Quick site snapshot, in your words

• Tell me in one sentence the primary driver for this technology refresh
• Describe the venue type, seating capacity, and any recent renovations that matter for connectivity and AV
• Give the project stage you are in today, selecting the closest option Options: Schematic design, Design development, Construction documents, Permitting, Construction underway, Punch list / commissioning
• Who on your team is accountable for the technology scope day to day, pick the primary role Options: Team technology director / CTO, Project manager for owner, Head of facilities, General contractor point of contact, Other
• How many events per year does the venue host that typically reach at least 75% seating capacity? Options: More than 50, 20 to 50, 6 to 19, 1 to 5, Seasonal / varies greatly
• In the last year, which fan complaints or operational failures prompted this project? Options: Guest Wi‑Fi poor coverage, Cellular dead zones, Video board reliability issues, Digital signage content failures, Point of sale connectivity problems, Other
• Is there any contractual, ownership, or insurance reason you cannot engage an external integrator for this work? Options: No, external integrator allowed, Yes, owner-only work required, Yes, vendor limitations exist, Unsure / need to check legal

Where the current setup trips you up

• If a single system failure during a game changed season ticket renewals, which system would it be Options: Venue Wi‑Fi, Distributed antenna system (cellular), Main video board, Broadcast connectivity, Point of sale network, Other
• Describe the last time an event suffered connectivity or video failures, what happened and what was the direct impact on operations or revenue
• How often do integrated system faults require on-site emergency fixes during event days Options: Every event, Monthly, A few times per season, Rarely, Never in past year
• Which single recurring failure would convince you to replace a contractor or redesign the scope entirely
• Tell me which audiences are most affected when connectivity degrades, guests, staff, broadcasters, or partners Options: Guests / fans, Venue operations staff, Concessions / point of sale, Broadcast partners, Team / performers, Vendors & sponsors

Change orders and invisible costs

• Estimate the total extra cost change orders added on comparable past projects, as a percent of original technology budget Options: Less than 5%, 5% to 10%, 11% to 20%, More than 20%, Unsure
• List the top three causes of scope change on your last renovation and roughly how many days each added to schedule
• Who typically signs off on scope changes and how quickly do they respond during construction Options: Owner PM within 48 hours, Owner PM within 1 week, Board level approval required, General contractor / coordination first, Varies widely
• When sub-systems needed rework on previous projects, how did that affect your contingency budget Options: Contingency covered it, Contingency exceeded, used owner funds, Project paused until funds approved, We reallocated other scopes, Not applicable
• If early-stage design missed a major inter-trade dependency, what would be the fastest way for the project to stop or stall Options: Structural modification required, Permitting delay, GC refuses to accept RFIs, Budget hold by owner, Other

Hidden approvals, permits, and site risks

• Where does the schedule have a single point of failure that could cancel your event readiness
• Outline any easements, local municipality, or historical preservation restrictions that limit equipment placement or rigging
• Identify the permit holder for each major site permit and whether approvals are complete, pending, or blocked Options: Owner holds permits, approved, GC holds permits, pending, Third party holds permits, blocked, No permits applied yet, Unsure
• Rate the accessibility of service routes and rooftops for large video panels and antenna installs during your preferred installation windows Options: 1 - Very poor, 2 - Poor, 3 - Fair, 4 - Good, 5 - Excellent
• Would a structural or access issue that forces a major cabling reroute be covered by the general contractor, or would you need to reduce scope Options: Covered by GC, Owner would cover cost, We would reduce scope, Depends on the cause, Unsure

Other paths you're weighing

• Name the other vendors, incumbents, or internal teams you are considering Options: Incumbent integrator, New national integrator, Multiple specialty contractors, In-house design and install, GC-managed subcontracting, Other
• Explain which of those options gives you confidence they can avoid a change-order cascade, and why
• Assuming your current contractor could fully manage multi-discipline coordination, would you still consider switching Options: Yes, for better single-source accountability, Maybe, depending on price, No, incumbent satisfactory, Unsure
• Has anyone on your staff proposed handling design and installation internally instead of hiring a single integrator Options: Yes, fully internal, Yes, partial internal with subs, No, always outsourced, Discussion ongoing
• Identify the internal approval or signature needed to sign within 30 days if a proof showed measurable improvement Options: Finance approval, Owner executive sign-off, Procurement contract signature, Board or committee approval, Other

