October marked the first large-scale trial that we have worked on since March. It was our client’s first large scale trial during COVID and involved 30 people coming from around the country. As much as we can plan, there are still unforeseen situations that will arise and we hope our experiences can help others in their first trial during the pandemic.

PPE- check, sanitation procedures- check, testing procedures- check, physical distancing, check. Quarantine requirements – can change daily/weekly depending on your location of the trial and where you are coming from. Will your team be required in court before the trial or like in this case will pre-trial conferences still be held virtually? All of these factored into the arrival dates as well as the setup of technology and office space. Our client secured much more space than usual and opted for a hybrid of large open meeting spaces and individual offices in converted suites. The result was the ability to distance and still be nearby, but also have the space to gather for team meetings and calls. Because of the dual setup, more wiring, monitors, phones, and screens were required than initially thought. Less of the team would be traveling to the courthouse, so arrangements were made for those attending virtually. Overall, everything was more digital than a trial in March of 2020, which puts extra strain and stress on the network and those responsible for it. Communication between the courtroom and those outside remains paramount but to a larger degree. The trial was given a hard deadline, so any missteps would be exacerbated.

Outside of technology and setup, what is one of the most important things – FOOD. Working so hard requires fuel and a recharge. Dealing with team members in suites and meeting space presents some logistical challenges. Food and beverage COVID procedures and limitations provide more challenges. We learned it is possible to create a “safe” snack room. We learned after check-in that the hotel was now able to offer catering in the event space. We learned that In-room dining might not have as many options as they did before, and buffets are not like they used to be. We learned that there is nowhere to eat at the courthouse during a pandemic and only 30 minutes will be provided.

The reality is that the hotels and courthouses are learning at the same time that we are. It is important to ask detailed questions before check-in and before visiting the courtroom so you can get ahead of some of these issues. Ask more “what ifs” as things can change in a day by way of a local mayor or state governor. Try and incorporate as many scenarios into a hotel contract so that you are covered and do not have to try and negotiate after the contract has been signed or after you check-in.

In the end, the trial was a success and our client was very happy. The hotel was able to hire back 35 staff members because of this trial. Although the courthouse has since been shut down, we do anticipate a reopening like many others in the first few months of 2021 and we will even better prepared, which means our clients will be better prepared.