Quick Introductions: Who's in the Room?

• What's your role, organization, and who else from your team is joining this conversation?
• Which of these best describes why you're exploring a single-source technology integrator right now? Options: New construction, Major renovation, Fan connectivity complaints, Planned video/display upgrade, Architect requested single integrator, Other
• What's the one urgent outcome you'd like solved in the next 90 days?
• Who on your side will be the day-to-day owner for the technology scope during design and construction? Options: Owner/Executive, Team Technology Director/IT, General Contractor rep, Architect/Integration lead, Third-party consultant, Other
• Do you already have a preferred-vendor list or restrictions that would affect subcontracting? Options: Yes—must use existing vendors, Prefer single-source prime, Open to new partners, Unsure / need to check
• How soon do you expect to make a decision on selecting an integrator? Options: Immediately, 1–3 months, 3–6 months, 6–12 months, No set timeline

Are We Just Living With It? — The Real Cost of Bad Game Days

• When connectivity or AV underperforms on game day, what's the real cost to you beyond an angry tweet?
• Describe a recent incident where systems failed or under-delivered: what happened, who noticed first, and how was it handled?
• How often do performance issues occur during events? Options: Every event, Often (multiple times per season), Occasionally, Rarely, Never
• When those issues happen, how are they usually resolved in the moment? Options: Temporary workaround on-site, GC or trade fix later, Formal change order, No resolution/ongoing problem, Other
• What reputational or revenue impacts have you tracked (refunds, sponsor complaints, decreased attendance, app cancellations)?
• If nothing changes and these problems persist for the next season, who will feel the consequences most—and how?

What Nobody Told You About Change Orders

• Has your team underestimated how a single late design tweak cascades into multiple costly change orders? Options: Yes—frequently, Sometimes, Rarely, Never
• Tell us about the last design change during construction—what triggered it, and what was the financial or schedule impact?
• Which systems tend to be most sensitive to late changes on your projects? Options: High-density Wi‑Fi, DAS / cellular, Video displays / scoreboards, Digital signage, Point-of-sale networks, Structured cabling / pathways, Power / grounding / structural
• How do you currently allocate contingency for technology scope changes? Options: GC contingency line-item, Owner-held contingency, Split across trades, No clear contingency, Other
• Who currently has authority to trigger a design-freeze or sign off on late scope changes? Options: Owner, Architect, GC, Technology director, Joint committee / multiple parties, No one designated
• How comfortable would your team be with explicit design-freeze triggers tied to commercial milestones? Options: Very comfortable, Somewhat comfortable, Hesitant, Opposed, Unsure

If The Event Went Flawlessly, What Would That Feel Like?

• Imagine the first sold-out event after completion—what three things happening that day would make you celebrate it as a success?
• Which fan-experience or operational metrics matter most to you? Options: Wi‑Fi throughput / speed, Concurrent connected users, App engagement / transactions, Sponsor impressions / uptime, POS transaction success rate, Broadcast/video uptime, Other
• For each top metric you just selected, what numerical target would you call a win?
• Describe a realistic peak scenario (e.g., halftime, 60k attendees) and what performance you expect from the integrated system.
• How should we validate those outcomes—real-event testing, synthetic load testing in lab, staged dry-runs, or a combination? Options: Real-event testing, Synthetic load testing, Staged dry-runs, Combination of the above, Other
• Who will formally accept final performance and certify readiness for the first event? Options: Owner, Technology director / IT, Architect/engineer, GC, Independent third-party tester, Joint sign-off

Where Integration Usually Breaks — The Most Fragile Handoffs

• If trades continue to operate in silos, what's the single most likely failure mode that will derail schedule or budget?
• Which coordination points have caused the most friction on past projects? Options: Cable routing / pathways, Power and grounding, Structural mounts for displays, Network handoffs between contractors, RF planning and DAS placement, Conduit sleeves and penetrations, Signage content & feed integration
• How do you currently capture and share on-site communications, RFI responses, and change logs between trades? Options: Centralized project platform, Email and PDFs, Daily coordination meetings only, Informal / ad hoc, Other
• Have you faced warranty or liability disputes because responsibility between trades wasn’t clear? Options: Yes—frequent, Occasional, Rarely, Never
• What governance or coordination practice would stop finger‑pointing before it starts?

Are You Betting on Subcontractors or a Single-Source Partner?

