Project Kickoff Meeting Template
Project Name: ______________________ Date: ______________________ PM: ______________________ Attendees: ______________________
Meeting Objectives
- Align all stakeholders on project scope, timeline, and expectations
- Identify potential risks and mitigation strategies
- Establish communication protocols
- Confirm site readiness and coordination requirements
1. Project Overview
Scope Summary
- Review statement of work with all attendees
- Confirm equipment list and quantities
- Clarify what is included vs. excluded from scope
Equipment to be installed:
Key deliverables:
2. Site Information
Access & Logistics
- Site address and specific installation location confirmed
- Parking arrangements for crew and equipment delivery
- Site hours and access restrictions
- Security/ID requirements (REAL ID, clearances, etc.)
- Site contact name and phone number
Site Contact: ______________________ Phone: ______________________
Site Readiness
- Finished floor in place and ready
- Power rough-in complete (verify voltage and circuits)
- Low voltage cabling pulled and terminated
- Conduits installed and properly positioned
- Adequate lighting at installation location
- No conflicting trades or activities during install window
If site is NOT ready, document items and revised timeline:
3. Schedule & Timeline
Key Dates
- Equipment delivery to site: ______________________
- Installation start date: ______________________
- Estimated completion date: ______________________
- Client final walkthrough: ______________________
- Project closeout: ______________________
Installation Sequence
Dependencies (what must happen before we can start):
4. Team & Responsibilities
VidIn Team
| Role | Name | Responsibility | Contact |
|---|---|---|---|
| Project Manager | Overall coordination, client communication | ||
| Lead Technician | On-site installation leadership | ||
| Technician | Installation support | ||
| Subcontractor | [Specify scope] |
Client Team
| Role | Name | Responsibility | Contact |
|---|---|---|---|
| Primary Contact | Day-to-day coordination | ||
| Decision Maker | Approvals, changes | ||
| Site Supervisor | Site access, logistics |
5. Communication Protocol
Regular Updates
- Daily status updates to PM (via text/email/app)
- Weekly client updates (specify day: ______)
- Issue escalation path defined
Escalation Path
Level 1 (Field Issue): Lead Tech → PM Level 2 (Scope/Schedule Change): PM → Client Contact Level 3 (Critical Issue): PM → Client Decision Maker + VidIn Management
Preferred Communication Methods
- Routine updates: ______________________
- Urgent issues: ______________________
- Documentation: ______________________
6. Risk Assessment
Identified Risks
| Risk | Likelihood | Impact | Mitigation Strategy |
|---|---|---|---|
| Example: Site not ready on install date | Medium | High | Verify site readiness 48 hours before; have backup date |
7. Special Requirements
Equipment-Specific Needs
- Specialized tools required: ______________________
- Rental equipment needed: ______________________
- Manufacturer support arranged: ______________________
Site-Specific Requirements
- PPE beyond standard (Type II hard hat, Cut 5 gloves, etc.): ______________________
- Site-specific safety training required: ______________________
- Environmental controls (dust barriers, noise restrictions): ______________________
8. Quality & Acceptance Criteria
Testing Requirements
- Functional testing procedures defined
- Acceptance criteria agreed upon
- Punch list process clarified
Client sign-off required for:
9. Documentation & Deliverables
Required Documentation
- As-built drawings
- Equipment serial numbers and locations
- Network diagrams (if applicable)
- Operation and maintenance manuals
- Warranty information
- Photos of completed installation
10. Financial
Budget Confirmation
- Contract value confirmed: $______________________
- Payment schedule reviewed: ______________________
- Change order process explained
Potential Change Orders
Items that may become change orders:
11. Action Items
| Task | Owner | Due Date | Status |
|---|---|---|---|
12. Next Steps
- Distribute meeting notes to all attendees
- Schedule 48-hour site readiness check call
- Confirm equipment delivery logistics
- Issue pre-departure checklist to installation team
- Schedule mid-project check-in
Meeting Notes
Meeting Concluded: ______________________ Next Meeting: ______________________
PM Signature: ______________________ Date: ______________________ Client Signature: ______________________ Date: ______________________