Packaging is a risk-control system, not a decorative box
An arcade machine can leave a factory functioning correctly and arrive with a cracked display, distorted door, damaged artwork, loose mechanism, corroded connector, or misaligned cabinet. International distribution exposes the product-package combination to forklift handling, vibration, impacts, compression, humidity, container condensation, transfers, and final-mile delivery. Export packaging must address the actual distribution route and machine vulnerabilities.
This article focuses on packaging design, receiving inspection, and claim evidence. It intentionally does not repeat container-quantity or loading-capacity planning. The key buyer questions are: What protection has been specified? How will the cabinet be restrained? What must the receiver inspect before signing? How will visible or concealed damage be documented and reported?
Packaging cannot guarantee damage-free delivery, and a shock or tilt indicator does not by itself prove liability. A disciplined process can, however, reduce exposure, reveal exceptions quickly, preserve evidence, and make claim handling more credible.
Define the distribution journey before selecting packaging
A robust packaging brief begins with the complete route, not just “sea freight.” Identify factory handling, trucking to port, terminal transfers, ocean service, transshipment, destination customs examination, warehouse storage, domestic linehaul, less-than-truckload transfer, and delivery to the venue. Record whether forklifts, pallet jacks, cranes, tail lifts, stairs, or manual teams will be used.
Important inputs include:
- packed dimensions and gross weight;
- center of gravity and tip sensitivity;
- cabinet construction and load-bearing points;
- fragile projections, controls, screens, marquees, doors, and acrylic parts;
- detachable modules and approved lifting points;
- expected stacking or top-load exposure;
- humidity, rain, salt air, and storage duration;
- number and type of handling transfers;
- pallet, crate, and wood-entry restrictions at destination;
- carrier limitations and delivery-equipment needs;
- insurance conditions and survey requirements.
The buyer, exporter, packaging engineer, forwarder, carrier, broker, and receiver each control part of the journey. Make one party responsible for coordinating the packaging specification and documenting assumptions.
Pallet, skid, crate, or full enclosure?
A palletized stretch-wrapped cabinet may be suitable for a controlled domestic movement but provide limited protection against impact, puncture, weather, and top load. A framed skid can strengthen the base and provide tie-down points. A wooden crate or plywood case can add side and top protection. The correct choice depends on machine vulnerability, route hazards, handling method, value, and claim requirements.
Ask the supplier to provide a packaging drawing or written build specification that identifies:
- base construction and load paths;
- fork-entry directions and clearance;
- machine anchoring points;
- blocking and bracing locations;
- wall and roof panels;
- internal clearance around protrusions;
- cushioning materials and thickness by location;
- accessory compartments;
- moisture barrier and desiccant arrangement;
- center-of-gravity, fork, sling, and “do not stack” markings;
- opening sequence and safe unpacking instructions;
- packed weight and dimensions.
Do not allow fasteners or braces to load a decorative panel, unsupported floor, cable, tube, or service door. Bolts should use verified structural points. Restraint must prevent sliding, bouncing, and rocking without crushing the cabinet.
A Sunflower design engineer would normally evaluate the cabinet structure, heavy internal assemblies, detachable parts, and sensitive surfaces before defining restraint. Buyers can request the exact packing method, photographs, and handling instructions for each quoted model; a generic photo from another machine is not proof of the shipment configuration.
Wood compliance and markings
Wood packaging may be subject to destination-specific phytosanitary requirements such as ISPM 15. The exporter and broker should confirm current rules, marks, exemptions, and documents. Also specify dry, sound material, suitable joints and fasteners, adequate fork-entry strength, and visible consignee, weight, center-of-gravity, fork, orientation, lifting, moisture, and unpacking markings.
Moisture protection for sea and humid storage
Ocean containers can experience temperature cycles that cause condensation, often called container rain. Moisture may also enter during loading, customs examination, damaged-roof exposure, or final-mile handling. Packaging design should consider the machine, route, season, storage period, container condition, and moisture content of packaging materials.
Potential controls include a dry cabinet at pack-out, dry packaging materials, a barrier bag, heat sealing, correctly sized desiccant, humidity indicator cards, corrosion-inhibiting materials where compatible, sealed accessory bags, and elevation above the container floor. Each control requires engineering judgment. Desiccant cannot compensate indefinitely for a badly sealed barrier, wet timber, or repeated opening.
