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AgendaConstructionProject meetings

OAC meeting agenda

75 minutes 11 blockspro Runs with Pro

The weekly owner-architect-contractor meeting: safety, schedule, RFI and submittal logs, change events and a quick confidence vote on the next milestone.

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Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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75 min · 11 blocks, drawn to scale Fits exactly
  1. Safety: incidents, near misses, upcoming high-risk work, 5 minutes 5
  2. Open items from the last meeting, 5 minutes 5
  3. Schedule: progress against baseline, critical path, look-ahead, 10 minutes 10
  4. Are we on track for the next milestone?, 3 minutes 3
  5. RFI log: overdue answers and RFIs that block work, 12 minutesDiscuss 12
  6. Submittal log: in review, rejected, long-lead items, 10 minutes 10
  7. Change events: PCOs and change orders waiting on a decision, 12 minutesDecide 12
  8. Quality, inspections and permits, 5 minutes 5
  9. Pay application and budget status, 5 minutes 5
  10. Owner items: scope, equipment, move-in and occupancy, 4 minutes 4
  11. New action items, owners, dates and next meeting, 4 minutes 4
019385675 min
  1. +0′Safety: incidents, near misses, upcoming high-risk workTip: Start here every week, even when there's nothing to report. It sets the tone for the whole job.5 minInfo
  2. +5′Open items from the last meetingTip: Number items by meeting and item (for example 14.03) and carry them forward until they're closed, so nothing quietly drops off the minutes.5 minFollow-up
  3. +10′Schedule: progress against baseline, critical path, look-aheadTip: Contractor shows what moved on the critical path since last week and the three-week look-ahead. Float changes get named, not buried.10 minInfo
  4. +20′Are we on track for the next milestone?Is the next milestone on track?Tip: Each party answers. A gap between the contractor's view and the owner's is the conversation to have next.3 minVote
  5. +23′RFI log: overdue answers and RFIs that block workTip: Sort by date needed, not RFI number. Only discuss RFIs that are overdue or holding up work; the rest stay in the log.12 minDiscuss
  6. +35′Submittal log: in review, rejected, long-lead itemsTip: Long-lead items first. A rejected submittal on a long-lead item is a schedule problem, not just a paperwork one.10 minDiscuss
  7. +45′Change events: PCOs and change orders waiting on a decisionTip: For each: scope, cost, time impact and who must decide by when. Record the owner's direction in the minutes, even if it's "proceed and price".12 minDecide
  8. +57′Quality, inspections and permits5 minInfo
  9. +62′Pay application and budget status5 minInfo
  10. +67′Owner items: scope, equipment, move-in and occupancy4 minDiscuss
  11. +71′New action items, owners, dates and next meeting4 minWrap-up

In short

An OAC meeting is the regular progress meeting of the owner, architect and contractor on a construction project. This 75-minute agenda runs safety, schedule, the RFI and submittal logs and change events by exception, adds a quick vote on whether the next milestone is on track, and ends with numbered action items.
Time
75 minutes
People
Owner, architect, contractor, key subs
Cadence
Weekly or every two weeks
Plan
Pro

Updated October 4, 2026

What's inside

By the end of this meeting, owner, architect and contractor have cleared the RFIs, submittals and change decisions that hold up work and agree whether the next milestone is on track. The full agenda is drawn to scale above: every block has its own timer when you run it live.

How to run it

  1. 1Send the RFI log, submittal log, change log and updated schedule a day ahead, and expect everyone to have read them.
  2. 2Run the logs by exception: discuss only items that are overdue, blocking work or waiting on a decision.
  3. 3Use the milestone vote to surface disagreement early. If the owner and contractor answer differently, deal with it now.
  4. 4Record owner directions on change events in the minutes, even interim ones such as proceed and price.
  5. 5Keep the shorter OAC huddle for quick weekly commitments if you use lean methods; this is the full progress meeting.

Questions people ask

What is an OAC meeting?
A regular meeting of the owner, architect and contractor to review progress, schedule, RFIs, submittals, changes and payment on a construction project. It usually runs weekly or every two weeks.
Who runs the OAC meeting?
It depends on the contract. Often the contractor or the architect chairs it and issues the minutes; on some projects the owner's representative does.
What goes in OAC meeting minutes?
Attendees, numbered discussion items carried forward until closed, decisions and owner directions, and action items with owners and dates. Agendiq's summary records decisions and actions as they happen.

Run it with your group

pro
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
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Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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