← BIM, CAD & Digital Design Studio
BIM Coordination Meeting Planner
Generate a coordination calendar with model submission deadlines, agenda templates, and pre-meeting checklists.
Generate a coordination calendar with model submission deadlines, agenda templates, and pre-meeting checklists.
This tool generates a structured BIM coordination meeting schedule aligned with ISO 19650 information management workflows, including model submission deadlines, Navisworks clash review agendas, and multi-discipline attendance planning. BIM managers use it during Design Development and Construction Documents phases to ensure all disciplines submit models before each coordination session.
ISO 19650 establishes a structured information management process in which each appointed party (Architecture, Structure, MEP, Civil, etc.) must deliver a coordinated federated model at defined milestones. The coordination cycle begins with each discipline publishing a native model export (NWC from Revit, IFC from other tools) to a Common Data Environment (CDE) such as Autodesk Construction Cloud or BIM 360. A lead coordinator then federates these models in Navisworks or a similar clash detection platform.
This planner calculates the series of coordination meeting dates between a project start date and CD completion, at weekly, bi-weekly, or monthly intervals. For each meeting it back-calculates a model submission deadline based on the lead time you specify (1–3 days). This gives each discipline team a hard cut-off date to sync, audit, purge, and upload their models before the coordination session.
During the meeting, clash results are reviewed in order of discipline pair: Architecture vs. Structure, MEP vs. Structure, MEP vs. Architecture, and intra-MEP. Each clash is assigned a status (Open, In Progress, Closed) and an owner responsible for resolution before the next cycle.
ISO 19650-1 and ISO 19650-2 define the concepts and delivery phases for BIM-enabled project delivery. In the United States, the AIA E203 BIM and Digital Data Exhibit and the AGC ConsensusDocs 301 BIM Addendum establish contractual requirements for model coordination. Many owners reference the National BIM Standard – United States (NBIMS-US) for Level of Development (LOD) requirements at each project phase.
NFPA 13 and local jurisdictions may require clash-free MEP coordination models before sprinkler shop drawing approval. ASHRAE Guideline 0 recommends commissioning-focused BIM coordination reviews at 90% CD and prior to construction.
Weekly coordination is appropriate during peak clash resolution periods (typically 60–90% CD), while bi-weekly is standard for most project phases. Monthly coordination is rarely sufficient for complex MEP-intensive projects such as hospitals or laboratories, where thousands of clashes can accumulate between cycles.
Model submission lead time should account for file size and upload speeds to the CDE: large structural or MEP models may take hours to export and upload. Three days of lead time is recommended for projects with models exceeding 500 MB. Disciplines with workshared Revit models must allow time for all team members to sync before the NWC export, making the model deadline effectively earlier than the deadline date.
Discipline attendance should be tracked carefully: coordination meetings without a structural engineer or MEP lead present cannot resolve clashes in those systems, wasting the session. Assign a deputy from each discipline for continuity.
Enter the project name, phase, coordination start date, and CD completion date. Select the meeting frequency, day of week, time, and duration that match your project protocol. Set the model submission lead time to reflect your team's upload and review workflow. Check the disciplines that will participate — only checked disciplines appear on the agenda template.
Click Generate Coordination Schedule to produce the full meeting calendar with model deadlines. Use the Copy Agenda button to copy the standard agenda template to your clipboard, then paste it into your meeting invite or project management system. Distribute the Model Submission Checklist to all discipline leads before the first meeting.
Bi-weekly is the industry standard during Design Development and early CD phases. During the final 60–90% CD push, many project teams increase to weekly coordination to clear open clashes before permit submittal. Monthly coordination is generally insufficient for MEP-intensive projects.
Revit users export NWC files using the Navisworks Exporter (File > Export > NWC). The NWC should be exported with the correct clash discipline settings — separate NWC files per discipline (Architectural, Structural, Mechanical, Electrical, Plumbing, Fire Protection) allow the coordinator to control visibility and clash test sets independently.
A CDE is a centralized digital repository where all project information is stored, shared, and managed under controlled access. Common platforms include Autodesk Construction Cloud (ACC), BIM 360, Procore, Bentley ProjectWise, and Asite. ISO 19650 requires a CDE for all BIM-enabled projects to maintain a single source of truth for model files.
Clashes are typically classified as Critical (blocks installation, must be resolved before construction), Major (requires design change but does not block progress), or Minor (cosmetic or tolerance issue). Critical clashes involving structural penetrations, life-safety equipment clearances, or code-required maintenance access should be escalated to the project architect or engineer of record within 48 hours.
The pre-submission checklist ensures each discipline purges unused families, audits and compacts the model, syncs all team members, exports the NWC with correct export settings, uploads to the CDE, and verifies the model represents the current design phase. Skipping any step — especially the purge and audit — can corrupt the federated model or introduce phantom clashes from obsolete geometry.
Try our BIM, CAD & Digital Design Studio
More calculators, simulators, and guides for this discipline.