Scheduling a Deposition – How to Document the Scheduling
If you are looking to schedule a deposition but are not the scheduling attorney, you must be prepared to provide details on the scheduling attorney, including contact information. The typical contact information required is:
- Name of the scheduling attorney
- The name of the firm
- Physical address of the firm
- Best phone number
- Fax number
- Email address
It’s vitally important that you include this information in the deposition request because the court reporting firm needs to be able to reach the attorney in order to share any news or information that they might receive.
The Notice of Deposition and Case Detail Documentation
Upon contacting the court reporting firm to schedule the deposition, typically you’ll be asked for the case caption, which contains pertinent information, such as the name of the witness, docket number and case name. This information is also included in the notice of deposition, so you should keep it handy. If you do not have the notice of deposition prepared at the time of scheduling, it is critical to send it as soon as you have it ready.
There are several options for the method of delivery, however, email tends to be the most preferred, as it offers several unique advantages. First, the court reporters will immediately receive your notice of deposition, and typically they will confirm that they have received your emailed notice. Alternatively, you may choose to schedule your deposition online, through the court reporter’s website. In this case you simply enter the relevant information, and the court reporting firm will contact you to confirm that they have received your notice.
Scheduling the Proceedings
When scheduling the proceedings, you must provide the following information:
- The name of the deponent
- The chosen location for the proceedings
- The time and date that the proceedings will begin
- Whether there is a requirement to schedule a conference room
Estimated Duration of Proceedings
Most firms will request that you disclose the estimated length of time required for the proceedings. This will help the court reporting firm in scheduling any other depositions, as court reporting firms typically handle many depositions in any given day. If you believe that your deposition may take up the entire day, it is important to notify the court reporting firm, so that they can provide you with a reporter who is available for the number of hours required.
Other Items to Gather
A case description is highly useful to the court reporting firm. If the deposition is going to deal with medical or technical language or other professional jargon, your court reporting firm may choose to send a reporter with more experience in the language spoken by professionals in those fields.
You should consider whether you will need special services from the court reporting firm, such as a videographer, a real-time reporter, streaming video, conference room reservation, an expedited transcription, a speakerphone, online deposition, or an electronic transcript. If any of these services are pertinent to your deposition, make sure you let your court reporting firm know beforehand.
In closing, scheduling a deposition can be an intricate process, especially for new paralegals. Nonetheless, it’s a task that becomes more manageable with time. The key to developing proficiency in depositions is repetition and the sort of foreknowing, that only comes from ‘hands on’ experience.