Mediation Scheduling Checklist

Before requesting availability

Confirm the case or matter name, mediation format, expected duration, preferred date range, earliest start, latest end, time zone, location, and remote-attendance rules.

Create a complete participant list. Mark the mediator, parties, counsel, decision-makers, insurers, experts, interpreters, and other attendees as required or optional.

When sending the scheduling request

Use one meeting-specific page or process. State the date window, duration, time zone, meeting format, and requested reply date. Ask participants to provide real constraints, not only a preferred date.

Keep replies private unless there is a specific reason to share them. Provide one direct action for submitting or updating availability.

While collecting replies

Track who replied, who is missing, and whether every required role is represented. Check for unclear answers such as "probably available" or "should work" and request clarification where necessary.

Record conditional limits such as travel time, hearing schedules, remote-only attendance, earliest arrival, latest departure, and availability that depends on another event.

When no exact date works

Identify the closest dates and the required participants blocking each option. Request additional availability from those people first.

If needed, widen the date range, extend the allowed hours, shorten the session, divide the mediation into stages, or change the attendance format. Change one variable at a time.

Before final confirmation

Verify that the selected time works for every required participant. Confirm the date, start and expected end time, time zone, location or video details, attendance requirements, document deadlines, payment requirements, and cancellation terms.

Send one final confirmation and make clear that earlier proposed dates are no longer active.

After confirmation

Update the case calendar, reserve rooms or video resources, send required documents, and record any participant who will attend remotely or through an interpreter.

If the date later changes, reopen the scheduling process with the revised constraints instead of continuing an old email thread with outdated options.

FAQ