A deposition or mediation can run for most of a day, and the room you choose affects how smoothly it goes. Witnesses need to find you, the court reporter needs power and a clear sightline, and opposing parties may need space apart. For Houston attorneys who don’t have the right room in their own office, or who need a neutral location, here is a practical checklist for booking a deposition or mediation room.
1. Plan for the full day
Under Texas Rule of Civil Procedure 199.5(c), no side may examine or cross-examine an individual witness for more than six hours, and breaks don’t count against that limit. Add time for setup, exhibits, lunch, and conferences, and a single witness can easily fill a full business day. Book the room for the whole day rather than by the hour, and confirm early-arrival access for the court reporter and videographer.
Mediations are similar. Even when the joint session is brief, caucuses and negotiations often run into the evening, so ask about after-hours access before you book.
2. Count everyone who will be in the room
List every participant, then add a margin:
- The witness and defending counsel
- Examining counsel, plus co-counsel or a paralegal
- Opposing parties or corporate representatives
- The court reporter and, if the deposition is recorded, a videographer
- An interpreter, if needed
A conference table that seats eight can feel crowded once laptops, exhibit binders, and recording equipment are on it. For a mediation, plan for at least two rooms, one for each side, plus a place where the mediator can meet with each party privately.
3. Check the layout and the setup
Ask for a room with a single conference table so the witness, counsel, and reporter can all see one another. Confirm that there are outlets close to the reporter’s and videographer’s positions, and ask whether you can adjust the lighting and window coverings for video. A neutral background behind the witness chair helps a video deposition look professional.
4. Confirm the technology for remote participants
Rule 199.1 allows a party to take an oral deposition by telephone or other remote electronic means with reasonable prior written notice, and it is common for at least one attorney or witness to appear remotely. Make sure the room has reliable, fast internet, a display for screen-sharing exhibits, and good audio. Test the connection before the day of the deposition rather than at 8:55 that morning.
5. Protect privacy
Depositions and mediations involve confidential information. Look for:
- A room with solid walls and a door that closes, not a glass-walled space in a busy coworking area.
- A nearby breakout room where counsel can confer with a client privately.
- Staff who greet arriving witnesses and direct them to the right room without discussing the matter.
6. Make arrival easy
A late witness delays everyone. Send participants clear directions, parking instructions, and a contact number ahead of time. If witnesses are traveling from the Texas Medical Center or elsewhere in the city, a location with straightforward parking saves time and frustration.
7. Think about comfort
A long day goes better when water and coffee are available, restrooms are close by, and there is a place to eat lunch. Ask whether catering can be delivered and where it can be set up without interrupting the record.
Quick checklist
- Room booked for the full day, with early access for the reporter
- Seating for all participants, plus breakout rooms for a mediation
- Power, lighting, and a neutral background for video
- Reliable internet and a display for remote participants
- Private rooms with doors that close
- Directions, parking details, and a contact person sent to all parties
- Coffee, water, and a plan for lunch
Meeting rooms in Rice Village
The Village Suites is located at 2525 Robinhood Street in Houston’s Rice Village. Our meeting rooms have been used for client meetings, mediations, and depositions. Rooms can be booked by the hour, and our staff is on site during business hours to welcome guests. If you need a quiet place to prepare beforehand, a day office gives you a private room for the day. Our location is convenient to Rice University and the Texas Medical Center, and our guide to meeting rooms near the Texas Medical Center covers that area in more detail. Directions are on our parking and getting here page.
Frequently asked questions
How long should I book a deposition room?
Plan for a full day. Texas limits each side to six hours of examination per witness, but breaks don’t count, and setup and exhibits add time.
Can a deposition be taken remotely in Texas?
Rule 199.1 allows depositions by telephone or other remote electronic means with reasonable prior written notice. Check the current rules and any court orders that apply to your case.
What should a mediation room include?
At least two private rooms so each side has its own space, plus a room where everyone can meet together if the mediator holds a joint session.
Book your room
To check availability for a deposition or mediation, contact The Village Suites and tell us the date, the number of participants, and your technology needs. We’ll help you choose the right room. For ideas on arranging a room for different kinds of meetings, see our guide to meeting room setups by meeting type.
This article is general information, not legal advice. Always confirm current procedural rules and any orders that apply to your matter.
