Deposition room checklist: before, during and after

When you notice the deposition

Get the room right before the notice goes out. Changing the location afterwards means re-noticing or getting everyone to agree, so a few minutes now saves a round of emails later.

• Confirm the location works for the deponent. In California state cases, the place has to fit the distance rules in Code of Civil Procedure section 2025.250; see where a deposition can be held in California. Other jurisdictions have their own rules.
• Count the people. The witness, defending counsel, examining counsel, counsel for every other party, the court reporter, and any videographer, interpreter or client representative. A standard Depo Pros room seats up to 8 (6 at 611 Wilshire); a Large Deposition Room seats up to 12.
• Decide on video and remote attendance now. A video record needs space for a camera and lighting; remote participants need a display and a microphone that picks up the whole table. Both affect which room you book.
• Hold the room and the reporter together. Check the room calendar, confirm the reporter for the same date and time, then book. You can also ask for a reporter referral when you book the room.
• Put the full address in the notice: street address, suite or floor, city and ZIP, plus the start time and time zone. If anyone will attend remotely, say how the link will be shared.

One to two weeks before

• Confirm the court reporter in writing: date, start time, address, expected length, real-time or rough-draft needs, and transcript turnaround.
• Confirm the videographer, if any, and tell them the room size so they bring the right equipment.
• Book an interpreter if the witness needs one, and add a seat for them.
• Book a client meeting room for witness prep before the deposition, or as a private room for conferring during breaks.
• Plan the exhibits: pre-mark them if that is your practice, decide between paper, electronic or both, and count copies (commonly one each for the witness, the reporter and every attorney).
• Travelling? Ship exhibit boxes ahead. Depo Pros can receive packages at the location for $1 per envelope or package; see mail and package receiving.

Two days before

• Forward the arrival and access instructions from your confirmation to the witness, opposing counsel, the reporter and the videographer. Rooms are by appointment, so those instructions are what tell everyone where to go and how to get in.
• Send the remote link and a dial-in number to remote attendees, and run a short test call from the laptop you will actually use.
• Check parking or transit for the witness. Parking is run by the building or nearby garages and rates vary.
• Reconfirm the start time in the building's time zone with everyone, especially anyone joining from another state.

The morning of the deposition

• Arrive early enough to set up before the witness walks in.
• Arrange the seating: the witness where the reporter can hear clearly and, for video, in front of a plain background; the reporter close to the witness; examining counsel across the table.
• Plug in and test the Wi-Fi, the power at the table, the display for exhibits, and the camera and microphone for remote participants.
• Set out the exhibits, water and a clean pad for the witness.
• Agree on break and lunch timing with opposing counsel at the start.
• Watch the clock. In California, Code of Civil Procedure section 2025.290 generally limits a deposition to seven hours of total testimony, with several exceptions; federal cases follow Rule 30 of the Federal Rules of Civil Procedure, which sets its own limit.

After the deposition

• Hand the original exhibits to the reporter, or follow whatever you stipulated on the record.
• Order the transcript, and any rough draft or synced video, before you leave so the turnaround starts that day.
• Collect your materials. Leave nothing confidential in the room or the wastebasket.
• If the deposition is continued, agree the next date while everyone is still in the room, then book it.

The one-page version

1. Location fits the deponent and the rules.
2. Headcount done; room size chosen (up to 8 or up to 12).
3. Video and remote attendance decided.
4. Room booked; reporter confirmed for the same slot.
5. Notice has the full address, start time and time zone.
6. Videographer and interpreter confirmed, if needed.
7. Prep or breakout room booked.
8. Exhibits marked, copied or loaded; shipped ahead if travelling.
9. Arrival instructions forwarded to everyone.
10. Remote link tested.
11. Morning-of setup and tech check done.
12. Exhibits to the reporter; transcript ordered.

This guide is practical information, not legal advice. Rules on deposition notice, location, duration and remote attendance vary by court and jurisdiction and change over time; check the current rule for your case.