Can the site actually support this work

• What single infrastructure gap would prevent us from starting field work on schedule
• List the third-party systems that must integrate with the new infrastructure and note whether APIs or direct connections exist for each
• Provide the name and role of the on-site owner who will coordinate with the seller and confirm their availability during delivery windows
• Are there any existing vendor service agreements, exclusive carriers, or active warranties that constrain upgrades or require specific OEM partnerships Options: Yes, exclusive carrier agreements, Yes, vendor warranty constraints, No such constraints, Unsure
• Estimate the number of internal engineering hours you can dedicate per month during design and pre-deployment phases Options: 0-20 hours, 21-60 hours, 61-120 hours, More than 120 hours, Will allocate as needed
• By what calendar date must field work begin to keep your event readiness on track

Where success will be judged

• Name the single metric or outcome that would make this project a clear success for your leadership Options: Peak concurrent devices handled, Video uptime during events, Zero critical change orders, On-time first event readiness, Sponsor revenue retention, Other
• Provide the KPIs and pass/fail thresholds you will use to accept the system during commissioning
• Outline the signatories for each milestone and the evidence required at sign-off
• Rate how important on-site support through the first major event is to you Options: Critical, Very important, Somewhat important, Nice to have, Not needed
• Should first-event validation miss thresholds, what single remediation would you require to keep the contract moving forward Options: Immediate on-site remediation at seller cost, Extended warranty period, Performance rebate, Scope rework and retest, Contract termination option

Decision levers and timeline

• What is the one thing that would accelerate your decision to sign within 30 days Options: Clear fixed-price milestone schedule, A successful pilot or proof, Faster delivery window, Favorable payment terms, Internal budget release
• Share your target procurement timeline with key milestones, choose the closest option Options: Decision within 30 days, Decision within 60 days, Decision within 90 days, Longer than 90 days, No target yet
• When will the reference checks and technical reviews be completed Options: Within 1 week, 1 to 2 weeks, 2 to 4 weeks, More than 4 weeks, Not started
• Using a 1 to 5 scale, how ready is your internal team to collaborate in weekly integration meetings during installation Options: 1 - Not ready, 2 - Low readiness, 3 - Somewhat ready, 4 - Mostly ready, 5 - Fully ready
• Can you commit to a decision authority and budget to enable signing within your stated target window if milestones are met Options: Yes, committed, Conditional on additional approvals, No, budget not available, Unsure

• Integrated Technology Walkthrough

• Confirm your current state and its cost
• You confirm the documented current state and quantify the cost or risk it creates for events.
• Provide peak-attendance event metrics and examples of recent incidents where connectivity, cellular, or video failed during an event.
• You agree that the demonstrated integrated topology addresses the stated failure points and reduces change-order and coordination risk.
• Map your event scenarios to an integrated topology
• Share existing network and systems diagrams plus a list of current specialty vendors and known coordination constraints.
• You identify any remaining evidence needed before the seller should finalize scope and commercial assumptions.
• Show how integration reduces change‑order and coordination risk
• Produce a tailored evidence diagram mapping your two event scenarios to the proposed integrated topology and deliver it before the follow-up decision session.
• Draft a risk matrix that highlights typical change-order points across trades and propose mitigation steps tied to the integrated delivery sequence.
• Validate that this aligns with your goals

• Integrated Technology Walkthrough
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Deploy High‑Density Wi‑Fi Access Points
• Install Distributed Antenna System Hardware
• Install LED Video Display Systems
• Deploy Digital Signage Players and Displays
• Install Point‑of‑Sale Network Connectivity
• Install and Terminate Structured Copper Cabling
• Splice and Test Optical Fiber Backbone
• Build and Rack Network and AV Equipment
• Install Power and Grounding for Technology Racks
• Configure IP Network for AV, POS, and Signage
• Integrated Systems Commissioning and Load Testing
• Factory Staging and Pre‑configuration of Equipment
• Deliver As‑Built Documentation and Cable Labeling
• Event‑Day On‑Site Technical Support (First Major Event)
• 12‑Month Warranty Field Service and Ticket Response

