First Architect Meeting | What to Expect

The first meeting with an architect shapes your entire project. A productive consultation establishes mutual understanding, identifies challenges early, and sets the foundation for successful collaboration. Here’s how to prepare and what to expect.

Before the Meeting

Preparation significantly improves consultation value.

Documents to gather:

Title deed or purchase agreement for land
Site survey if available
Any existing drawings or plans
Photographs of the site from different angles
Local planning information if known
Inspirational images (Pinterest boards, magazine clippings, photos of buildings you like)

Information to prepare:

Your budget range (realistic total including land, design, permits, and construction)
Timeline expectations (when you want to move in)
Space requirements (rooms needed, approximate sizes)
How you live (daily routines, entertaining, working from home)
Special requirements (accessibility, home office, elderly family members)

Questions to write down:

Any concerns about your site or project
Unclear aspects of the building process
Specific features you want to discuss
Budget or timeline questions

What the Architect Will Ask

Expect thorough questioning to understand your needs.

About your project:

What type of building do you need?
How many bedrooms and bathrooms?
What common spaces are important?
Any special function rooms (office, gym, studio)?
Indoor-outdoor living preferences?

About your lifestyle:

How many people will live here?
How do you typically use your current home?
Do you entertain? How often, how many guests?
Do you work from home?
Any hobbies requiring special space?

About your preferences:

What architectural styles appeal to you?
Modern or traditional?
Open plan or defined rooms?
Materials you like or dislike?
Light preferences (lots of glass vs. cozy)?

About your constraints:

What is your total project budget?
When do you need to occupy the building?
Are there any non-negotiable requirements?
Any known site constraints?

Why you need an architect explains how architects use this information to protect your interests.

What the Architect Will Explain

Expect information about process, fees, and approach.

Their design process:

How they approach new projects
Phases of design work
Client involvement at each stage
Typical timeline for design phases
How decisions are made

Fees and engagement:

Fee structure (percentage, fixed, hourly)
What’s included in fees
Payment schedule
Additional consultants needed
Expenses beyond professional fees

Project specifics:

Initial observations about your site
Regulatory considerations
Potential challenges they foresee
Preliminary thoughts on approach
Realistic budget assessment

Working relationship:

Communication methods and frequency
Who would handle your project
How changes are managed
Construction phase involvement

Questions to Ask

Gather information to evaluate the fit.

About their experience:

Have you done similar projects?
Can I see relevant examples?
What challenges did those projects face?
What’s your experience with Bulgarian regulations?

About your project:

What do you see as the main challenges?
Is my budget realistic for my requirements?
What timeline should I expect?
What could go wrong?

About working together:

How would you handle our project?
How often would we meet?
How do you handle disagreements?
What do you need from me?

Practical matters:

When could you start?
Who would I work with day-to-day?
How are fees calculated?
What’s the next step if we proceed?

Red Flags to Watch For

Some behaviors suggest potential problems.

Concerning signs:

Not listening to your requirements
Dismissing your budget as unrealistic without explanation
Unable to explain their process clearly
No relevant project experience
Promising unrealistic timelines or costs
Pressure to commit immediately
Vague about fees or scope
Poor communication during scheduling

Positive indicators:

Asks thoughtful questions
Listens more than talks initially
Honest about challenges and limitations
Clear explanation of process and fees
Relevant experience demonstrated
Enthusiasm about your project
Organized and professional

Site Visit Expectations

Many first consultations include site visits.

What architects observe:

Orientation and solar aspects
Topography and drainage
Access and parking
Views and privacy
Neighboring buildings
Vegetation and landscape
Potential constraints

What you might discuss on site:

Building positioning options
Outdoor space relationships
View opportunities
Privacy concerns
Access and circulation

Site visits reveal much that photos and descriptions cannot convey. Budget time for thorough site exploration if applicable.

After the Meeting

Following up properly advances the relationship.

Immediate actions:

Send any promised documents or information
Thank them for their time
Note your impressions while fresh

Evaluation:

Did they understand your requirements?
Did their experience seem relevant?
Was communication comfortable?
Were fees and process clear?
Can you imagine working together for months?

Next steps if proceeding:

Request formal proposal if not provided
Confirm scope and fees in writing
Sign engagement letter
Pay deposit if required
Schedule design kickoff meeting

If uncertain:

Meet other architects for comparison
Ask follow-up questions
Request additional portfolio examples
Consider compatibility carefully

How to choose an architect provides comprehensive selection guidance.

Making the Most of Consultation

Maximize value from this important meeting.

Be honest: Share real budget constraints, lifestyle needs, and concerns. Architects cannot help if they don’t understand the real situation.

Be open: Your initial ideas may not be the best approach. Be receptive to professional suggestions.

Be realistic: Champagne dreams on beer budgets create frustration. Honest budget discussion enables practical solutions.

Be prepared: Arriving with information and questions shows respect for everyone’s time and enables productive discussion.

Be decisive: If you like what you hear, say so. If you have concerns, raise them. Clear communication from the start predicts project success.

Free vs. Paid Consultations

Architects offer different consultation models.

Free initial consultations:

Typically 30-60 minutes
General discussion of project
Explanation of services
Limited specific advice

Paid consultations:

More comprehensive review
Specific site or design analysis
Preliminary feasibility assessment
Written summary may be included

Both approaches are legitimate. Free consultations suit straightforward projects where fit assessment is the primary goal. Paid consultations suit complex situations requiring substantive professional analysis.

Starting Your Project

A successful first consultation begins a productive professional relationship. Coming prepared, asking good questions, and honestly sharing your requirements creates the foundation for a project that meets your needs.