Ask for:
- moisture-control method and design assumptions;
- barrier material and sealing procedure;
- desiccant type, amount rationale, placement, and replacement rule;
- humidity indicator location and interpretation;
- protection of bare metal, connectors, and spare parts;
- photos showing the barrier before the case is closed;
- instructions for acclimatization and opening at destination.
Avoid trapping cleaning water or high-moisture air inside the bag. Verify that corrosion inhibitors are compatible with electronics, displays, plastics, artwork, and contacts. If a crate is opened by customs, request inspection and resealing procedures.
Shock, vibration, and cushioning
Cushioning must be designed for machine mass, fragility, expected drop or impact inputs, available clearance, and material behavior. Too little cushioning transmits shocks; excessive or incorrectly selected soft material can bottom out or permit damaging movement. Rigid foam placed against a fragile control or monitor bezel may concentrate load instead of protecting it.
Immobilize heavy internal items separately where needed. Coin mechanisms, ticket dispensers, prize assemblies, computers, monitors, speakers, power supplies, and decorative modules may respond differently to vibration. Use shipping locks or braces only when removal is clearly labeled. Secure cables so connectors do not become pendulums.
ISTA explains that its 1-Series tests are screening tests, while 3-Series tests are general simulations of transport hazards; selection depends on the desired outcome and distribution environment. ISTA 3B addresses LTL shipment, 3E addresses unitized loads in truckload distribution, and other procedures cover different systems. A named procedure should be selected by a competent packaging professional based on the actual shipment. Passing a test does not eliminate field risk, and this article does not claim that a Sunflower package has passed any specific ISTA procedure.
When requesting test evidence, identify the exact machine/package combination, packed mass and dimensions, procedure and version, sequence, conditioning, deviations, acceptance criteria, laboratory, date, damage observations, and report. A result for a lighter cabinet or different base may not transfer automatically.
Shock and tilt indicators: useful signals with limits
Shock and tilt indicators can encourage careful handling and flag packages for inspection. They may be labels or devices with thresholds, unique identifiers, timestamps, or electronic records. Their value depends on selection, placement, activation, calibration or quality controls, and an agreed response procedure.
Before shipment, define:
- indicator model and threshold rationale;
- quantity and location;
- serial or unique identifiers;
- activation and baseline photographs;
- who reads the indicator at every custody point;
- what constitutes an exception;
- whether the package should be opened, quarantined, or surveyed;
- how false activation or device damage is handled;
- how records enter a claim file.
An activated indicator is evidence of an event, not automatic proof that the carrier caused product damage. A non-activated indicator is not proof that no damage occurred; vibration, compression, puncture, moisture, or an impact below the threshold can still matter. Inspect the package and machine regardless.
Tilt indicators are especially relevant to tall, high-center-of-gravity cabinets, but they do not replace a stable skid, correct bracing, upright handling instructions, and competent loading. If a cabinet may safely tolerate a limited handling angle, the chosen device and claim protocol should reflect that engineering judgment.
Container and vehicle restraint
A strong crate can still be damaged if it moves inside a container or truck. Blocking, bracing, lashing, friction materials, void management, and load distribution must be designed for the transport mode and regulations. Restraint must act through suitable crate or skid structure rather than decorative walls.
Require a load and restraint plan that shows package orientation, separation, contact points, lashing routes, blocking, and protection from neighboring cargo. Confirm that straps do not abrade artwork or deform panels. Avoid mixing the machine with leaking, corrosive, odorous, or unstable cargo.
Inspect the empty container or vehicle for holes, water, protruding nails, contamination, odor, damaged floors, and defective doors before loading. Photograph its condition, container number, and seal number. Photograph every package and restraint layer before doors close. Record who supervised loading.
This is about securing each packaged machine, not maximizing container count. A dense load that cannot be safely braced or unloaded may cost more than it saves.
Pre-shipment evidence dossier
Claims are easier to evaluate when pre-shipment condition is documented. Build a dossier for each unit or case:
- purchase order, commercial invoice, and packing list;
- serial numbers and package numbers;
- machine test and condition record;
- date-stamped photos or video of all cabinet sides, display, controls, interior, accessories, and power-on test;
- photos of shipping locks, braces, cushioning, barrier bag, desiccant, and sealed crate;
- packaging specification and any test report;
- indicator type, serial number, and pre-shipment state;
- gross weight and dimensions;
- container/truck condition, loading, restraint, seal, and handover record;
- bill of lading or air waybill and delivery instructions;
- insurance certificate/policy and reporting contacts.