• Would you prefer a single accountable partner or multiple specialty contractors—and why might your current approach be costing you?
• What proportion of the technology scope do you expect the integrator to self-perform versus subcontract? Options: Fully self-perform, Majority self-perform, Split evenly, Mostly subcontracted, Unsure
• Which capabilities are must-haves for the integrator to keep in-house to preserve schedule and quality? Options: RF engineering, Network architecture, Video/display engineering, Structured cabling crews, Project management, Commissioning and testing, Procurement/logistics
• How do you evaluate an integrator’s in-house engineering depth versus their ability to manage high-quality subcontractors?
• What concerns would stop you from choosing a single-source integrator today? Options: Loss of competition, Higher upfront cost, Lack of specific trade expertise, Contractual / liability concerns, Prefer GC-managed trades, Other
• If a single-source partner could reduce change-order spend by a conservative percentage, what schedule or financial impact would you expect?

Timing, Access, and Budget — The Hidden Killers

• What is more likely to kill this project: missed access windows, underestimated budget, or unclear approvals—and why?
• Share your critical milestones (schematic, design freeze, mobilization, first install, commissioning) and any immovable dates we must respect.
• What access restrictions or night/weekend work rules will impact staged installations? Options: No night work allowed, Limited night work with fees, Weekends allowed, Holiday restrictions, Full 24/7 access possible, Other
• How firm is the technology budget at high level? Options: Fixed and firm, Target with some flexibility, Flexible with owner approval, Unspecified / TBD
• What are the top procurement lead-times we must factor (examples: displays, antennas, fiber, specialized enclosures) and their usual durations?
• If we needed to compress the schedule, which trade-offs would you accept (cost increase, phased delivery, reduced features) and which are non-negotiable?

Decision Rhythm: Who Decides, How, and When?

• Is there a single decision-maker, or will approvals require a committee that could slow things down? Options: Single decision-maker, Small committee (2–3 people), Large committee (4+ people), Varies by topic
• List the primary stakeholders and their decision authority (owner, technology director, architect, GC, sponsor, finance, legal).
• Which stakeholder typically needs the most evidence or proof before signing off on technical recommendations? Options: Owner, Technology director / IT, Architect, GC, Sponsor / commercial partner, Finance, Legal
• How do you prefer to resolve disputes or conflicting priorities—governance meeting, written change request, or escalation path? Options: Regular governance meetings, Formal written change requests, Escalation to owner/executive, Independent arbiter, Other
• What review cadence and lead time does each decision-maker require for technical submittals or sign-offs?
• Would establishing explicit design-freeze triggers tied to calendar dates or milestones reduce internal friction? Options: Yes, Maybe, Unsure, No

What's a Comfortable Next Step?

• If we proposed a low-risk validation within 30 days, what would make you comfortable saying yes?
• Which quick validation would be most persuasive: site survey + RF model, preliminary BOM & cost estimate, staged demo, or pilot commissioning? Options: Site survey + RF model, Preliminary BOM & cost estimate, Staged demo of systems, Pilot commissioning at a small event, Combination of the above
• What budget authority or internal approvals are needed to greenlight a preliminary study?
• Who must be present from your side for a productive scoping workshop? Options: Owner/Executive, Technology Director / IT, Architect, GC representative, On-site Facilities/Operations, Finance/Procurement, Sponsor rep
• How soon can you schedule a two-hour stakeholder alignment workshop? Options: This week, Next 2 weeks, Next month, Longer than a month
• What would success look like for that initial workshop (decisions, outputs, or artifacts you want)?

Let's Ground This — Project Essentials

• Project name, venue, and best point-of-contact (name, role, email, phone)?
• Which project phase are you currently in? Options: Schematic Design, Design Development, Construction Documents, Early Construction, Late Construction, Commissioning, Post-Event / Retrofit
• Who is the owner/client type for this project? Options: Professional sports team/franchise, University/athletic department, Municipal/City-owned venue, Private venue operator, Commercial developer, Other
• What is the target first-event or system go-live date (or best estimate)? Options: Specific date (enter below), Quarter & year, Event-driven (e.g., season opener), TBD
• If you selected a specific date or have calendar constraints, please enter the date range or explanation here.
• What design documents and artifacts do you already have available? Options: Architectural drawings (PDF), MEP drawings, BIM/Revit model, Existing network diagrams, As-built photos, Vendor equipment lists/serials, RF/DAS studies, None available, Other
• Please paste links or describe where we can access the drawings, models, or repositories (Dropbox, BIM 360, FTP, etc.).

What Keeps You Up at Night About Systems Not Talking?

