Deposition Scheduling Checklist

Confirm the Basics First

Most scheduling delays come from missing details, not availability. Before you contact a reporting firm, gather the core facts that define the proceeding so a reporter can be assigned without a second round of questions.

At minimum, have the case caption, jurisdiction, matter number, and the noticing party ready. Confirm the date, start time, and time zone, and note whether the deposition is expected to run a half day, a full day, or across multiple days.

• Case name, number, and jurisdiction
• Date, start time, and time zone
• Estimated length and number of sessions
• Noticing party and firm of record

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Identify the Participants

The reporter needs to know who will appear and in what role. This shapes seating, audio setup, and how appearances are recorded on the record.

Provide the witness name and, when relevant, their title or area of expertise. List counsel for each party, and flag anyone who requires an interpreter, accommodation, or special handling.

• Witness name and role
• Counsel for each party and their firms
• Interpreter or language needs
• Any accessibility accommodations

Location and Format

State whether the deposition is in person, fully remote, or hybrid. For in-person matters, confirm the physical address and who is hosting the conference space. For remote or hybrid matters, identify the platform and who will send invitations.

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Select the Services You Need

Reporting is not one service but several. Deciding early prevents last-minute coordination and ensures the right personnel are booked.

1. Standard stenographic reporting
2. Realtime feed for counsel or experts
3. Legal videography, with or without synchronization
4. Interpreter coordination
5. Remote platform hosting and technical support

If you anticipate reading testimony back during the session or sharing a live feed with a co-counsel offsite, note that when you book so the appropriate equipment is provisioned.

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Exhibits and Delivery

Tell the firm how exhibits will be handled. Indicate whether you will pre-mark, bring hard copies, or share files electronically, and confirm the marking convention you expect the reporter to follow.

Finally, set delivery expectations up front. Specify the transcript turnaround you need, the format for delivery, and who should receive the final product.

• Exhibit handling and marking convention
• Requested turnaround: standard, expedited, or same-day
• Delivery format and recipients
• Billing contact and any special instructions

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A complete request lets a firm assign the right reporter and equipment on the first pass. Keep a standing template of these fields so your team can schedule in minutes rather than emails.