Use a consistent naming convention that ties files to machine serial number, crate number, shipment, and date. Store originals in a controlled location accessible even if the receiving employee is unavailable.
Prepare the receiver before the truck arrives
Send receiving instructions before dispatch. Provide a camera, light, inspection form, expected package count, signature authority, quarantine space, tools, claim contacts, and suitable lifting equipment with trained operators. Confirm the carrier’s inspection rules, current deadlines, and claim channels; do not rely on a generic internet rule or improvise lifting from cabinet trim.
Arrival inspection before signing
Before unloading where feasible, photograph the load in the vehicle, package orientation, fallen or shifted cargo, damaged restraints, water, and neighboring freight. Then verify package count, labels, seal information where relevant, and gross external condition.
Inspect every side, top, base, corner, fork opening, band, crate panel, and indicator. Look for punctures, crushed members, cracked skids, broken fasteners, displaced panels, wet stains, mold, rust, re-taping, missing bands, unauthorized openings, and tilt or shock activation. Photograph the package from wide, medium, and close views with identification visible.
If there is visible damage or shortage, write specific exceptions on the delivery receipt before signing. “Crate punctured on right side; lower frame crushed; shock indicator red; one of three cases missing” is better than “damaged.” Do not use “subject to inspection” as a substitute for observed detail. Do not sign a clean receipt when damage or shortage is visible.
Carrier documents and local law govern rights. The FedEx Freight loss-and-damage guide emphasizes inspection, specific notation on the delivery receipt, retention of damaged goods and packaging, and prompt reporting; it also distinguishes visible damage from concealed damage. Other carriers may apply different processes or limits. Follow the actual contract and current carrier instructions.
If damage creates a safety hazard, do not energize, climb on, or move the package unnecessarily. Quarantine it, notify responsible parties, and request a survey or expert inspection.
Unpacking and concealed-damage inspection
External packaging may look acceptable while the cabinet or internal assemblies are damaged. Unpack promptly within contractual and insurance time requirements, but preserve the package and sequence.
Record a continuous or clearly sequenced opening process. Photograph each removed layer before disturbing it. Note brace position, loose hardware, compression marks, moisture, indicator state, and unexpected gaps. Keep labels and fasteners associated with the correct case.
Inspect:
- cabinet squareness, seams, feet, casters, and base;
- display glass, panel, bezel, and mounts;
- control panel, buttons, joysticks, sensors, and guards;
- doors, hinges, locks, and alignment;
- artwork, lighting, marquee, acrylic, and trim;
- internal frame and heavy component mounts;
- wiring, terminals, connectors, boards, and power supply;
- ticket, coin, card-reader, prize, and mechanical assemblies;
- moisture indicators, rust, staining, residue, and odor;
- accessories and spare parts against the packing list.
Do not power a wet, visibly distorted, or electrically suspect machine. Have qualified personnel inspect it. For apparently sound equipment, follow the manufacturer’s acclimatization and startup instructions, then record functional checks across game boot, display, sound, controls, lights, readers, mechanisms, network functions, and error logs.
Concealed damage should be reported immediately through the required channels. The longer the delay and the more packaging is discarded, the harder causation may be to establish.
Build a defensible evidence chain
A useful claim file tells a coherent story from good condition at origin to damage at destination. Include:
- shipment and contract documents;
- proof of value and ownership interest;
- pre-shipment condition and packing evidence;
- handover and tracking records;
- delivery receipt with precise exceptions;
- arrival photos before movement and opening;
- indicator records;
- unpacking sequence;
- serial-number identification;
- inspection or survey report;
- repair estimate, parts list, labor basis, or replacement rationale;
- salvage information and mitigation actions;
- written notices and carrier responses;
- insurance policy/certificate and claim form.
Preserve metadata and originals. Do not edit source photographs; create copies for annotation. Maintain a chronology listing date, time, person, action, and communication. Keep damaged product and packaging until the carrier or insurer authorizes disposal. UPS identifies documents such as invoices, receipts, and other proof of value as supporting claim materials, with requirements depending on the claim. FedEx also publishes claim submission channels and supporting-document expectations. Always check the service and jurisdiction that actually apply.