• When multiple trades went live on past projects, where did integration actually fail—technical mismatch, schedule friction, or human coordination—and why do you think that happened?
• How often have technology elements required change orders because of integration or design clashes? Options: Almost every project, Often (multiple times per project), Occasional (one or two changes), Rare, Never
• Describe a recent situation where two systems could not integrate: what systems, who was involved, and what were the downstream impacts (cost, schedule, fan experience)?
• Which integration gaps historically create the largest budget overruns or schedule delays for you? Options: Conduit/pathway shortages, Insufficient power or UPS capacity, Lack of rack/adjacent space, Fiber backbone capacity limits, Unclear integration ownership between trades, Vendor compatibility/firmware issues, Timing conflicts with other trades, Other
• When these failures occur, how does it typically feel to your leadership team—embarrassing, financially painful, politically risky, or something else? Options: Embarrassing to stakeholders, High financial impact, Operationally risky (event cancellations), Damaging to fan experience and reputation, All of the above, Other

The Plans Lie Sometimes — What's Missing from the Drawings?

• Which critical physical constraints are absent from the drawings but will likely consume time and budget during install?
• Select which infrastructure elements are missing or under-documented in your current plans. Options: Conduit pathways & sizes, Ceiling/void access and grid details, Roof and antenna access points, Dedicated power circuits & UPS locations, Existing fiber backbone maps and counts, Grounding/earthing diagrams, Rack elevations and reserved rack space, HVAC/cooling for comms rooms, Firestopping and penetrations, All items are well-documented, Other
• Are there concealed or legacy systems (old cabling, undocumented splices, abandoned ducts, legacy fiber) we need to know about? Where are they and how were they discovered?
• Do you have federated BIM/Revit models coordinated with MEP and structural disciplines, or are some disciplines missing or out of date? Options: Full federated BIM with coordination, Partial models (some disciplines missing), Single-discipline models only, No BIM available, Models exist but are outdated, Other
• If BIM or models are partial/outdated, which disciplines are incomplete or absent (e.g., MEP, structural, ceiling grid)?

Who Really Holds the Keys When a Design Decision Breaks?

• If we proposed a design change that saves weeks but shifts costs between trades, who has the authority to approve that change immediately—and who is most likely to push back?
• List the primary decision-makers and the type of authority each holds (technical approval, budget approval, schedule approval).
• Which stakeholders must sign off on a design freeze and on subsequent change orders? Options: Owner/Client, Team Technology Director/CTO, Architect, General Contractor, MEP Lead, Structural Engineer, Security/IT, Venue Operations/GM, Other
• Have you experienced disputes between GC and specialty contractors over scope boundaries? Describe one example and its impact on schedule or cost.
• How are coordination conflicts escalated today and is there a required meeting cadence for integration (e.g., weekly tech coordination)? Options: Weekly integration meetings, Daily during critical phases, Ad-hoc as issues arise, No formal cadence, Other
• Who will be our on-site owner for installations and who manages access windows for night/weekend work?

Patchwork Repairs: Tell Us About Past Failures—Unvarnished

• Think of the last time a system failed during an event—what went wrong and who bore the blame?
• Select the failure modes you have experienced in past projects or events. Options: Interference between systems (RF), Coverage dead zones, Insufficient capacity at peak, Cabling faults or incorrect runs, Power or grounding failures, Cooling-related equipment failure, Video/display signal loss or sync issues, POS or transaction failures, Vendor handoff/coordination failure, Other
• For the highest-impact failure you've had, summarize root cause, time to resolution, and estimated cost or reputational impact.
• Were corrective actions documented and added to a lessons-learned backlog we can review? Options: Yes, centralized repository with links, Yes, but informal notes only, Partially documented, No documentation available, Other
• If documentation exists, please paste the link or describe where to find it.
• When failures occurred, were there any safety, regulatory, or contractual implications we should be aware of (e.g., fire-stopping breaches, RF exposure complaints, contractual penalties)? Options: Yes, No, Unsure
• If yes or unsure, please describe those implications and how they were handled.

Performance That Makes Fans Cheer — What Numbers Matter?

