Book a Mediation, Hearing or Meeting

Your Full Name*
First Last
Date(s) of Proceedings*
List precise calendar dates (for example, April 25 and 26, 2018).
Alternate Date(s)
Boardroom availability may be limited if your booking is scheduled to proceed within the next 30 days. Please provide alternate date(s) if possible.
Type of Proceedings*
Type of Proceedings (If "Other" Is Selected Above)*
Remote Proceedings?*
- Yes (remote proceeding)
- No (in-person)
- Hybrid (remote and in-person attendees)
For your convenience, Reportex offers fully remote proceedings in which all parties attend via our secure videoconferencing solution. Detailed instructions on how to participate will be provided to you in order to ensure that you and your clients are fully prepared for remote attendance.
Email Addresses for Remote Participants
Please provide the email addresses for all remote participants so we can invite them to join the proceedings.
Do you require an e-trial technician?*
- Yes
- No
- I don't know
Our e-trial technicians run the electronic platforms for paperless and hybrid (paper + digital) hearings. They present the documents to all parties, maintain the digital document repository, assist witnesses, run the SMARTboard and maintain the exhibit list and record of proceedings.
Boardroom Layout*
- One long table
- Courtroom style
- U-shape
- Other
- I don't know
Choose how you would like the boardroom tables to be configured.
Boardroom (If "Other" Is Selected Above)*
Your Email (for Booking Confirmation)*

For example, xxx@xxxxx.xxx.
Your Phone Number*
For example, 604 555-1234.
Law Firm / Corporate Entity
List the name of the company you are calling from.
Name(s) of Plaintiff Counsel Attending
If applicable.
Name(s) of Defence Counsel Attending
If applicable.
Name of Mediator / Adjudicator*
Action Number / File Number
List any reference number associated with the proceedings.
Short Style of Cause / Case Reference*
Provide a short reference name for the proceedings.
For example:
- Smith v. Jones Mediation
- Kirkpatrick Arbitration
- NewCo AGM
- ABC Union Meeting
ICBC Claim Number (if Applicable)
Length of Proceedings*
- Full Day (9:00 a.m. to 5:00 p.m.)
- Half Day (2:00 p.m. to 6:00 p.m.)
Length of Remote Proceedings*
- Full Day (9:00 a.m. to 5:00 p.m.)
- Half Day (2:00 p.m. to 6:00 p.m.)
- Half Day (10:00 a.m. to 1:00 p.m.)
Length of Proceedings*
- Full Day (9:00 a.m. to 5:00 p.m.)
- Half Day (9:00 a.m. to 1:00 p.m.)
- Other
Length of Proceedings (If "Other" Is Selected Above)*
Is there a possibility that your proceeding may sit past 5:00 p.m.?*
- Yes
- No
If your proceeding sits late and we are not notified of this possibility in advance, we might not have staff available to stay after hours. Additional rates apply after 5:00 p.m.
Is there a possibility that your proceeding may sit past 6:00 p.m.?*
- Yes
- No
If your proceeding sits late and we are not notified of this possibility in advance, we might not have staff available to stay after hours. Additional rates apply after 6:00 p.m.
Is there a possibility that your remote proceeding may sit past 5:00 p.m.?*
- Yes
- No
Kindly note that additional rates apply after 5:00 p.m.
Is there a possibility that your remote proceeding may sit past 5:00 p.m.?*
- Yes
- No
Kindly note that additional rates apply after 5:00 p.m.
Is there a possibility that your remote proceeding may sit past 6:00 p.m.?*
- Yes
- No
Kindly note that additional rates apply after 6:00 p.m.
Is there a possibility that your remote proceeding may sit past 6:00 p.m.?*
- Yes
- No
Kindly note that additional rates apply after 6:00 p.m.
Number of People in Attendance (Including Mediator/Adjudicator)*
This will help us determine the size of boardroom you will require.
Number of Breakout Rooms Required (In Addition to Main Room)*
Indicate the number of any additional caucus rooms your group requires.
Number of Virtual Breakout Rooms Required*
Indicate the number of any additional caucus rooms your group requires in the remote proceeding. These rooms are private virtual 'rooms' which can only be accessed by authorized persons, much like a physical breakout room in our offices.
Is a Court Reporter Required?*
- Yes
- No
- Maybe
We can provide a court reporter if you require a transcript of the proceedings.
Is Lunch Required?*
- Yes
- No
Our in-house chef can prepare lunch for your group upon request.
Is Lunch Required for In-Office Participants?*
- Yes
- No
Our in-house chef can prepare lunch for some or all of the in-office participants upon request.
How many people require lunch?
Do You Require Any Additional Boardroom Equipment?
- Conference Phone
- Laptop
- Projector
- Projector Screen
- TV (with DVD Player)
- iPad
- Speakers
- Whiteboard
- Flipchart
Additional fees may apply for electronic equipment rental.
Will a Participant Attend Remotely?
- No
- Via Telephone
- Via Skype
- Via Zoom
We support participants attending remotely via teleconference and Skype or Zoom (video calling). If "Other," please describe.
Skype Username (If Known)
Enter the username of the person who will be attending remotely. They will need the videoconferencing software installed on the device they intend to use as well as a reasonably fast internet connection, a webcam and a microphone. Most modern laptops, tablets (e.g. iPads) and smartphones have these features built in.

Upon request, we can set up a convenient time to test this connection in advance in order to ensure a smooth connection on the day of your proceedings.
Zoom Username (If Known)
Enter the username of the person who will be attending remotely. They will need the videoconferencing software installed on the device they intend to use as well as a reasonably fast internet connection, a webcam and a microphone. Most modern laptops, tablets (e.g. iPads) and smartphones have these features built in.

Upon request, we can set up a convenient time to test this connection in advance in order to ensure a smooth connection on the day of your proceedings.
Attendee Telephone Number (If Known)
Enter the phone number of the person who will be attending remotely via telephone.
Special Instructions
For example, if you have ordered lunch, are there any food allergies that our chef should be aware of?
Upload Notice of Mediation or Notice of Proceedings
Drop files here or

Accepted file types: doc, docx, jpg, jpeg, png, pdf.
Please provide us with a copy of any notice you are providing to the participants setting out the details of the proceedings.

Reportex > Services > Arbitrations, Hearings & Meetings > Book a Mediation, Hearing or Meeting

Book a Mediation, Hearing or Meeting