Carrier claim, cargo insurance claim, and supplier notice
These are related but distinct processes. A claim against a carrier may depend on carriage terms, liability limits, notice, evidence, and proof that loss occurred while in the carrier’s custody. Cargo insurance coverage depends on the policy, insured interest, exclusions, deductible, valuation, voyage, and reporting obligations. A supplier notice may address packaging conformity, pre-existing defect, missing parts, or contractual remedies.
Notify all potentially relevant parties promptly without making unsupported accusations. State known facts, preserve rights, request instructions, and avoid admitting cause before investigation. Ask whether a joint survey is required. Take reasonable steps to prevent further loss, such as moving a wet crate to a safe dry area, while documenting condition first when safe.
Do not repair, discard, return, or sell salvage until authorized where authorization is required. If immediate mitigation is necessary for safety, document why, what was done, and what evidence was retained.
A freight forwarder may help administer documents but is not automatically the liable carrier or insurer. Identify the contractual carrier, intermediaries, policy issuer, claims agent, and time limits at booking—not after damage.
Damage assessment and repair decisions
Separate cosmetic, functional, structural, electrical-safety, shortage, and moisture issues. Obtain a serial-number-specific technical assessment covering observations, tests, restrictions, repair scope, parts, labor, refinishing, retesting, and residual concerns. Do not overstate causation. For moisture exposure, qualified technicians should determine isolation, drying, cleaning, corrosion inspection, and electrical safety checks before power-up. Compare repair and replacement using transport, downtime, appearance, retest, salvage, and insurer or carrier requirements.
Packaging acceptance checklist for the purchase order
Confirm the documented route, packed mass, center of gravity, vulnerabilities, base and fork entries, anchoring, bracing, cushioning, detachable-part restraint, wood rules, moisture barrier, desiccant, corrosion protection, acclimatization, test rationale, pre-shipment photographs, indicator response, vehicle restraint, receiver training, exception wording, concealed-damage workflow, packaging retention, claim contacts, deadlines, deductibles, and required documents.
FAQ
1. Is a wooden crate always better than a pallet?
No. A crate can offer greater side, top, and puncture protection, but performance depends on design, materials, restraint, moisture control, and route. Select packaging from the distribution hazards and machine vulnerability.
2. Does an activated shock indicator prove carrier liability?
No. It documents that its activation condition was reached, subject to device limitations. Liability still depends on product damage, custody, contract terms, evidence, and investigation. Treat activation as a trigger for detailed inspection.
3. Can the receiver sign “subject to inspection” and add details later?
That phrase may not protect the consignee as effectively as precise contemporaneous notation. Record every visible exception on the delivery document before signing and follow the actual carrier’s terms and deadlines.
4. What is concealed damage?
It is product damage not apparent from the external package at delivery and found after opening. Prompt unpacking, sequential photographs, packaging retention, and immediate notice are critical because delayed discovery complicates causation.
5. Should a wet arcade machine be powered on to test it?
No. Isolate it and obtain qualified technical guidance. Energizing wet or contaminated equipment may create a safety risk, worsen damage, and compromise evidence.
6. Which ISTA procedure should be specified?
There is no single answer for every shipment. A packaging professional should select a procedure based on packed weight, shipment mode, handling system, route, and objective. Require the exact procedure, version, conditioning, and acceptance criteria.
7. How long should packaging be retained after damage?
Until the carrier, insurer, surveyor, and other relevant parties authorize disposal or until all contractual evidence obligations are satisfied. Keep the damaged product as well, unless safety mitigation requires documented action.
8. Who files the claim—the buyer, seller, or forwarder?
It depends on the sales contract, transport document, insurance policy, risk transfer, and who has the right to claim. Decide this at booking and list the responsible person and backup in the shipping file.
9. What photographs are most useful?
Use wide images showing location and overall condition, medium images showing the affected package area, and close images showing damage. Include labels, serial numbers, scale, indicators, interior layers, and pre-shipment comparisons.
10. Does cargo insurance replace good packaging?
No. Policies can contain exclusions, deductibles, valuation rules, and mitigation duties. Poor or unsuitable packing may prejudice recovery. Insurance transfers defined financial risk; it does not prevent damage or downtime.
