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It is important for the roofing designer to specify pre-roofing conference requirements and work with the contractor to arrange for the conferences at the appropriate times, and to remind the contractor that all parties listed in the specifications should be required to attend. The purpose of the meeting is to review the drawings and specifications to ensure that there is understanding and agreement by all parties. If there are problems with the design or other aspects of the project, the intent is to identify and resolve them prior to commencement of the roofing work. The roofing consultant should prepare minutes of the conference and provide them to the contractor for distribution to the other parties.

The first conference should be held a few or several weeks prior to the start of roofing, depending upon job size and complexity. The second conference should be held just prior to application. The advantage of two conferences is that the first can be held sufficiently in advance of application so that, if problems are discovered during the conference, there will be time to resolve them without delaying construction. Having the second conference just before application also provides an opportunity to verify that unresolved issues from the first conference have been dealt with, and it allows for a second review of critical issues just before commencement of work.

The agenda for both conferences is generally the same. Some items may be briefly covered in the first conference and then discussed more thoroughly in the second, or vise versa. Items that were discussed in detail in the first conference can often be quickly covered in the second meeting with brief mention and referral to the meeting minutes. The following should be undertaken at the conference:

  • Review the salient features of the specifications, including schedule, product delivery, storage, and handling, roof loading, weather conditions, unique or critical items specified in Part 3—Execution of the specifications, and protection of the completed roofing from work of other trades.
  • Review the drawings, particularly the unique or critical aspects.
  • Review submittal problems (for example, items that have not been submitted, or items that have been submitted but rejected).
  • Ensure that the contractor has a copy of the contract documents and approved submittals at the job site, and any changes thereto.
  • Discuss the contractor’s responsibilities regarding notification prior to roofing (for the purpose of alerting the field observer).
  • Establish a line of communication between the field observer and contractor (and other parties that may be involved). If the field observer is not an employee of the architect, also establish a line of communication between the observer and the architect, and establish the extent of the authority that the observer has with respect to interpretation of the contract documents and the handling of unforeseen conditions.
  • Immediately after the second conference, all attendees should review all of the roof deck areas to verify that they are ready for roofing. They should also review the parapets, curbs and penetrations. If a roof area is not ready, a later review of that area should be conducted prior to roofing. If corrective work is required, the corrective work should be reviewed prior to roofing.