• If you judged success by data, what measurable thresholds would make you confident the system works during the first sold-out event?
• Select the performance targets we should design to. Options: Concurrent connected devices per seat/venue, Average throughput per user (Mbps), Peak aggregated throughput (Gbps), Seating bowl coverage percentage at target RSSI, Latency targets (ms), Mean time to repair (hours), Uptime SLA (%), Other
• Provide specific numerical targets where known (e.g., 40,000 concurrent devices, 3 Mbps average per device, 99.95% uptime).
• Describe the event scenarios we should simulate during testing (e.g., kickoff, halftime surge, simultaneous downloads, video streaming zones).
• Which KPIs will you use to judge success after deployment? Options: Throughput (Gbps), Concurrent session counts, Packet loss percentage, Call drop/hand-off rates, Video start-up and buffering rates, POS transaction success/latency, Fan satisfaction metrics, Other

Integration Reality Check — Compatibility, Vendors, and Hidden Risks

• Which vendor choices today risk forcing expensive rip-and-replace work later if not reconciled now?
• Which vendors or legacy systems must remain active (cannot be replaced) during our design? Options: Existing Wi‑Fi vendor/equipment, Current DAS vendor/hardware, Ticketing or POS vendor systems, Broadcast/production vendors, Legacy cabling or fiber infrastructure, None; full replacement allowed, Other
• Are there proprietary interfaces, licensing, or firmware locks that have previously blocked integration? Give examples and the systems affected.
• Do any systems require factory-authorized installers or vendor-specific technicians for warranty compliance? Options: Yes (specify which below), No, Unsure
• If yes, list which systems require vendor-authorized installers and any known constraints.
• Are there contractual constraints that limit design options (warranty tied to a vendor, architect-specified manufacturers, pre-approved subcontractor lists, grant/funding restrictions)? Options: Warranty tied to existing vendor, Architect-specified manufacturer constraints, GC requires pre-approved subcontractors, Funding/grant restrictions, No contractual constraints, Other
• What testing or vendor coordination has already been completed (AP survey, DAS RF study, network capacity model, video signal path checks)? Options: AP/site survey completed, DAS RF/propagation study, Backbone fiber audit, Network capacity modeling, Video/display path validation, None conducted, Other

When Time and Access Are Tight — How Do We Get Stuff Done?

• If we only had night windows or blackout dates, which installation constraints would break the schedule or dramatically raise cost?
• What are your typical site access windows for installation and testing? Options: Daytime (business hours), Night-only windows, Weekend-only access, Event blackout periods with pre-approved exceptions, Rolling access coordinated with GC, Other
• Do you have staging areas, secure storage, or laydown yards available for materials? Describe locations and approximate capacities.
• Which trades require lockstep coordination (e.g., ceiling tile work, electrical shutdowns) and who typically schedules those windows?
• Are there permit, union, security, or insurance rules that will affect who can work onsite and when? Options: Union labor requirements, Security clearances required, Permit lead times, Bonding/insurance clauses, No special rules, Other
• What is your tolerance for noisy or intrusive work during rehearsals or pre-season events? Options: No intrusive work allowed, Limited with pre-approval, Flexible overnight work allowed, Depends on event schedule, Other

Agreeing on Acceptance — How Will We Know We’re Ready?

• What specific, non-negotiable acceptance criteria would cause you to sign off—or to withhold sign-off—on system readiness?
• Which acceptance tests must pass for final sign-off? Options: Integrated load testing under peak scenarios, Live-event dress rehearsal, RF coverage and throughput mapping, End-to-end video/display playback checks, POS transaction stress tests, Interference and coexistence testing, Documentation and as-built delivery, Other
• Who must be present and sign the acceptance certificates (names and roles)?
• What tolerance thresholds will you accept (please provide examples like coverage RSSI, latency, transaction success rate)?
• Do you require a warranty period with on-site support during the first events? If so, which option best fits your expectation? Options: 30 days on-site support, 90 days on-site support, 6 months on-site/remote, Custom SLA (describe below), No on-site warranty required
• If you selected a custom SLA or have specific response time expectations, please describe them here.

Small Bets, Big Confidence — What Quick Wins Should We Start With?

• What's one small discovery deliverable we could produce in the next two weeks that would reduce your biggest risk?
• How quickly can you provide site access or grant document permissions for a focused survey? Options: Within 48 hours, Within 1 week, 1–3 weeks, More than 3 weeks, Access will require coordination with GC/other trades
• Would you agree to a short, facilitated design workshop with architects, GC, and technology leads to resolve high-risk items? Choose preferred format. Options: Half-day on-site workshop, Full-day on-site workshop, Virtual 2-hour workshop, Asynchronous document review with annotated comments, Not at this time
• Who are the key people that must attend that workshop (names and roles)?
• Anything else we should know right now that would change how we prioritize the discovery or which risks we tackle first?

A Quick Warm-Up: Who's in the Room?

