EmCee Research handles all the logistics when hosting a mock jury. Our team does this regularly and we distilled the day-of requirements to a science.
Our Checklist:
Facility and logistics
- Venue access confirmed for all rooms (presentation, observation, deliberation)
- Room layout set: presenter table, juror tables, moderator seat, client viewing area
- Wi-Fi credentials printed for clients and staff
- Parking validation stocked at check-in and client room
- Building contacts on-hand including security and facilities
Participants
- Reminder sent 24 hours prior with arrival time, parking, dress, and phone policy
- Morning-of text reminders sent with directions and contact number
- Over-recruits confirmed
- Conflict screeners and NDAs printed or loaded on tablets
- Incentives counted, labeled, and secured for distribution at release
AV, recording, and streaming
- In-room audio: Microphones setup and tested
- In-room video: Pan, tilt, zoom or fixed cameras framed for presenter, evidence view, and juror panel
- Deliberation room microphones and cameras tested and monitored
- Screen share ready for slides, exhibits, and video playback
- ELMO camera setup for hands-on evidence
- Remote observation feed live with backup link
- Recording set for audio and video
- Redundancy confirmed
Client viewing and comfort
- Client room displays deliberation feed
- Dedicated audio path in client room with volume control
- Audio and video feeds switchable between deliberation rooms
- High-speed wired and wireless internet in client room
- Printouts: roster, screener summaries, seating chart, schedule, and exhibit list
- Notepads, pens, chargers, and tissues stocked
Food and beverage
- Participants: Breakfast on arrival, lunch, snacks throughout, coffee and water all day
- Clients: Upgraded menu and beverages separate from participant catering with premium snacks throughout the day
Risk and backup planning
- Spare laptops, HDMI and USB adapters, extra clickers, and batteries
- Backup internet: secondary ISP or bonded hotspot
- Power contingency: surge protection and UPS for critical gear
- Extra stools, chairs, and table for late adds
Payments and break-down
- Incentives distributed with signed receipts
- Attendance reconciled with recruiter
- Recordings verified, backed up to encrypted drive, and uploaded to client folder
- Debrief notes captured and action items logged
Are you thinking about scheduling your next mock jury? Contact our mock jury team today and find out how EmCee Research can recruit and host your next panel