What National Court Reporting Agencies Need To Know When Scheduling a Deposition
When scheduling a deposition through a national court reporting agency, there are several important details that must be provided to ensure that the deposition runs smoothly.
The agency will need to know the date, time and location of the deposition. If possible, supply the estimated duration. Should arrangements need to be made for the location of the deposition, provide the general location of the witness and the number of people who will be in attendance. This will allow the scheduler to find a venue that is both convenient and comfortable.
Be sure to let the agency know of any special needs for the deposition, such as videography, videoconferencing, real-time, speaker phone access, translators, etc. You should never assume that a conference room will be equipped with a phone jack or WIFI. If you need it, ask for it!
Give the witness(es) name(s) and whether they are lay or expert witness(es), along with the case caption and the trial date (if known). Be prepared to scan and email a copy of the notice of deposition or the subpoena, for the court reporter’s reference.
The scheduler will need the name, physical address, phone number and email address of the person to whom the invoice for services rendered should be directed. At the very least, this person will be responsible for the minimum attendance fee. The person making the call to schedule the deposition will usually serve as the point of contact, so be ready to supply your name, direct line and email address. Most agencies send out the initial confirmation by email and then follow up with a final confirmation email 24 hours prior to the deposition date. It is always a good idea to be aware of the agency’s cancellation policy.
It is imperative that the agency be forewarned if the scheduling party anticipates expedited delivery of the deposition transcript and/or video. This will allow them to schedule a reporter who is capable of quick product turnaround.
When parties set up coverage of a deposition by videoconference, the scheduler will plan a test run between all participating locations. Contact information must be supplied along with the IP address(es) of the videoconference equipment. The test run will be performed well in advance of the deposition date. This will allow any problems to be addressed and taken care of by the reporting agency.
Court reporting agencies are equipped with electronic calendar systems which not only hold all of the important information needed to produce top-notch transcripts, but also allow them to stay abreast of scheduling conflicts, scheduling changes and up-to-date confirmation information.
Gone are the days when attorneys and legal assistants spent hours locating and contacting stenographers, videographers and videoconference technicians only to have conflicts and miscommunications obliterate their efforts. When clients are prepared and well informed, depositions are easily scheduled through a court reporting agency, on a nationwide basis, by simply making one phone call.