• Which role best describes you for this project? Options: Venue Owner / Executive, Team Technology Director, General Contractor / Construction Manager, Architect / Design Lead, IT Manager / Network Engineer, Other (please specify)
• Tell us briefly about the project type and scale (new build, full renovation, targeted refresh) and the venue size.
• What stage of the capital project are you currently in? Options: Concept / Feasibility, Schematic Design, Design Development, Construction Documents, Procurement / Bidding, Under Construction, Post-Construction / Commissioning
• Who will be the primary decision makers for selecting a technology integrator? Options: Owner/Board, Team Technology Director, Architect, General Contractor, Venue Operations, Other
• What timeline pressures are non-negotiable for your team (e.g., first event date, league deadlines)?
• Do you already have an incumbent integrator, vendor relationships, or preferred subcontractors we should know about? Options: Yes — incumbent integrator, Yes — preferred vendors/subcontractors, No existing relationships, Open to recommendations

Are We Solving for Fans—or for the Board?

• When fans walk into your venue on day one after the project, what single reaction from them would make you feel like you nailed it?
• Which outcomes are highest priority for leadership right now? Options: Reliable fan connectivity (Wi‑Fi), Cellular coverage (DAS), Premium video & displays, Operational systems (POS, back‑of‑house), Revenue generation / sponsorship inventory, Safety & comms
• Which KPIs will you use to judge success in year one (pick up to three)? Options: Concurrent device support, Average throughput per user, Video display uptime, POS transaction success rate, Fan satisfaction / NPS, Reduction in support tickets, Time-to-resolve critical incidents
• How much does improving fan experience need to justify this spend versus purely mitigating operational risk or meeting regulatory requirements? Options: Primarily fan experience, Balanced between fan and ops, Primarily operational/regulatory
• Who else inside or outside the organization will push hardest for the project to prioritize revenue-generating features (e.g., video inventory, sponsorship activation)? Options: Chief Revenue Officer, Sponsorship/Partnerships, Marketing/Events, Not a priority, Other
• If leadership had to choose between a flawless network for core operations vs. extra features for fan engagement, which side would they lean toward? Options: Core operations first, Fan engagement first, Both equally, Undecided

What Torments You About Game-Day Technology?

• What persistent technology problems do you find yourselves tolerating that, if fixed, would change how you feel about game day?
• Which of these fan-facing failures have you experienced in the last 12 months? Options: Wi‑Fi outages, Cellular dead zones, Video board downtime, Mobile ordering failures, Payment/ POS declines, Digital signage incorrect content, Other
• How often do these failures materially affect revenue, safety, or public perception? Options: Almost every event, Several events per season, Occasionally, Rarely / one-off
• Tell us about a recent incident that stuck with you — what happened, who scrambled, and what was the fallout?
• When these issues occur, how long does it typically take to restore normal service, and who owns that fix? Options: Minutes (in-house), Hours (in-house + vendor), Days (requires contractor access), Extended / unresolved
• How do these recurring problems make you feel about the venue's readiness for big events? Options: Confident, Cautiously optimistic, Anxious, Frustrated

Where Have Past ‘Fixes’ Actually Failed?

• Why do you think previous technology projects didn’t deliver the outcomes you expected?
• Which of the following breakdowns have you seen between trades or vendors? Options: Scope gaps between integrator and GC, Misaligned cabling and rack infrastructure, Power or HVAC constraints ignored, No single owner for end-to-end testing, Late installs causing rework, Other
• How have design changes during construction historically impacted budget and schedule for tech systems here? Options: Major cost overruns and delays, Moderate rework with manageable cost, Minor tweaks only, Not applicable / first time
• Who typically gets blamed when integration fails—contractor, vendor, architect, or owner? How does that affect future collaboration?
• If you could point to one root cause behind repeated failures (communication, contract, technical spec, schedule), what is it? Options: Poor coordination / governance, Vague or incomplete specs, Multiple competing vendors, Insufficient testing, Budget constraints, Other

If You Could Design the Perfect Fan Moment

• Describe a single fan journey moment (entering, ordering, watching, sharing) that, if flawless, would create a lasting wow.
• Which technologies do you see as essential to deliver that moment? Options: High‑density Wi‑Fi, DAS/cellular enhancement, High-resolution video boards, Digital signage & wayfinding, Mobile ordering & POS, AR/interactive experiences, Other
• What performance targets would make you confident the moment is repeatable? (examples: concurrent devices, avg Mbps per user, display uptime)
• How should degraded conditions be handled so the fan still has a positive experience (graceful fallback behavior)?
• Which stakeholders must be delighted by that moment (fans, sponsors, broadcast partners, operations)? Options: Fans, Sponsors/advertisers, Broadcast/production, Venue operations, Team staff, League/authority
• How would success be visible to the public and linked back to your organization (metrics, stories, sponsor ROI)?