Deploy High‑Density Wi‑Fi Access Points

• How many access points (APs) do you plan to deploy per seating bowl or zone? Options: Less than 50, 50-150, 151-300, More than 300
• Which areas require auditorium-grade coverage heatmaps (e.g., concourses, suites, press box)? Options: Concourse, Seating bowl, Suites/boxes, Back-of-house, Hospitality/club lounges
• Do you have a site survey or existing RF heatmap we should use for AP placement? Options: Yes - attach later, No - survey required
• Specify the expected peak concurrent Wi‑Fi clients per AP for design (average and burst) Options: <50 avg / <100 burst, 50-100 avg / 100-200 burst, 100-200 avg / 200+ burst, Other
• Which PoE (power over Ethernet) budget or AP model constraints must we design to (list PoE class or AP model)?

Install Distributed Antenna System Hardware

• How many DAS antenna locations do you anticipate across the venue (provide approximate counts by level)?
• Which cellular carriers require integration or RF acceptance for the DAS headend?
• Do you have existing donor antenna or fiber feeds for carrier backhaul, or must those be provided? Options: Existing donor feed available, Donor feed required
• Indicate the headend room or rack U allocation reserved for DAS RF equipment and power
• Which RF coordination artifacts do you require at handoff (coverage plots, link budgets, antenna azimuth/elevation table)? Options: Coverage plots, Link budget, Antenna installation table, All of the above

Install LED Video Display Systems

• What are the planned display pixel pitch and target resolution for each LED video board?
• Which mounting structure drawings or structural capacity reports are available for display installation? Options: Mounting drawings attached, Structural report attached, Not yet available
• Specify the video input formats and frame rates the LED controller must accept (e.g., 1080p60, 4K60, SDI inputs)
• Where will the LED video processors and media servers be located (rack room, remote control room)? Options: On-site rack room, Remote control room, Distributed cabinets
• What thermal or environmental constraints exist inside each display enclosure (max ambient temperature, IP rating)?

Deploy Digital Signage Players and Displays

• How many signage endpoints do you expect by location type (concourse, suites, hospitality, back-of-house)?
• Which content management system (CMS) will the signage players integrate with, or do you need CMS provisioning? Options: You have a CMS, Require CMS provisioning, Undecided
• Do signage displays require full-motion video at 60 fps, or are static images and HTML overlays sufficient? Options: Full-motion 60 fps, 30 fps sufficient, Static/HTML only
• Which network VLAN or QoS class should signage traffic be assigned to in your IP plan?
• Are there CMS scheduling windows or content refresh-rate constraints we must support (e.g., per-minute, per-hour playlists)? Options: Per-minute, Per-15-minutes, Per-hour, Other

Install Point‑of‑Sale Network Connectivity

• How many POS terminals and payment kiosks will require wired network drops vs wireless connectivity? Options: All wired, All wireless, Mixed - specify counts
• Which payment processor or gateway will the POS devices connect to, and are there IP allowlist requirements?
• Do POS terminals require VLAN separation and PCI DSS scoped network segments? Options: Yes - PCI VLAN required, No - out of scope
• Which terminal models and peripheral devices (pin pads, printers, barcode scanners) must be supported and powered?
• What uptime and failover expectations exist for POS network connectivity during events (RTO/RPO targets)? Options: Hot standby with <5 min failover, Best-effort, Custom - describe

Install and Terminate Structured Copper Cabling

• Which copper cable category is required for each service (AP backhaul, POS, signage): CAT6A, CAT6, or other? Options: CAT6A, CAT6, Other
• How many horizontal cabling drops are required per zone or room (approximate counts)? Options: Less than 50, 50-200, 201-500, 500+
• Which termination standard and test report format do you require (TIA-568, IEEE, vendor-specific) for copper acceptance? Options: TIA-568, IEEE, Vendor-specific, Other
• Do you require shielded twisted pair (FTP/STP) for any runs due to EMI from nearby lighting or scoreboard equipment? Options: Yes - shielded required, No - unshielded OK, Undetermined
• What labeling convention should we use for patch panels and jacks (rack-room naming, port numbering format)?

