A Practical Guide to BIM and VDC Sessions
In construction, coordination meetings are where design meets reality. Every trade, structural, mechanical, electrical, plumbing, and architectural, must ensure their work fits together before anything is built. This is where BIM (Building Information Modeling) and VDC (Virtual Design and Construction) come in.
BIM is the process of creating and managing digital representations of a building’s physical and functional characteristics. The model is more than geometry, it’s a structured database of components, systems, and relationships that allows everyone to understand how a project fits together.
VDC is the practical application of that model. It combines 3D visualization, data coordination, scheduling, and cost analysis into a single collaborative environment. In other words, if BIM is the model, VDC is how teams use it to coordinate design and construction.
When done well, coordination sessions resolve conflicts before they reach the field, preventing rework and delays. When done poorly, they can become endless meetings with unclear ownership and little follow-through. The difference lies in structure, preparation, and the right tools for collaboration.
At Volanti Displays, we see coordination sessions as opportunities to bring digital collaboration to human scale. Our large-format touch displays turn BIM models into shared decision surfaces, everyone can see the issue, point to it, and leave the meeting with clear next steps.
Structuring a Productive BIM/VDC Coordination Session
A well-run coordination session is built around visibility and accountability. Here’s how to set up and execute one effectively.
1. Define the Purpose and Roles
- Goal: Identify and resolve design conflicts before construction.
- Facilitator: Usually the VDC lead or BIM coordinator.
- Participants: Discipline leads (architectural, structural, MEP, civil), project manager, and sometimes a field superintendent for constructability insight.
2. Choose the Right Tools for the Job
Different functions call for different software, and the right mix will make or break your coordination workflow.
Function | Example Software | Why It Matters |
Clash Detection / Model Aggregation | Autodesk Navisworks Manage, Autodesk Construction Cloud Model Coordination | Federates models from multiple trades and runs clash detection before meetings. |
Issue Tracking & Collaboration | Revizto, BIMcollab Nexus, BIM Track | Tracks issues visually, links them to model elements, and syncs via BCF. |
Model Viewing & Review | Solibri, Bluebeam Revu (for 2D-3D coordination), Procore Model | Helps teams navigate both 3D models and 2D drawings together. |
Using Navisworks or ACC to run clash reports before the session saves time; using Revizto or BIMcollab during the meeting makes decision-tracking more visible and structured. All of them export BCF files, the standard format for issue data exchange across platforms.
3. Classify and Assign Clashes
- Hard clash: Two elements occupy the same space.
- Soft clash: Clearance or tolerance is violated.
- Clearance check: Access or maintenance paths are blocked.
Each clash should be tagged with a responsible trade and a due date for resolution. Tools like BIM Track or BIMcollab make this process traceable, turning coordination discussions into actionable items.
Volanti Session Checklist
A tactile, visual setup, such as a Volanti 4K touchscreen, makes the coordination process more intuitive. Here’s a simple checklist to keep meetings consistent and results-driven:
- Load the latest federated model and relevant 2D sheets (from Navisworks, Solibri, or ACC).
- Display on a large touch interface for group viewing (Volanti Plan Review Display).
- Filter high-risk areas (shafts, risers, corridors, above-ceiling zones).
- Review priority clashes first using Revizto or BIMcollab.
- Assign ownership directly in your issue-tracking platform.
- Export updated BCF issues for follow-up in design tools.
- Capture snapshots or screen recordings of key decisions.
- Summarize outcomes and distribute action items immediately after the meeting.
Frequency and Follow-Up
- Weekly sessions during design development.
- Twice weekly during pre-construction or early field work.
- Short daily huddles for blockers once construction is underway.
Tracking metrics helps keep everyone accountable:
- Issues opened vs. closed per week (trackable in BIM Track or BIMcollab).
- Average days open by trade.
- Most frequent clash categories.
- Progress toward a zero-clash model.
Standard Conventions for Consistency
Establishing simple naming and tracking rules avoids confusion:
- File naming: Project_Stage_YYYY-MM-DD.nwf or equivalent.
- Zones: Level + Grid + Area (e.g., L4-G3-East).
- Issue IDs: TRD-ZONE-SEQ (e.g., MEP-L4G3E-027).
- Statuses: Open, In Review, Approved, Verified in Field, Won’t Fix.
Revizto, BIMcollab, and BIM Track all support custom status lists and structured naming conventions, which makes reporting and exporting far easier across tools.
The Takeaway
BIM and VDC coordination are about visibility, communication, and accountability, all supported by technology but driven by people. When teams can stand together around a clear, shared digital model, decision-making becomes faster, clearer, and more collaborative.
Volanti: the human-scale interface for model coordination.
Everyone sees it, agrees it, and leaves with owners and dates.