Real-World Constraints That Will Make or Break This Project

• What hard constraints are non‑negotiable (budget cap, access windows, power availability, league deadlines)?
• Which construction access limitations drive the most risk (night work only, no weekend access, phased occupation)? Options: Night work only, No weekends, Phased areas only, Full access but limited staging, Other
• How much existing infrastructure (cabling, racks, power) is reusable, and where are you most uncertain? Options: Mostly reusable, Partially reusable, Mostly new required, Unknown / needs survey
• Are there venue-specific constraints we should know about (heritage building rules, broadcast sightlines, team aesthetics)?
• What contingency budget or schedule buffer do you currently plan for technology scope changes? Options: >15% / >3 months, 10–15% / 1–3 months, 5–10% / weeks, No buffer planned, Undecided
• From your perspective, which single constraint worries you most right now and why?

Mapping Responsibility — Who Owns What?

• If a single integrator owned end-to-end responsibility for tech delivery, how would that change your confidence level? Options: Greatly increase confidence, Somewhat increase, No change, Less confident
• Which of these responsibilities do you expect the integrator to own versus the GC or subs? Options: System design and drawings, Cabling installation, Equipment procurement, Coordination with trades, Commissioning and test plans, Warranty / event support
• Are there any vendors or manufacturer partners you require or prohibit on this project?
• How would you prefer governance and change control work during construction (single point of contact, joint change board, GC-led approvals)? Options: Single integrator POA, Joint change control board, GC-led approvals with integrator input, Owner-managed approvals
• Who will sign final acceptance for each system (IT, Ops, Owner, Third‑party certifier)? Options: IT/Network, Venue Operations, Owner/Board, Third‑party commissioning agent, Other
• If integration issues arise, what escalation path has worked best in past projects?

How Much Change Are You Willing to Accept During Construction?

• If a design change would improve long‑term performance but add short‑term cost and schedule, where would you land? Options: Make the change (long‑term value), Avoid change (protect schedule), Evaluate case-by-case, Undecided
• What dollar or schedule threshold automatically triggers a formal change-order conversation? Options: Any cost increase, ≥5% of tech budget, ≥10% of tech budget, Schedule impact >2 weeks, No formal threshold defined
• How often do design freeze checkpoints happen today, and who enforces them? Options: Regularly scheduled (design review milestones), Ad hoc by owner/architect, No formal design freeze, Other
• What would make you comfortable approving a design freeze for technology systems? Options: Completed site surveys, Signed coordination drawings, Budget alignment, Vendor availability confirmed, All of the above
• Tell us about a past change-order that surprised you—what was missed and what did you wish had happened differently?

What Would Success Look Like After The First Event?

• Imagine the first full-capacity event has just finished—what three results would make you say the project was a success?
• Which acceptance tests or metrics must be documented before you sign off on readiness? Options: Integrated load testing (concurrent users), DAS coverage verification, Video/display calibration, POS transaction testing, Signage content verification, All test results documented
• Who needs training and documentation for handover (ops staff, IT, concessions, security)? Options: Venue Operations, IT/Network Team, Concessions/FOH staff, Security/Emergency, All of the above
• How long of a support/warranty period do you expect after handover, and what level of onsite presence matters to you? Options: 90 days with onsite support, 6 months with periodic onsite, 12 months with dedicated onsite presence, Remote support only
• If problems arise in the first three events, how should remediation be prioritized (safety/ops first, then fan experience, then commercial features)? Options: Safety/ops first, Fan experience first, Sponsor obligations first, Balance by impact
• What reporting cadence and format would make you feel informed and in control post‑deployment? Options: Daily during event week, Weekly for first month, Monthly after stabilization, Ad hoc as issues occur

Next Steps: Decision Triggers and Timing

• What key milestones or approvals would trigger your move from evaluation to engagement (e.g., reference review, design estimate, PSO)? Options: Satisfactory references, Detailed budget estimate, Design package & coordination plan, Commercial terms agreed, All of the above
• Who else do we need to meet with to keep momentum (GC PM, architect, operations lead, finance)?
• What’s your ideal timeline for selecting an integrator and getting to design workshops? Options: Immediately / within 2 weeks, Within 1 month, 1–3 months, Longer than 3 months
• What concerns would make you hesitate to proceed even if the technical approach looks strong?
• Which evidence would most reduce your risk perception—detailed test plans, reference site visits, a guarantee, or fixed-price milestones? Options: Detailed test plans, Reference site visits, Performance guarantees, Fixed-price milestones, Combination
• Would you like us to prepare a focused agenda for a discovery workshop that addresses your top three concerns? If yes, list those three concerns. Options: Yes — add agenda, Not yet

