How to Prepare for an Online Mediation in Florida
A practical checklist to help your Zoom mediation run smoothly, from your camera and connection to documents and signatures.
By Jeff Nungesser, Florida Supreme Court Certified County Mediator · Updated November 2026
General information, not legal advice. This article explains how mediation generally works in Florida. Rules and laws change, and every case is different. For advice about your situation, talk to a Florida attorney.
Online mediation by Zoom has become a normal part of dispute resolution in Florida. It saves travel time and makes it easier to bring together people in different cities. But a video mediation runs best when everyone prepares a little ahead of time. Here is a practical checklist.
A few days before: technology
- Device. Use a laptop, desktop, or tablet if you can. A phone works, but a small screen makes it hard to see shared documents.
- Zoom. Install or update the Zoom app and test it. Make sure your display name shows your real name.
- Camera and microphone. Check that both work. Earbuds or a headset can improve sound and privacy.
- Connection. A wired connection or a strong Wi-Fi signal is best. Close streaming apps and large downloads on your network during the session.
- Power. Mediations can last several hours. Keep your charger plugged in.
- Backup plan. Have the mediator's phone number handy in case you get disconnected, and know how to rejoin by phone.
Choose a private space
Mediation communications are generally confidential under Florida law, and that only works if no one else is listening. Pick a quiet room with a door, away from family members, coworkers, and smart speakers. Let the mediator know at the start who, if anyone, is in the room with you. Do not record the session. Many Florida mediators, including Iron City ADR, ask everyone to confirm they are not recording.
Position the camera at eye level with light in front of you, not behind you. Dress as you would for an in-person meeting. Small things help the other side take your participation seriously.
Understand breakout rooms
Most of an online mediation happens in Zoom breakout rooms. Each side has its own private room, with its attorney or adjuster if it has one. The mediator moves between rooms. While you wait, you can talk freely with your own team. A few tips:
- Stay near your device. The mediator may return at any moment.
- If you step away, tell the mediator or your attorney.
- Mute yourself when you are not speaking in a joint session.
- If you need the mediator, use the "Ask for help" button or text the mediator.
Organize your documents
Save the key documents in one folder on your computer, with clear file names, so you can share them quickly if needed. For an insurance claim, that might be the policy, estimates, photos, and claim letters. For a contract dispute, it might be the contract, invoices, and emails. Send any summary or documents the mediator asked for before the session. Use screen sharing to show a document only to the people you choose, and close unrelated tabs and messages first.
Settlement authority and court rules
A mediation can only settle if someone present can agree. In court-ordered mediation, Florida Rule of Civil Procedure 1.720 lists who must appear: the party or a representative with full authority to settle, counsel of record, and for an insured party, an insurer representative with the required authority. Participation by communication technology must be authorized under rule 1.700(a), such as by court order or the parties' agreement. If your case is in court, check the order of referral or ask your attorney whether remote attendance is approved. In private mediation, make sure the decision-maker for each side is on the call or reachable all day.
Signing the agreement electronically
If the parties settle, the mediator or attorneys draft the agreement during the session. Everyone reviews it on screen, then signs electronically. Make sure your email is working and that you can open and sign a document from your device. You will receive a signed copy.
Day-of checklist
- Join 10 minutes early using the link in your confirmation email.
- Have your documents folder open.
- Have water, a notepad, and your charger nearby.
- Silence your phone notifications, but keep the phone close for backup.
- Clear your schedule for the full reserved time, plus a cushion.
- Bring patience. Negotiation takes time, online or in person.
For more tips, see the Iron City ADR preparation guide, which includes what to bring for different case types.
Related pages
Schedule your mediation
Pick a date on the live calendar, or reach out with questions about your case, timing, or format.