The biggest mistakes we see from flying-in counsel aren't strategic — they're logistical. Wrong adapters. Wrong exhibit format. Showing up expecting us to have a Polycom when they were supposed to bring a laptop. This checklist fixes all of that.
What We Provide at 488 Madison, Suite 1120
Before you pack anything, know what's already waiting for you. You do not need to bring any of the following:
Dedicated 1 Gbps hardwired Ethernet
Available at every seat
Private WiFi network
Password provided on arrival
Large display screen for exhibits
HDMI and wireless casting
Zoom/Teams hybrid setup
Built-in room camera + dual screens
Printer, copier, scanner
Available throughout the day
Exhibit tabs and stickers
Pre-labeled on request
Secure luggage storage
No charge for clients
Catering (if pre-arranged)
Breakfast, lunch, refreshments
What You Must Bring
Technology
Laptop or tablet with your case management software
CriticalYour notes, deposition outline, and document viewer are on your machine. We can't replicate your workflow.
USB-C to HDMI adapter (if your laptop only has USB-C)
CriticalOur rooms have HDMI ports at every seat. If your MacBook or Surface only has USB-C, you need this adapter. We have a few extras, but don't assume availability on a busy day.
Zoom login credentials on your device
CriticalFor hybrid depositions, we provide the room setup but your account controls the meeting. Know your Zoom credentials before you arrive.
Wireless earbuds or wired headset (for hybrid depositions)
If you're monitoring a remote witness while counsel across the table is speaking, you need audio separation. Room speakers are available but earbuds give you cleaner audio.
Phone charging cable + portable battery
All-day depositions drain phones. Outlets are available at every seat, but a portable battery is useful during breaks when you need to step away from the table.
Documents & Exhibits
Exhibits pre-loaded on PDF viewer (not raw email attachments)
CriticalScreen-sharing a PDF viewer is clean and fast. Hunting through email attachments mid-deposition is not. Use a dedicated folder or your case management tool.
Hardcopy exhibit sets (if court rules require paper)
Many SDNY and NY Supreme depositions are now fully paperless by stipulation. Check your deposition notice and opposing counsel's preference before you print 400 pages.
Exhibit sticker labels (your color preference)
We provide standard numbered sticker labels. If your firm uses a specific colored sticker for exhibits, bring your own.
The Zoom Hybrid Deposition Setup
For hybrid depositions — where one or more parties appear remotely via Zoom while others are in-room — our facility is set up to handle this cleanly. Here's what you need to know:
Room provides
- Wide-angle room camera (remote parties see the full table)
- Dual screens: one showing remote participants, one for exhibits
- Room microphone array for clear audio pickup
- Dedicated connection for court reporter realtime feed
You provide
- Zoom host account and meeting link
- Exhibit sharing permissions on your Zoom account
- Laptop with Zoom logged in and tested before arrival
- Consent stipulation for hybrid recording (if required)
Zoom test call: We strongly recommend a 10-minute tech check the evening before or the morning of the deposition. Call us at 877-337-6968 and we can run a live check with you.
Day-Before Confirmation Checklist
Confirm headcount with us — we set seats, water, and exhibits based on party count
Send exhibit list if you want pre-numbered stickers ready on the table
Confirm catering order (breakfast/lunch/refreshments) if pre-arranged
If hybrid: send Zoom link so our tech staff can join the test session
Confirm transit route and expected arrival time — we'll have coffee ready
If realtime reporting: confirm receiving device and encryption preference
If same-day flight: confirm luggage storage — we'll have space reserved
Zoom Deposition Facility, NYC
See our full conference suite capabilities — hybrid deposition setup, hardwired internet, and the Manhattan skyline view.
View Conference SuiteCindy Afanador, RMR CRR RPR CSR
Registered Merit Reporter · 30+ Years NYC Experience
This checklist is built from 30+ years of watching out-of-state attorneys navigate the logistics of Manhattan depositions — and learning exactly where they get tripped up.