Start Here: Tell Us About This Project in One Line

• In one sentence, how would you describe the core purpose of this project (e.g., full stadium rebuild, scoreboard upgrade + network refresh, retrofit for better cellular)?
• Venue type and scale: Options: Professional stadium (>30k seats), Arena / mid-size venue (5k–30k seats), University stadium, Municipal / community venue, Convention center / multipurpose, Other
• Is this new construction, a major renovation, or an incremental upgrade? Options: New construction, Major renovation, Incremental/refresh, Unknown yet
• Target opening / first-event date (or estimated timeline): Options: Within 3 months, 3–6 months, 6–12 months, 12–18 months, 18+ months, TBD
• Who will be our primary contact for project coordination (name/role)?

If Fans Could Speak, What Would They Demand?

• What would your fans or patrons say is the single biggest technology failure they currently experience at events?
• Which fan-experience outcomes are most important to you? (pick up to 3) Options: High-density Wi‑Fi w/ consistent throughput, Reliable cellular coverage (DAS), Seamless mobile ticketing and POS, Instant replay and scoreboard video quality, Real-time digital signage and wayfinding, Low-latency live streaming and broadcast
• How would you measure a fan-experience win after the first event? Choose the top two metrics. Options: Average Mbps per device, Peak concurrent devices supported, Fan satisfaction/NPS, Number of connectivity complaints, POS transaction success rate, Video/system uptime
• Tell us about a recent event where tech expectations failed—what happened, and how did it feel to your staff and fans?
• If we solved connectivity and display reliability overnight, what subtle benefits (beyond metrics) would you expect to see in operations, sponsorship value, or fan sentiment?

Where Are Integration Gaps Quietly Eating Your Budget?

• Who has historically owned each technology discipline on your projects (Wi‑Fi, DAS, video, signage, POS, cabling) — single integrator, architect spec, GC subcontracts, or vendor-by-vendor? Options: Single integrator (one PM for everything), Architect-specified specialty subs, GC-managed multiple specialty trades, Hybrid (some in-house, some subs), Not sure / varies by project
• When separate contractors are used, where do conflicts most often arise (select up to 3)? Options: Cabling routing and pathway conflicts, Power and HVAC coordination, Mounting points / structural conflicts, Network IP design and segmentation, Schedule handoffs and trade sequencing, Acceptance criteria and who signs off
• How frequently do design changes during construction cause cascading change orders for technology scope? Options: Almost always, Often, Sometimes, Rarely, Never
• Give one concrete example of a past integration failure (what changed, who owned it, and what it cost in time or money).
• If you could eliminate one recurring integration headache, which would it be and why?

What Do Peak Moments Reveal About What We Actually Need?

• During your largest events, what single moment causes the most system strain (e.g., halftime mobile surge, simultaneous scoreboard content push, intermission POS rush)?
• Estimate peak concurrent connected devices we should design for: Options: <5k, 5k–15k, 15k–30k, 30k–60k, 60k+
• Which real-world event scenarios should we model in testing (pick all that apply)? Options: Full-house, kickoff/halftime spikes, Half-house with heavy concession POS, Emergency public-address + network failover, Broadcast uplink + simultaneous streaming, VIP/private suite heavy usage, Event start and exit surges
• What are unacceptable consequences during a peak event (rank top 3 impacts to avoid)? Options: Failed POS transactions, Scoreboard/video blackouts, Massive customer complaints on social media, Sponsor content failures, Loss of emergency comms
• Are you currently tracking any baseline performance data (e.g., historical throughput, complaint logs, RF surveys)? If yes, where is it stored? Options: Yes — centralized logs/analytics, Yes — siloed spreadsheets/reports, No formal tracking, Partial / anecdotal only

Who Really Decides — And Who Gets Left Out?

