The process of scheduling a deposition can have several moving pieces, from counsel’s and the witness’s schedule to arranging for a court reporter, videographer, and/or interpreter. And then there’s finding an appropriate location, organizing exhibits, setting up special services, as well as planning for the necessary technology needed to make the deposition run smoothly. If you’re using a court reporting firm to assist in coordinating the logistics of a deposition, below are some tips and key points to remember when scheduling.

Determine the proper venue

Determining the proper location for your deposition is vitally important. Physical aspects of a deposition location to consider include:

• the size of the space,
• seating availability,
• breakout room accessibility, and
• the proximity to parking or public transportation.

It’s also important to consider the facility’s technology services, such as photocopiers, fax machines, scanners, and wireless or hardline internet connections. It would also be prudent to inquire about any additional cost for heating and A/C control for after-hours access.

Once the location is selected, you’ll need to include the specific information in the Notice, along with the requirement of court reporters, videographers, and/or interpreters.

Transcript and video delivery

The transcript turnaround time varies amongst court reporting agencies. If you know that you’ll need the transcript on an expedited basis, inform the court reporter or the agency as soon as possible. Doing so allows the reporter and the Production team to adjust schedules accordingly to ensure that the transcript is delivered to you on time.

Of course, if you think you might need a rough draft of the transcript, make every attempt to let the court reporting agency know in advance so that a qualified court reporter may be assigned. If a videographer will be present at the depositions, it’s important to be specific about any rush request for the video.

Digital video files are the easiest way to receive video depositions quickly. Many videographers also create DVDs during the deposition, and if you request in advance, they may be able to provide you with a DVD to take home with you.

Request realtime translation

If you would like to receive a realtime feed during the deposition, it is best to provide the request to the court reporting agency at the time of scheduling so that a qualified reporter may be assigned. The reporter will be prepared to transmit local realtime (within the deposition suite), as well as to stream the realtime to a remote location.

Attend depositions remotely

Traveling to depositions is not always convenient. But fortunately, technology easily permits for remote attendance. One of the most popular ways to attend remotely is through a videoconference. Traditional videoconferencing uses dedicated VC units that connect through a static IP address. This is the most reliable way to connect remotely to a deposition.

Another option for remote attendance is via mobile videoconference. Mobile videoconferencing allows remote participants to connect via most any device, including laptops, iPads, or smartphones, similar to Skype or FaceTime, which may be less stable and vulnerable to security breaches. Your court reporting firm can set you up with a mobile videoconference meeting that is both secure and stable.

If seeing the witness is not a priority, often the cheapest method to attend a deposition remotely is to have a conference call number provided, which will allow you to simply connect via phone.

Equipment rental

Your court reporting firm should also be able to provide you with loaner pieces such as iPads, projection units and Elmos, if requested in advance.

Sending exhibits in advance

It’s always helpful to send exhibits in advance of the deposition. Sending exhibits digitally can be the most convenient and efficient way to ensure the exhibits make it to the deposition. If you want to pre-mark exhibits, you can always include that information for the court reporter. But if you need to send original exhibits through a mail service, be sure to always retain a tracking number and confirm the proper receiving address for the exhibits.

Changes in time, venue, or services

Deposition details change all the time. Court reporting firms are generally very flexible, but it is vital to communicate any changes in the deposition time, venue, or services as soon as you know them. This ensures that every deposition starts on time, and it also helps to avoid any unnecessary charges.

There are many service options available when taking a deposition. Knowing your options and communicating your deposition needs are important to ensure that your deposition runs smoothly and that all participants are on time and prepared.