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By Brett Burney

July 17, 2007

It doesn't matter if a trial is a block away in a county court house, or across the nation in federal court, setting up a small firm's trial war room requires patience, planning and promptness.

Larger law firms can afford to hire and dedicate staff to handle out-of-town trial support, or hire an outside consulting firm. That's not always the case with small firms, so it's best to start with the basics.

The best-case scenario for traveling out of town is to set up shop in a firm office -- whether it's your own firm or co-counsel's office. That way, you'll have access to most everything you need and can operate in an environment where folks understand the pressure you're under. Without a local law office, you'll have to resort to rented office space or a hotel room.

Establish a relationship with your host as soon as possible, whether it's the local office administrator or the hotel booking agent. You need to know the size of the room and what form of high-speed Internet connection is available so your team can use e-mail and access online document repositories. Don't rely on promises of wireless access from an office or hotel. A good old-fashioned wired router will be the most reliable connection you can get and will provide a first line of security with network address translation.

Laptops are an obvious necessity for a trial team. You may send a separate trial-only laptop (along with a backup laptop) to be used for the actual show, but each attorney and paralegal will need a computer. Sending a desktop or even a server-class machine may also be necessary for hosting documents and video files in the war room.

Send extra laptop batteries and power cords, because those items have a curious way of disappearing. Everything needs power, but there will never be enough wall outlets in a war room to go around. Pack power strips, surge protectors and extension cords.

Your team will insist on printing documents, even if they are relying on an electronic document database. A high-speed laser printer will be the best bet; your team might need full color if they plan to print out exhibits and timelines. (Don't forget paper!)

For a small case, a multifunction machine might serve scanning, printing and copying needs. But if you have a larger team, you might need stand-alone units. Make your printer available on the war room's network; assign it a static IP address or simply purchase a print router.

A scanner will allow your team to create digital documents they need for trial and USB memory keys (aka "thumb drives") will help everyone swap and move files when necessary.

If you don't send a fax machine with your team, at least make sure they have access to one -- you never know when it will be necessary to send or receive a fax. And make sure you've scouted around the area for the closest 24-hour copy shop for those last-minute copy jobs.

A broadband cellular card from Verizon, Sprint, or Cingular will give your trial team more flexibility. The technology is even getting strong enough that they probably can use the card in the courtroom if Internet access is needed.

Last, make sure you send extra batteries and charge cords for your team's mobile phones and PDA/smart-phone devices.

For trial, you will no doubt need a projector, a portable screen, a document camera and speakers. Much of this can be rented (for a pretty fee) from a local supplier, although your team may be unfamiliar with the equipment and you may need to pay for on-site support.

Portable screens such as the Deluxe Insta-Theater (with carrying case) from Da-Lite Screen Company) are wonderful for their portability, but they can still be a little unwieldy to ship and carry.

Your trial team may also need a document camera if it's important to show a physical item. And speakers are necessary if they'll be showing prerecorded witness testimony or other video. You may need an amplifier if a pair of desktop speakers can't get loud enough to fill a large courtroom.

After the trial, your biggest challenge will be getting your equipment back. When a trial is over, the team just wants to get home. The last thing they're worried about is making sure they have every cable and cord packed up.

There is no easy way to ensure the full return of your equipment. Your best bet may be to assign a specific paralegal to the cleanup tasks. Be sure to keep a list of all equipment so the paralegal can monitor equipment return. And don't sweat the small stuff -- if you lose a cable they are easily replaced.

Brett Burney is principal of Burney Consultants, based in Cleveland, and writes a monthly column for ALM's Law.com Technology Center. You may contact him at burney@burneyconsultants.com.