1. Establish the assignment
- Share the trial window, courthouse, department if known and expected length.
- Identify the assigned specialist and the preparation included before court.
- Discuss arrival, setup, travel and any war-room support.
- Name the scheduling contact and document how changes will be considered.
Put the agreed scope in the engagement terms. A date inquiry is the start of a conversation, not a reservation.
2. Identify the working exhibit set
- Agree on confidentiality and file-transfer arrangements.
- Provide the working exhibit list and identify the current file versions.
- Check exhibit IDs, page references and the organization of any existing database.
- List missing, incomplete or unreadable files for follow-up.
Keep confidential exhibits out of an initial availability form. Use the transfer method agreed for the assignment. Make clear who can approve changes to the working set.
3. Organize deposition-video preparation
- Identify source video and the matching transcript.
- Provide counsel’s page-line designations and clearly label later changes.
- Keep counterdesignations and approved playback instructions distinguishable.
- Review clip starts, endings, sound and the intended sequence.
Record which version is current when instructions change. For a fuller description of the preparation involved, see deposition video clips and synchronization.
4. Confirm the room and equipment
- Check current courtroom instructions and arrange access when permitted.
- Identify displays, connection types, audio and the operator location.
- Confirm who supplies, transports and sets up each equipment component.
- List the agreed backup equipment and testing opportunity.
Do not infer the complete setup from a single connector or a description of installed equipment. Discuss the actual path from the presentation laptop to the audience’s display and speakers.
5. Rehearse the presentation workflow
- Retrieve representative exhibits and move between relevant pages.
- Enlarge a passage and check whether it remains readable.
- Play representative video with sound.
- Agree on cues for preparing, publishing and clearing the display.
Include transitions between documents, video and demonstratives. The operator presents at counsel’s direction, subject to the court’s rulings. The rehearsal should expose unclear cues and missing materials before the team depends on them.
6. Agree on revisions and contingencies
- Name the person approving updated presentation materials.
- Choose a clear version label and a way to retire superseded files.
- Confirm how next-day materials reach the operator.
- Discuss how urgent work is prioritized against the remaining preparation.
Identify the backup and handoff arrangements included in the engagement. Additional work and schedule extensions need to be discussed; they are not automatically covered by the original plan.
Use the checklist to scope your trial
Bring the completed items and open questions to an availability conversation. Zajac Trial Group provides trial presentation, exhibit preparation and deposition-video support, with equipment and nationwide travel addressed in the engagement. Share your dates and contact details to discuss the work your team needs.
Before we begin
Questions from trial teams.
Does this checklist set court deadlines?
No. It is a practical preparation aid. Counsel determines applicable deadlines and presentation requirements from the court’s orders and the needs of the matter.
Must every item be complete before contacting you?
No. Share what is known and identify the open questions. The initial discussion can establish the preparation and coordination still needed.