Splice and Test Optical Fiber Backbone

• Which fiber type is specified for the backbone: singlemode OS2 or multimode OM4/OM5? Options: Singlemode OS2, OM4 multimode, OM5 multimode, Undecided
• How many fiber strands are reserved per service corridor or riser for growth (current and spare counts)?
• Which splice method must be used at field splices (mechanical splice, fusion splice) and do you require splice trays labeled in enclosures? Options: Fusion splice, Mechanical splice, Either with labeling
• What OTDR test acceptance thresholds do you require for each fiber run (max dB loss per splice, reflectance limits)?
• Do you require fiber continuity and end-to-end cert reports delivered in a specific file format (e.g., .sor, PDF)? Options: .sor, PDF, Both, Other

Build and Rack Network and AV Equipment

• How many rack units (U) are reserved per equipment type (network core, AV processors, media servers)?
• Which cable management and vertical PDU mounting standards do you prefer for each rack?
• Do any devices require dedicated 19-inch or 23-inch rack enclosures or custom mounting plates? Options: 19-inch, 23-inch, Custom
• Specify required rack-level grounding and bonding details for equipment racks (single-point ground, grounding bus bar location)
• Who will own rack asset tagging and QR code mapping for inventory and remote support? Options: You will provide owners, We will handle tagging, Shared ownership

Install Power and Grounding for Technology Racks

• Which power feed voltages and phases are available at each rack location (e.g., 120V single-phase, 208V three-phase)?
• What UPS runtime or kW capacity targets must we design to for the network and AV racks? Options: 1 hour, 2 hours, 4+ hours, Custom - specify
• Which PDU types and outlet configurations are preferred (metered, switched, per-outlet monitoring)? Options: Basic PDU, Metered PDU, Switched metered PDU, Per-outlet monitored
• Do you require a separate grounding electrode system or bonding to building ground per electrical drawings? Options: Separate grounding required, Bond to building ground, Confirm with electrical GC
• Are any racks in high-vibration or outdoor-adjacent locations that change grounding or mounting requirements? Options: Yes, No

Configure IP Network for AV, POS, and Signage

• Which IP addressing scheme will you use for AV, POS, and signage VLANs (CIDR blocks or sample addresses)?
• Which VLAN IDs and QoS priority markings must be applied to multicast video, POS, and signage streams?
• Do you require IGMP snooping or PIM sparse-mode for multicast video distribution? Options: IGMP snooping, PIM sparse-mode, Both, None
• Which network monitoring and alerting integrations are required (SNMP traps, NetFlow, syslog destination)?
• What NTP and DNS naming conventions should devices use for event-day synchronization and logging?

Integrated Systems Commissioning and Load Testing

• What acceptance criteria will confirm successful integrated commissioning for Wi‑Fi and DAS (e.g., iperf throughput per AP, number of simultaneous clients with target Mbps)?
• Which load scenarios must we simulate during testing (full-seat attendance, broadcast video streams, POS peaks), and when will those tests be scheduled?
• Who will provide event-like test assets (ticketing load, media streams, mobile clients) and name the on-site owner for test coordination?
• What performance thresholds must be met for video displays during load testing (frame drop rate, end-to-end latency in ms)?
• How will you verify and sign off commissioning deliverables (test reports, recorded sessions, signed acceptance form)? Options: Signed acceptance form, Test report with thresholds met, Recorded test session, Combination

Factory Staging and Pre‑configuration of Equipment

• Which devices must be factory-staged and pre-configured prior to shipment (APs, switches, media servers, LED controllers)?
• Where will factory staging occur and who will accept inventory at the staging facility? Options: Staging at integrator facility, Staging at third-party warehouse, On-site configuration
• Which firmware baseline and software versions must be applied to devices in pre-configuration?
• Do you require configuration backups and a change control checklist with each staged shipment? Options: Yes - include backups and checklist, No - not required
• How should staged equipment be packed and labeled for site deliverability (rack-mount assemblies, per-rack crates, serial numbers documented)?

