Define the question first
A pilot needs a purpose: workflow assessment, acceptability, clinical research or another clearly described evaluation. Those purposes are not interchangeable and may require different local processes.
Name the clinical sponsor, department and procedure. Agree what decisions the evaluation is intended to support before selecting convenient measurements.
Specify the actual system
Record the headset, software and tactile configuration used. Establish how it relates to the research prototype, who operates it, how training and support work and what happens if the child declines or stops.
Review device handling, cleaning, storage, access to the clinical site and connectivity with the appropriate hospital teams. Do not assume a historical photograph describes current hardware.
Keep information and responsibilities clear
Agree what data is collected, where it goes, who can access it and what is necessary for the evaluation. Public website enquiry forms are not a place to exchange patient records.
Costs, equipment responsibility, governance, stop criteria and follow-up should be explicit. A discussion about a pilot does not itself authorize use.
Define the next decision
At the end, review the agreed outcomes and practical findings. A larger study, a change to the configuration or no further use may all be reasonable conclusions. An evaluation is not a promise of rollout.