What happens there
The owner or the architect leads the meeting. They describe the project, the schedule and the bidding rules. Bidders ask questions. Many pre-bid meetings include a walk of the site or the existing building.
Mandatory or optional
The bid documents say which one it is. Look in the invitation to bid or the instructions to bidders. On some public jobs, a bidder who misses a mandatory meeting cannot bid. The rule is usually aimed at the general contractors. Check whether it applies to subcontractors on your job.
Why a subcontractor should go
- You see the site conditions that affect your work.
- You see which GCs are bidding. The sign-in sheet is your list of customers.
- You hear the questions other bidders ask.
- You can meet the GC estimators in person.
- You learn how the owner feels about substitutions and schedule.
What is said out loud does not count
On most projects, only written addenda change the bid documents. An answer given at the meeting is not binding until it is in an addendum. If an answer matters to your price, send the question in writing as well. Then watch for the addendum.
How to prepare
- Read your spec section and look through the drawings first.
- Write down your questions with sheet numbers.
- Bring a tape, a camera and a notebook for the walk.
- Get a copy of the sign-in sheet or look for it in the next addendum.
- Write up your notes the same day and put them in the job folder.
Meeting minutes and the sign-in sheet are often issued with an addendum. Read them even if you attended. The written version is the one that governs.
Bidding and estimating · Updated 11 Nov 2026