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Milestone & Payment Schedule
• Acceptance Test Plan & Final Acceptance Certificate
• Warranty & First-Event Support Agreement
• Change Order Agreement
• Trade Coordination Responsibility Addendum
• Insurance & Indemnity Schedule
• Project Governance & Escalation Plan

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Review (around day 90)
• First Major Event Support Debrief (post-event within 2 weeks)
• Quarterly Operational Review

• Publish the event incident log with root-cause notes and target resolution dates.
• Publish the signed acceptance record and remediation tracker to the shared workspace.
• Execute the incumbent decommission checklist and confirm contract or renewal handling where applicable.
• Schedule verification tests for any conditional or remediated acceptance items and set the final close date.
• Event performance summary
• All event-critical incidents are documented with root cause and an agreed resolution plan and timeline.
• Enhancement requests from the event are triaged and scheduled for implementation or deferred with reasons recorded.
• A readiness checklist and verification window for the next major event are agreed.
• Re-confirm success criteria and owners
• Schedule targeted pre-event test windows and on-site support coverage for the next event.
• Add prioritized enhancement requests to the operational backlog with proposed delivery windows.
• KPI trend review
• Confirm whether operational KPIs are trending toward the Solution Scope targets and identify any at-risk areas.
• Ensure all high-severity warranty and support items have agreed resolution dates and verification plans.
• Prioritize the enhancement backlog for the next quarter and schedule necessary maintenance windows.
• Publish the quarterly KPI packet and updated operational roadmap to the shared workspace.
• Close or escalate any warranty items that miss their resolution date and record mitigation steps.
• Schedule the next quarter's maintenance and test windows and confirm the on-site support plan for major events.
• All Solution Scope acceptance criteria owners are named and acknowledged for follow-up.
• Critical open issues are documented with remediation tasks and target completion dates.
• A go-forward validation checklist and date for the First Measurement Review are agreed.
• Distribute the go-live health summary and remediation tracker within 24 hours of the meeting.
• Schedule targeted site walkthroughs or remote diagnostics for each high-priority defect.
• Produce an as-built configuration export and confirm it matches the Solution Scope deliverable list.
• Present first-window KPI data
• Determine which Solution Scope targets are on track and which require remediation before the Acceptance Gate.
• Agree a timebound remediation plan and validation tests that will demonstrate compliance with Solution Scope targets.
• Raise any change-order exposures to be handled in the Commit stage while keeping technical fixes on a separate remediation track.
• Run targeted RF sweep and client throughput tests in identified problem zones and publish results.
• Implement identified configuration changes and schedule a retest window prior to the Acceptance Gate meeting.
• Log any required scope changes for commercial review and attach technical justification and impact estimates.
• Restate acceptance criteria and targets
• Produce a documented acceptance decision that records pass/fail per Solution Scope criterion and captures the buyer's named signatory for accepted items.
• For any failed criteria, agree a remediation plan with firm resolution dates and verification tests.
• Confirm the incumbent system is either decommissioned or formally retained read-only, and that any data migration or archival tasks are scheduled.
• Incident triage and root cause
• Persistent issues and warranty items
• Present outcome data against each criterion
• Root-cause diagnosis for gaps
• Deployment and migration validation
• Enhancement and backlog capture
• Document pass/fail and formal acceptance decision
• Enhancement backlog prioritization
• Confirm remediation plan and timeline to acceptance gate
• Early adoption and usage signals
• Operational readiness calendar
• Blockers and open issues triage
• Update risk register and change-order exposure
• Confirm next-event readiness items
• Remediation plan for failed criteria
• Agree immediate remediation actions
• Incumbent wind-down checklist