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Confirm the Core Proceeding Details
Every deposition starts with a handful of facts that define the proceeding. Settling them before you contact a reporting firm allows a reporter to be assigned on the first pass, without a second exchange to fill in gaps.
Confirm the date, start time, and time zone, and clear those with the witness and all counsel. Estimate how long the session is likely to run and whether it may extend across more than one day, since an accurate length estimate helps the firm assign a reporter who can commit to the full proceeding. Note the case name and matter information, and state whether the deposition will be held at a physical location or conducted in a remote or hybrid format.
- Date, start time, and time zone
- Expected duration and number of days
- Physical location or remote / hybrid format
- Case name and matter information
Identify the Participants
Knowing who will appear, and in what role, lets the reporting team prepare appearances accurately and anticipate the size and setup of the proceeding. It also flags early who may need dedicated access or accommodation.
Provide the attorneys for each party, the witness, and anyone attending remotely. Identify experts, interpreters, and any additional participants who may require access to the record or the platform. When the witness or counsel bring specialized backgrounds, a brief note about the subject matter helps the team prepare.
- Attorneys and firms for each party
- Witness name and role
- Remote attendees and observers
- Experts, interpreters, and other participants requiring access
Determine the Services You Need
Reporting is not a single service but several, and each is a separate decision that shapes the personnel and equipment reserved for you. Deciding early prevents last-minute coordination.
Consider whether the matter calls for standard court reporting alone or for additional support such as realtime access, legal videography, remote deposition support, or interpreter coordination. Think through delivery as well: a rough draft for immediate review, or expedited transcript production tied to a deadline. None of these are mandatory, and there is no need to add services a matter does not require. When more than one is needed, they can be coordinated together around a single scheduling request.
- Court reporting and realtime access
- Legal videography and remote deposition support
- Interpreter coordination
- Rough drafts or expedited transcript production
Prepare Exhibits and Supporting Materials
Exhibits handled well keep a deposition moving; exhibits handled poorly stall it. A short amount of preparation makes the record cleaner and the session faster.
Share the deposition notice and, where relevant, exhibits or a plan for how they will be introduced. Provide a list of proper names, technical terms, and unusual spellings so the transcript captures them correctly the first time. For remote or hybrid matters, decide in advance whether exhibits will be shared by screen, a platform exhibit tool, or a secure link distributed to participants.
- Exhibits, or a plan for how they will be handled
- The deposition notice and any relevant documents
- Names, technical terminology, and correct spellings
- A remote exhibit workflow for virtual proceedings
Confirm Realtime and Technology Requirements
Technology is easiest to arrange when it is identified before the proceeding rather than on the day. Realtime feeds, remote participants, and platform requirements all depend on the right setup being confirmed in advance.
If counsel or experts will follow a realtime feed, identify who needs access and on what device. For remote and hybrid matters, confirm the platform, who will host, and how connections will be tested before testimony begins. Noting these requirements early allows the reporting team to provision equipment and verify that realtime, video, and platform access work together without competing for bandwidth.
Set Transcript Delivery Expectations
Delivery is simplest to guarantee when it is requested up front, so the firm can plan resources and commit to a timeline. Turnaround is a scheduling decision, not an afterthought.
Specify whether you need a standard final transcript, a rough draft for immediate preparation, or expedited production tied to a filing or hearing date. Note any special formatting or delivery requirements, along with the recipients for the final product. Whenever possible, discuss these expectations when you schedule rather than after testimony has concluded.
- Standard final transcript
- Rough draft for immediate review
- Expedited production and any governing deadline
- Special formatting, delivery method, and recipients
Planning a proceeding that requires dependable reporting support?
Schedule a DepositionCommunicate Special Requirements Early
Some proceedings carry requirements that benefit from extra lead time. Raising them at scheduling gives the team room to coordinate the right people and equipment.
Flag anything unusual about the matter as soon as you can, including specialized terminology, accessibility requirements, interpreter needs, or complex technical testimony. Note unusual scheduling requirements and any multi-day proceedings so staffing and delivery can be planned across the full engagement. The earlier these details are known, the smoother the coordination.
- Specialized terminology and technical testimony
- Accessibility requirements and interpreter needs
- Unusual scheduling requirements
- Multi-day proceedings
Preparation is what turns a series of emails into a single confirmed booking. Gather the proceeding details, participants, services, exhibits, technology, and delivery needs before you schedule, and the reporting team can coordinate the rest around one clear request.
Need dependable support for your next proceeding? Schedule court reporting and litigation support with ProScribe Legal.
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