When Should Capture Happen?
Schedule capture when the required surfaces are accessible and their condition is suitable for the intended production use. Work backward from the receiving team’s review and media milestones, while allowing for processing and agreed corrections.
Coordinate with the Venue
Identify the person who can approve access and confirm the permitted working window. A museum, attraction or operating venue may have visitor schedules, collection restrictions, escorted access or areas that cannot be disturbed. Put those conditions into the brief so the capture team can assess the practical scope.
Share available plans and photographs, including routes into the space and areas where equipment can be positioned. Let the venue and capture team agree appropriate working arrangements. This guide helps organize the brief; the responsible teams still determine the site-specific procedures.
Capture the Condition the Team Needs
Clarify whether the project needs an existing-condition reference, a fabricated component before installation or the completed show set. A scan made before a scenic alteration may remain useful for context but may not describe the final projection canvas. Make that distinction visible in the milestone plan.
- Which surfaces must be complete before capture?
- What temporary objects or visitor activity could obscure them?
- Which site changes are expected before media review?
- Who decides whether a change requires an updated reference?
Leave Room for Review
Delivery is one milestone; receiving-team acceptance is another. Reserve a review window to check scope, coordinate placement, usable detail and known gaps. Confirm when the creative and AV teams can begin dependent work, and how a later revision will be communicated.
Start with Plan Your Capture, then use the handoff guide to define what the receiving team will review.
Further Reading
Disguise: museum capture and production planning case study; Leica Geosystems: planning a capture workflow.