Installation Site Preparation Requirements
Document Type: Site Preparation Checklist Equipment: General Audience: General Contractors, Facility Managers, Site Coordinators Version: 1.0 Last Updated: February 12, 2026 Owner: John Lang
Purpose
This document outlines the site preparation requirements that must be completed BEFORE the VidIn installation team arrives. Proper site preparation ensures efficient installation, prevents delays, and protects both the equipment and installation quality.
Critical: Failure to complete these requirements will result in installation delays, additional costs, and potential rescheduling.
Pre-Installation Coordination
Scheduling and Access
- Installation date confirmed with VidIn Project Manager
- Site access procedures communicated to VidIn team
- Security clearance requirements provided (if applicable)
- Badge/credential requirements identified
- Parking location and loading dock access confirmed
- On-site point of contact designated and contact information shared
- Installation timeframe coordinated with other trades
- Avoid scheduling during overhead work, welding, or dust-generating activities
Equipment Delivery Coordination
- Equipment delivery date confirmed
- Receiving location identified and accessible
- Loading dock or delivery entrance confirmed
- Path from delivery point to installation location verified clear
- Storage location identified for equipment prior to installation
- Climate-controlled space preferred (avoid extreme temperatures)
- Secure location to prevent damage or theft
- Adequate space for quantity of equipment ordered
Site Conditions and Environment
Work Area Preparation
- Installation area is clear and accessible
- Minimum 10-foot clearance around installation zone
- Debris, materials, and obstructions removed
- Other trade work in immediate area completed
- Environmental conditions suitable for installation
- Temperature between 50°F and 90°F
- Humidity below 80%
- Area is dry (no standing water, leaks, or moisture issues)
- Adequate lighting available at installation location
- Minimum 50 foot-candles of illumination
- Temporary lighting provided if permanent fixtures not yet installed
Safety and Access
- Fire extinguishers accessible and marked
- Emergency exits clearly marked and unobstructed
- First aid kit location identified
- Restroom facilities available for installation crew
- Safe access to electrical panels (if installer coordination needed)
Electrical Requirements
Power Infrastructure
- Dedicated electrical circuits installed per specifications
- Voltage: 110VAC, 20A circuits (standard configuration)
- Circuits labeled and identified in electrical panel
- GFCI protection as required by local code
- Power available at installation location or within 10 feet
- Cable whips installed with adequate length
- Power source verified and tested before installation date
- Electrical panel accessible to installation team (if troubleshooting needed)
Low Voltage Wiring
- Network/data cables pulled to installation location
- Cat6 or better for network connectivity
- Cable labeled with lane number or position identifier
- Adequate slack provided (minimum 6 feet at termination point)
- Access control wiring installed per VidIn specifications
- Card reader cables
- Door contact/REX device cables
- Emergency egress wiring (if applicable)
- All low voltage cables terminated in junction boxes or accessible
- Do not bury cables in walls without access
Conduit and Cable Routing
For Conduit-Based Installations
- Conduits installed per approved layout drawings
- Conduit locations verified against VidIn installation drawings
- Adequate conduit size for cable pull (minimum 1” diameter)
- Conduits cut flush with or below Finished Floor (FF) - For flush mount
- Critical: Equipment sits flush with floor—conduit must not protrude
- Recommend cutting conduit 1/4” below FF surface
- Conduit openings deburred and smooth (no sharp edges)
- Conduits are clear, dry, and free of obstructions
- Pull string or fish tape in place (if cables not yet pulled)
- No water, debris, or concrete inside conduits
- Cable pull completed (if specified in scope)
- Cables labeled at both ends
- Adequate slack at termination points
Cable Management Infrastructure
- Cable trays or raceways installed (if applicable)
- Junction boxes accessible and properly sized
- Cable pathways clear and protected from damage
- Fire-stopping material available for penetrations (per code)
Final Pre-Installation Checklist
48 Hours Before Installation
- VidIn PM contacted to confirm installation date and time
- All site preparation items above verified complete
- On-site contact confirmed available during installation
- Any outstanding issues or concerns communicated to VidIn
Day Before Installation
- Work area swept and cleaned
- Access routes verified clear
- Equipment staged and accessible (if already delivered)
- Utilities (power, HVAC) operational in installation area
- Other trades notified of installation schedule
Morning of Installation
- Final walk-through of installation area
- Verify no overnight changes or obstructions
- On-site contact ready to meet VidIn installation team
- Site access procedures ready (badges, sign-in, parking)
Common Issues That Cause Installation Delays
🚫 Avoid These Problems:
- Unfinished floor → Cannot install until FF is complete and cured
- Conduits not cut flush → Equipment won’t sit properly; requires cutting on-site
- No power available → Electrician must be called before installation proceeds
- Cables not pulled → Installation delayed while cables are run
- Other trades working in area → Safety hazard; installation cannot proceed
- Inadequate lighting → Installers cannot work safely or accurately
- Work area not cleared → Installers spend billable time moving materials
Result of delays: Additional trip charges, labor costs, and project timeline impact.
Communication and Documentation
Required Documentation
- VidIn installation drawings reviewed and approved
- Electrical specifications confirmed with electrician
- Low voltage cabling specifications confirmed
- Any site-specific requirements communicated to VidIn PM
Contact Information
VidIn Project Manager: Name: John Lang Email: jlang@vid-in.com Phone: [Contact PM directly]
Site Contact: Name: ___________________________ Email: ___________________________ Phone: ___________________________
General Contractor: Company: ___________________________ Contact: ___________________________ Phone: ___________________________
Acceptance and Sign-Off
By signing below, the site representative confirms that all site preparation requirements have been completed and the site is ready for VidIn’s installation team.
Site Representative Signature:
Name: ___________________________ Company: ________________________ Date: ____________________________
VidIn PM Acknowledgment:
Name: John Lang Date: ____________________________
Appendix: Quick Reference
Minimum Requirements Summary
✅ Finished Floor installed and cured ✅ Floor flat, level, and clean ✅ Conduits cut flush or below floor level ✅ Power and data cables pulled and accessible ✅ Work area clear with 10-foot clearance ✅ Adequate lighting (50+ foot-candles) ✅ On-site contact available during installation ✅ Site access procedures communicated
Have Questions?
Contact your VidIn Project Manager at least 72 hours before installation if any site preparation items cannot be completed. Early communication prevents costly delays.
Remember: Proper site preparation is a partnership. VidIn provides expert installation, but we rely on you to prepare the site. Together, we ensure a smooth, efficient, and high-quality installation.