departed, you may use any dock position not otherwise blocked by a cone. The ramp is available, but only if the dock safety operator has removed the cones and has given instructions on where to place your vehicle.

  
  

If you have questions about these procedures, transportation in general, or want to arrange game drop off for Wednesday or Friday morning, please email transportation@nwpinballshow.com