Setting up Your War Room Effi ciently and on Time

Transcription

1 Setting up Your War Room Effi ciently and on Time 10 Tips for Stress-Free Planning 1

2 Planning your trial move shipments and setting up your War Room takes a great deal of planning, coordination, and communication with many different vendors. By doing research and asking the right questions, you can minimize unforeseen events and your stress! Here are some helpful tips to ensure that your War Room is set up efficiently and on time: 1. Research Your Transportation Options Make sure your shipping provider can accommodate all your shipping requirements: packaging, actual war room set up, courthouse deliveries, furniture and equipment rentals, document filing and retrievals, as well as same-day and overnight shipments for last minute emergencies. 2. Visit the War Room Site Before Set Up A member of your IT and litigation team should visit the hotel or office space to see what the space can accommodate, and what you may need to set up your computers, printers, phone lines, etc. 3. Make a War Room Floor Plan Creating a floor plan is key to ensuring your war room is set up quickly, efficiently, and with all the technology you need at your disposal. It will help expedite the set up process. 2

3 4. Meet With the Hotel Manager Discuss important issues such as space layout, hard wire versus wireless networking, phone lines, and any other special requests. Ask what the hotel will provide and what you should rent, such as a refrigerator, copy equipment, furniture, TV and audio equipment. 5. Determine Telecom and Internet Requirements You will need to plan and set up internet connections, private lines, and private connections from local telecommunication companies or ISP s. Check with hotel management to see if your equipment is compatible with their systems. 6. Coordinate With Your IT Team Work with your IT team to develop a systematic approach to shipping all the equipment that you will need. Send extra power cords and batteries for computers and cell phones. Check with hotel management to see if your equipment is compatible with their equipment. 7. Know the Surrounding City Area of Your War Room Determine the location of the nearest 24-hour copy center, office supply store and restaurants that can deliver food. Research reputable local car services to transport the staff to and from the trial. 3

4 8. Before You Ship, Ask the Building, Hotel or Property Management for Critical Move-In Details Do you need to make reservations to use loading dock/freight elevator? Ask building or property management to see if you need a certificate of insurance for moving in. If your war room is in a hotel, check with concierge for any pick-up/delivery requirements. 9. Packing and Organizing Your Shipment - Prioritize boxes by importance if space is an issue, keep important boxes on a cart so they can be moved with ease. - Line up all other boxes along the perimeter of the war room with labels facing out. - Tape all boxes securely for transportation and security. Ask your shipping provider for help if needed. - Keep boxes in custodial order for easy access. - Know the contact information for the point of contact at pick up and delivery locations. - Specify pickup and drop-off location details if there is more than one shipment, know the arrival time of the shipments so that they don t interfere with each other. 10. Final Details - Ship your own hand trucks, as they will come in handy for moving personal boxes inside the war room. 4

5 - Fill the delivery truck with any necessities that will save time and money, and make the staff more comfortable: water, supplies, favorite snacks and drinks, favorite furniture pieces and pillows. - If the war room is not at a hotel, do you want personal items dropped off first? About Quick International Courier From same day and overnight priority shipping, to government agency filing projects, to full logistics services for trial moves and War Room set up, our team of legal experts is available 24/7/365 to customize a shipping solution that meets your deadlines and budget. We can arrange rush delivery for boxes of documents and display boards, computers and equipment, suitcases and wardrobe boxes and more to anywhere in the U.S. or throughout the world. We can even pick up briefs and documents from your printer, no matter where they are located, and deliver them right into your hands. Quick Legal Logistics United States Europe Asia dca_legal@qintl.com 5

6 War Room Set Up Check List Transportation Options Can your shipping provider accommodate: Packaging and labeling Actual War Room setup and break-down Technology logistics Courthouse deliveries Furniture and equipment rentals Document filing and retrievals Same-day and overnight shipments War Room Accomodations Check what equipment is available and what needs to be rented Check computer setup requirements and compatibility Check telecom and internet setup requirements and compatibility Create War Room floor plan Surrounding Areas 24-hour copy center Office supply store Restaurants that can deliver food Local black car services

7 Preparing for Arrival Shipment Make reservations to use loading dock/freight elevator Certificate of insurance Check hotel pick-up/delivery requirements Packing and Organizing Your Shipment Prioritize boxes by importance Line up all other boxes along the perimeter of the war room with labels facing out Tape all boxes securely Keep boxes in custodial order for easy access Include contact information for pick-up and delivery locations Include pick-up and drop-off location details Final Details Set different arrival times of multiple shipments Include your own hand trucks Include water, supplies, favorite snacks and drinks, favorite furniture pieces and pillows in the delivery truck

8 War Room Accomodations Available equipment: Equipment to rent: Technical and telecom requirements: _