Start with a usable drawing
A dimensioned floor plan or site drawing is ideal. If you do not have one, prepare a clear sketch with the important measurements and identify anything that remains approximate. Mark the areas that need lighting and any areas outside the scope.
Show where fixtures can go
Record existing mounting points and heights. For a building, include ceiling obstructions, racks, and large equipment. For an outdoor site, include poles, property lines, neighboring buildings, and access constraints.
Explain the work or activity
Describe how people use the space and where visibility is most important. Identify operating hours, changes between tasks, and known problems with the current lighting. Provide any project-specific criteria already supplied by the owner or approving authority.
Collect the equipment details
Photos, model numbers, fixture quantities, and control information make a retrofit discussion more precise. If new fixtures are already under consideration, share their specification sheets and photometric files.
Agree on the next decision
Identify what you need from the review: fixture guidance, an initial layout, or a more detailed photometric study. Discuss the deliverables, budget, and schedule before treating an early concept as a final design.