Have you recently found yourself searching for a meeting space for your out-of-town deposition, and didn’t know where to start? Or did you make several calls, only to come up empty handed?
There is nothing more frustrating than having to schedule a deposition out of town when you don’t know a single source at your destination. If you begin to cold call around, you will likely find a space, however it may carry an expensive rental rate. Also, the time you spend searching for a room is worth dollars to your firm. Being able to find a conference room at no charge quickly will save you time and your client money. There is no need to spend all of your precious time looking for meeting space.
Try one of these four places the next time you’re looking for a conference room:
1. Call local courthouses.
Many courthouses have extra office spaces that you can call and reserve for taking a deposition or for client conferences. Call ahead and see if they will allow you to reserve one in advance.
2. Check with your vendors.
Your firm likely has an accounting firm or local insurance agency that you use for services. These vendors can be a good source of conference room space. Again, most will be very accommodating and lend you their conference space for free. If they do not have space at your destination, they may have contacts in the area who can help.
3. Ask another law firm if you can use their rooms.
If you refer clients, on occasion, to other law firms in the area, call and ask if you can use their conference room. Most law firms will be happy to oblige provided the room is not already reserved.
4. Ask your favorite court reporting firm to help you.
Many larger court reporting agencies will have conference space available for your use. All you need to do when you call to schedule a deposition is let the agency know you will need to reserve a conference room, and how many people will be attending.
Some larger court reporting firms, such as Brown and Jones, have developed networks of court reporters around the country. Many times the firm can call and find you a conference room at no extra charge. Be sure to provide the number of people who are expected to attend.
At Brown and Jones, we have relationships with court reporters all over the country. We often help our clients find out-of-town conference rooms, often for free. In our own offices we provide complimentary access to our state-of-the-art downtown Milwaukee conference facility at no charge to our clients. And if your deposition is not in Milwaukee, we will call our many friends around the country to find you a conference room in the location to which you are traveling.
Conference Room Requirements
There are a few other features to consider when scheduling a conference room:
Location: You will want to be sure the location is one that is easily accessible to all parties who will be traveling to the deposition. If you or other parties are traveling by air to reach the deposition, be sure to find a meeting space that is close to the airport.
Size of Room: Be specific about how many people will be attending the deposition. You don’t want to show up with eight people only to find out the room you reserved only holds four people.
Reporting Services: If you are also scheduling a local reporting firm to create the official record of the deposition, there are many services you may require. The following is a list of specialized services you may need. Be sure to inquire about the availability of these services before scheduling the deposition:
Legal Videographer
Streaming Video Access
Realtime Reporting
Rush Transcripts
Online Access to Case Documents
Computer Litigation Support