• If we surfaced a conflict between the architect, GC, owner, and team tech director, whose decision will be final and why?
• Which stakeholders must be engaged in design freeze and acceptance decisions? (select all that apply) Options: Owner/ownership rep, Architect/engineer, General Contractor, Team Technology Director/IT, Venue Operations/FOH, Broadcast partner, Sponsorship/Commercial team
• How do decisions usually get documented—formal change orders, meeting minutes, email approvals, or something else? Options: Formal change orders, Signed engineering memos, Email approvals, Meeting minutes with signatures, Informal/word-of-mouth
• Describe a past decision that stalled the project—how long did it take to resolve, and what was the emotional cost to the team?
• Are there political dynamics or sponsorship obligations we should know about that could affect technical choices or timelines? Options: Yes — critical, Yes — notable but manageable, No

Drawings, Reality, and the Things Nobody Tells You

• Do you have current drawings and as-builts for the venue and existing systems we can access now? Options: Complete set (electronic BIM/CAD), Partial drawings, Paper/as-built only, No drawings available
• Which of these site realities do you already know are constraints? (pick all that apply) Options: Limited cable pathways / congested risers, Restricted power availability, Structural mount limitations, RF interference zones, Limited access windows for installation, Historic preservation / permitting restrictions
• Have previous RF surveys, DAS studies, or Wi‑Fi heatmaps been performed? If so, how old are they and how reliable do you consider them? Options: Yes — recent (<12 months), Yes — older (12–36 months), Yes — outdated (>36 months), No surveys performed
• Tell us about any concealed surprises you’ve hit before (e.g., unexpected conduits, asbestos, undocumented equipment) and how long they delayed you.
• Would you be open to an early site validation (walkdown + targeted survey) to reduce unknowns before committing to major design decisions? Options: Yes — strongly, Maybe — want to understand cost, No — not at this stage

Let's Talk About Money, Risk, and How We Make Tradeoffs

• If a tradeoff were required between 'best-in-class performance' and 'keeping to budget', which direction would you lean and why? Options: Performance-first (long-term value), Budget-first (cost control), Balanced — performance where it matters, Depends on the specific system
• What is your current procurement preference for technology scope? Options: Single-source integrator with design-build, Multiple specialty contractors managed by GC, Owner-managed procurement with preferred vendors, Hybrid (integrator + select subs)
• What change-order governance would you expect to see (choose all that apply)? Options: Defined design-freeze triggers, Not-to-exceed change-order caps, Joint change-review board, Time-and-materials with prior approval, Contingency fund for unknowns
• What commercial concerns keep you up at night when engaging a single integrator (e.g., reliance on subs, liability, warranty scope, commercial transparency)?
• If unexpected scope growth happens, how should cost and schedule risk be allocated to feel fair to all parties?

Acceptance, Testing, and the Moment We Call ‘Ready’

• If an integrated test failed during the dress rehearsal, what outcome would be unacceptable and require delaying the first event? Options: Major scoreboard/video failure, Wide-scale connectivity outage, Critical POS failures, Emergency comms failure, Multiple sponsor deliverables missed
• Which acceptance criteria are non-negotiable for you? (pick up to 3) Options: Pass RF/DAS coverage maps, Throughput per device targets, POS transaction success rate, Video frame-rate / latency targets, Operational handover documentation, Maintenance SLA in place
• Who will sign the certificate of readiness (roles, not names)? Options: Owner rep, Architect/engineer, GC, Team tech director/IT, Venue operations
• How would you like integrated testing to be documented and shared (pick one)? Options: Structured test reports + raw logs, Executive summary + key KPIs, Live dashboard with pass/fail, All of the above
• If we find gaps during commissioning, what remediation window and support model would you consider acceptable (on-site crew, remote support, vendor patches)? Options: Immediate on-site remediation (preferred), Staged remediation with prioritized fixes, Remote fixes first, on-site if needed, Undecided

Momentum: How Decisions Happen and What Next Steps Look Like

• What is the single decision or milestone that would make you feel comfortable moving to the next phase with a single integrator?
• When evaluating integrators, which evidence matters most (rank top 3): past venue case studies, in-house engineering depth, references from GC/architect, warranty terms, or pricing model? Options: Past venue case studies, In-house engineering depth, GC/architect references, Warranty and support terms, Transparent pricing model
• Realistically, when do you expect to select a delivery model (integrator vs multi-subcontract) and why? Options: This month, 1–3 months, 3–6 months, 6+ months, Undecided
• What would make you hesitate to sign with a single-source partner even if the technical case is strong?
• What small, low-risk step could we take next week to build confidence (e.g., site walkthrough, reference call, high-level RF estimate)? Options: Site walkthrough/proof-of-life, Reference visits/calls, High-level budget estimate, Detailed gap analysis proposal, Other