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Trial Planning can be very stressful if your organization has not prepared correctly. It takes a great deal of time and planning to carry out all the tasks needed to make a war room successful, whether it be at a hotel or even a client's/local counsel's office. We have come up with some helpful tips & tricks should your organization be headed that direction in the near future.

When thinking of trial, it's important to keep these four topics in mind, Planning, Preparation, Execution and Shut-Down.

Planning
Planning is the single most important function regarding a trial. Trial's just don't come up, they are usually in the judge's docket for months if not a year in advance. When you know both sides, your side and opposition are head in different directions, it's safe to start the ball rolling on planning in case trial is actually going to happen. It's important think about all this things as you prepare.

• Location - Where is the trial to take place and do you have an office in that location or will the team have to stay at hotel and war room created.
• Dates - Dates should include arriving before trial and staying after for final filings after the trial has concluded.
• Set-up of Technology - Will the war room be at a hotel or in client/co-counsel's office
• Equipment - What equipment will be needed such as computers, printers, office furniture rentals, etc.   If you're using rental companies to deliver items, make sure you get all parties involved to come up with a process ahead of time.    This should also be planned out for postal deliveries that may be coming to the location and the point of contact on delivery.
• Who is going to the trial (Trial Contact List) - A full trial list should include everyone that you think will be on-site.   That includes all vendors and hotel personal regarding services.
• Internet Connection - Will you be using the hotel's/client/co-counsels) connection.     Keep in mind, if your pulling your own internet line into the hotel that needs to be planned out 30-45 days in advance with the internet provider and location for all approvals.      These also require contracts to be signed.
• Team needs Off-site - What special needs to do you think will come up while being away from the office. Will vendors be needed for print over flow projects or special needs such as messengering items to the other side.
• Trial Vendors - will your firm or organization need a vendor to create and present the materials at the court room.
• Data Needs - Will the team be accessing a trial database technology or documents that are commonly shared on a network drive. If "yes", make sure the teams that support those are aware and that those files accessed or also copied to an external hard drive for ease of use outside the organization.
• Technical Personal On-site -  Will your organization be bringing someone to put the war room together or will you be training someone from the legal team to handle these tasks and essentially  become the technical person on the ground for the team regarding IT related issues with computer/printers.   If a vendor is hired, make sure they're working closely with your IT department ahead of time.
• Court Room Planning - Make sure the court room individuals assigned to your case are aware of your arrival and needs while in court during the day.
• Paper Shredding - Make sure you bring a shredder or have a service to ensure all documents are properly disposed of.
• Shipping needs – It can be helpful to determine where things can be shipped to and from in advance. Some hotels charge exorbitant rates to receive packages.

Preparation
Once you have down all your homework on planning, preparation needs to start occurring. The idea is that you can be ahead of the arrival date so everything goes smoothly. Here are some helpful tips on Preparation.

• Arrivals - Have a clear idea on when everyone plans to arrive to the site. It's safe to plan ahead so your technical person is on the ground days in advance so that when the trial team arrives, they can work and maximize their time.
• Deliveries - Make sure all your deliveries are scheduled and planned out in advance with the location. Make sure boxes are clearly labeled and contacts on the ground are aware of packages arriving.
• War Room Set-up - Make sure all technologies are connected and tested for optimal performance. It's imperative that all the equipment is tested to ensure tasks such as network connectivity and printing are addressed.
• On-Going Needs - If you're using off-site vendors for assistance, make sure you do a one-one meeting in person so you know the person and that they understand the urgency of needs face t face.
• Tip Sheet - Create a tip sheet for routine tasks that may come up such as Printer names or Technical tasks that are rapidly asked. This will eliminate common questions that you know will come up.
• Create a Call List - Should something break or not function properly, have a call/email list available that you can submit to the team.
• Awareness - Make sure your local IT or Litigation Personal are aware of all important dates/times so tasks don't become emergencies. Creating a trial calendar with all important tasks will ensure effective use of time and manage expectations.

Execution
Now that Planning and Preparation have taken place, Execution should be seamless. Often, by creating check-lists on due dates will ensure all tasks are met on time and planned accordingly. Here are some helpful tips to carry this part out.

• Master Tracking List - Create a tracking list that covers all the physical items and personal that are going to be going with the team going to trial.
• Conduct Meetings - Have trial planning calls and meetings to ensure everyone is on board with the trial strategy and vendors assisting the team.
• Surroundings - Plan ahead on knowing the location on how the team is going to function off-site.
• Personal - Know the roles ahead of time and who is doing what to support the team.
• Contracts - Make sure all contracts are signed and contacts are listed.
• Testing - Make sure everything is tested on the ground and if something should fail you have a tracking sheet on how to properly address with the teams involved.
• Security - Make sure you coordinate in the evenings the room being locked and making sure the materials in the room are secure.

Shut-Down
Once everything is completed and all final filings have taken place, it's safe to do a case shut-down. This involves the team making everyone aware that the case is over for the time being.

• Tear-Down - Taking all the equipment down from the room and ensuring it's properly packed up for shipment. It's best you identify everything you brought ahead of time and ensure everything is accounted for when you do the final teardown.
• Rentals - Make sure you coordinate with all your vendors on equipment pick-ups or possible rentals.
• Follow-ups - It's important to make sure you properly inform all parties you're working with that the case is completed for the time being. During this time you can address praise or any issues that need further review.
• Outcome - Regardless of the outcome, it's important to put the war room in the same condition as you did when you arrived. Make sure all items are properly labeled for shipment and that everything is accounted for before you leave.
• Invoices - Make sure you work with the vendor on the final invoices to ensure everything is accounted for regarding final payments and signoffs.