Pre-construction conference agenda for a confident start
Most preconstruction conferences follow the same pattern. Everyone gathers, reviews documents, discusses expectations, and leaves.
Three months later, scope boundaries become unclear and the project manager searches through notes trying to find who agreed to handle coordination work. The documentation shows the team “discussed” it but never recorded who owned it.
A preconstruction conference agenda fixes this. When everyone leaves the preconstruction meeting knowing exactly what they’re responsible for, who they report to, and how decisions get made, disputes don’t happen.
Quickly jump to:
- What is a preconstruction conference agenda
- What your construction pre-start meeting agenda must cover
- What does not belong in your construction pre-start meeting agenda
- Benefits of a preconstruction conference agenda
- Free pre-construction meeting checklist
- Start your preconstruction conference on time with Joan
What is a preconstruction conference agenda
A preconstruction conference agenda is the structured outline of topics that need resolution before construction begins. This agenda ensures every stakeholder leaves the meeting with a clear understanding of their responsibilities, the project protocols, and how decisions will be made throughout the build.
What your construction pre-start meeting agenda must cover
Preconstruction conferences need to cover nine areas before work starts. Miss one and you’ll deal with confusion or disputes later.
1. Contract and scope boundaries
Review the contract scope explicitly to prevent the “I thought you were handling that” problem. Document exactly what work each party will perform, identify areas where scope boundaries might create confusion, and clarify how the team will handle borderline items.
The general contractor typically coordinates all work but may not perform every aspect directly. Make those boundaries crystal clear.
2. Roles, responsibilities, and decision authority
Define who makes which decisions and who needs to be consulted versus simply informed. Spell out the chain of command for different issue types.
The superintendent typically handles daily site operations and immediate field decisions. The project manager typically handles schedule changes, budget matters, and owner communications. The architect typically handles design interpretation and material substitution approvals. Document exactly who owns what so your team knows who to contact when issues arise.
3. Communication protocols
Establish how information flows throughout the project. Define which communication method applies to which situation.
Specify that RFIs go through the general contractor to the architect with expected response times documented. Clarify that change order requests require written documentation before any work proceeds. Establish that safety issues get reported immediately to the superintendent and safety manager through direct communication, not email.
4. Schedule baseline and critical milestones
Review the project schedule in detail so everyone understands not just their own work but how their work affects other trades.
Identify critical path items that directly impact project completion. Highlight interdependencies where one trade must complete work before another can start. Document milestone dates that trigger contractual obligations or payments.
5. Safety requirements and site-specific protocols
Review OSHA requirements applicable to the project, site-specific hazards identified during planning, required safety training for all site personnel, and personal protective equipment requirements.
Establish the safety reporting structure. All incidents, near misses, and observed hazards get reported to specified personnel within defined timeframes. Document the protocol for safety violations and the authority the safety manager has to stop unsafe work.
6. Quality standards and inspection procedures
Define acceptable work quality and how the team will verify compliance. Reference specification sections that establish quality standards. Identify inspections required by contract and by local authority. Establish the process for handling work that fails inspection.
Clarify that the general contractor performs ongoing quality monitoring but that subcontractors remain responsible for the quality of their own work
7. Submittal and RFI processes
Establish the submittal schedule early. Subcontractors need to know when submittals are due so they can meet deadlines. The review process needs defined timeframes so submittals move through approval without delay.
Define RFI protocols clearly. All RFIs go to the general contractor with sufficient detail for the architect to provide a complete response. Document that work proceeds only after submittal approval or RFI response.
8. Payment schedules and change order procedures
Cover payment applications, approval timeframes, retainage terms, and final payment conditions during the preconstruction conference.
Establish the change order process in detail. Outline how potential changes get identified, who has authority to approve them, what documentation is required before work proceeds, and how pricing gets established.
Make the “no work without approval” rule explicit. Subcontractors who perform work before receiving a signed change order risk not getting paid for that work.
9. Site logistics
Discuss site access points and hours, material delivery schedules and designated unloading areas, material storage locations by trade, temporary utility locations and usage rules, and parking arrangements for workers and visitors.
Identify any site restrictions that affect operations. Establish cleanup responsibilities and define daily cleanup expectations, final cleanup standards, and who handles debris removal.
What does not belong in your construction pre-start meeting agenda
Preconstruction conferences set up the big-picture protocols but leave the detailed operational work for smaller, focused meetings later.
- Design debates belong in design meetings before contracts get signed. When unresolved design questions remain, postpone the preconstruction conference until those issues get settled.
- Detailed work sequencing belongs in coordination meetings with affected trades only. The preconstruction conference establishes overall schedule milestones but does not map out day-by-day coordination between trades.
- Individual trade scheduling belongs in subcontractor coordination meetings. The preconstruction conference confirms that each trade understands their portion of the overall schedule but does not dive into exactly which days specific crews will be in which areas.
Benefits of a preconstruction conference agenda
Preconstruction conferences prevent problems that cost time and money to fix later. When you establish clear protocols before work begins, disputes get resolved before they happen.
- Eliminates scope confusion. Documenting exactly what each party will do means no one reaches week twelve and discovers two trades both assumed the other was handling critical coordination work.
- Speeds up decision-making. When everyone knows who has authority to approve what, decisions happen immediately instead of going through three rounds of “let me check with my boss.”
- Reduces change orders. Clear documentation of scope boundaries, quality standards, and submittal processes means fewer surprises that trigger change order requests.
- Prevents safety incidents. Establishing safety protocols and reporting structures before anyone sets foot on site creates accountability that keeps workers safe.
- Keeps schedule on track. When all trades understand critical path items and their interdependencies from day one, delays caused by poor coordination drop significantly.
- Creates legal protection. Documented agreements about roles, responsibilities, and processes provide the paper trail you need when disputes arise.
Free pre-construction meeting checklist
We created a comprehensive pre start meeting template that covers every critical topic and provides structure for documenting decisions and commitments. This construction pre start meeting template ensures your preconstruction conference addresses all foundational project elements and produces clear documentation everyone can reference throughout the project.
Download the free construction pre-start meeting template here and run preconstruction conferences that actually prevent problems.
Start your preconstruction conference on time with Joan
Your preconstruction conference brings together owners, architects, general contractors, and major subcontractors for hours of critical discussion. When half the group arrives late because they can’t find the conference room or the space gets double-booked, you lose the time needed to establish clear protocols.
Joan handles the workplace experience so you can focus on the actual meeting:
- Room booking syncs with your existing calendar so everyone sees the same reservation information.
- Desk booking lets traveling project managers and field staff reserve workspace when they come to the office.
- Parking and asset reservations ensure attendees from multiple companies have guaranteed parking spots and access to needed equipment.
- Visitor management streamlines check-in for multiple companies with pre-registration, self-service tablets, and automatic badge printing.
- Workplace digital signage delivers wayfinding directions, meeting locations, and company announcements on ePaper displays or LCDs throughout your office.
Your preconstruction conference sets up the next 12 months of work. Make sure everyone actually shows up on time, finds the right room, and leaves with the documentation they need.
Book a call with Joan workplace specialists and see how we keep your critical meetings running like the rest of your project should.