Laser scanning is one of the most efficient and accurate ways to capture the as-built conditions of a building. Whether you're planning a renovation, an addition, or a facilities documentation project, the quality of the data you receive depends heavily on how well the site is prepared before the crew arrives. At Laser Scan Chicago, we've scanned hundreds of buildings across the metro area, and we've seen firsthand how a little preparation goes a long way.
Clear Obstructions Before Scan Day
The scanner captures everything in its line of sight: including clutter that may obscure walls, columns, floor surfaces, and mechanical systems. Before the team arrives, walk through the space and remove or relocate:
- Portable equipment, carts, and storage items blocking walls or corridors
- Furniture that can be pushed aside without disrupting operations
- Boxes, pallets, and temporary materials staged in hallways or mechanical rooms
- Vehicles parked inside warehouse bays or garages
You don't need a spotless environment: scanners work in occupied, working spaces every day. But the less obstructed the geometry, the fewer scan positions are needed, which translates directly to faster fieldwork and a cleaner deliverable.
Plan for Full Access
Every room, shaft, rooftop, and crawlspace that needs to appear in the final model must be physically accessible on scan day. Access issues are one of the most common causes of scope gaps and return visits, so it pays to plan ahead.
Keys and Lock Combinations
Coordinate with building management to ensure all locked spaces are accessible. Electrical rooms, mechanical penthouses, stairwells, and rooftop equipment areas are frequently locked and frequently missed. Compile a list with the responsible party well before the scheduled date.
Elevator and Vertical Access
For multi-story buildings, confirm that freight or service elevators are available for moving scanning equipment between floors. If the building has a goods lift or restricted service corridors, notify the scanning team in advance so they can plan their movement through the building efficiently.
Lighting Considerations
Modern laser scanners are largely independent of ambient light: they emit their own laser pulses: but lighting still matters for two reasons. First, the scanner also captures photographic imagery for colorized point clouds and documentation photos. Second, extremely dark spaces can cause visual reference issues for the field crew.
Turn on all available lighting throughout the building, including utility corridors, basements, and mechanical rooms. If an area has no permanent lighting, ask the scanning team whether they'll bring supplemental lights or whether temporary fixtures should be arranged in advance.
Communicate with Building Occupants
Scanning is non-invasive and safe, but an unexpected crew with tripods and equipment can disrupt a workplace if tenants or staff aren't forewarned. Send a brief notice to all occupants at least 48 hours before the scheduled scan, covering:
- The date and approximate time range
- Which areas will be accessed
- That the work is non-invasive and will not disrupt utilities
- A contact name for questions
In occupied office environments, it helps to ask employees to stay seated or out of active scan areas for a few minutes at a time as the crew moves through. Minimizing foot traffic in scan zones reduces "ghosting" artifacts in the point cloud caused by people walking through the laser's field of view.
What to Expect on Scan Day
A typical laser scanning crew from Laser Scan Chicago will arrive with one or more tripod-mounted scanners, a tablet or laptop for field processing, and registration targets. Each scan position takes between two and fifteen minutes depending on the scanner model and resolution settings.
The crew will move systematically through the building, placing the scanner at intervals that ensure adequate overlap between adjacent scans. They may ask to briefly clear a room or hold foot traffic for a minute: this is normal and keeps data quality high.
Once fieldwork is complete, data is processed into a registered point cloud and delivered in your requested format: ReCap, E57, or directly into a Revit or AutoCAD model. Most projects are turned around within a few business days of the site visit.
Ready to Schedule?
Good preparation makes the difference between a smooth one-day capture and a costly return visit. If you have questions about how to prepare your specific building type: whether it's a high-rise, an industrial facility, or a historic structure: contact Laser Scan Chicago before scan day. We're happy to walk through the site conditions with you and make sure everything goes smoothly.