Case Conference Ontario Family Court: How to Prepare as a Grandparent

What a Case Conference Is

A case conference is usually the first judicial step in a contested Ontario family court proceeding. Rule 17 requires a conference in defended cases before trial; Rule 14 generally requires a case conference before a motion for a temporary order, with exceptions including urgency and hardship.

It is not a hearing where the judge decides your case. It is a structured meeting — usually 30 to 60 minutes — where a judge reviews where things stand, checks that mandatory procedural steps are complete, explores whether the parties can agree on anything, and sets a timetable for what happens next.

For grandparents and relatives who have filed an application for decision-making responsibility under the Children's Law Reform Act, the case conference is typically the first time you are in a room (or on a video call) with a judge.

What Happens During the Conference

The judge will work through several things:

Procedural compliance. Are the mandatory forms filed? Has the police record check been submitted or is proof of request on file? Have CAS records search results come back? Is the Mandatory Information Program certificate in the continuing record? If any of these are missing, the judge may adjourn the conference until they are complete.

Issues identification. The judge asks each party to summarize what they want and what they disagree about. This is not testimony — it is a brief overview to frame the dispute.

Settlement exploration. The judge may suggest areas where the parties might agree, or recommend mediation for specific issues. If both parties are willing to negotiate on parenting time or contact terms, the judge may facilitate that conversation on the spot.

Next steps. The judge sets a timetable: deadlines for filing financial statements (if support is in issue), dates for an Office of the Children's Lawyer referral if appropriate, and a return date for a settlement conference. If interim relief is urgent — for example, a temporary parenting order while the case progresses — the judge may allow a motion to be scheduled.

What to Bring

Rule 17(13)-(13.1) requires a Case Conference Brief (Form 17A or 17B). The party who requested the conference — or, if no party requested it, the applicant or party making the motion — must serve and file the brief at least six days before the conference; the other party must do so at least four days before. The brief includes:

• A summary of the issues you want the judge to address
• The orders or outcomes you are seeking
• The facts you rely on (in brief — this is not a full affidavit)
• Any offers to settle you want the judge to know about

Bring copies of your filed Form 8, Form 35.1, any police record check or CAS returns that have arrived, and your MIP Certificate of Attendance. If you have filed a Financial Statement (Form 13 or 13.1), bring that too.

Organize everything chronologically in your continuing record. Judges notice when a self-represented party is prepared — it signals that you take the process seriously and makes the conference more productive.

What You Should Not Expect

A case conference is generally not a trial or a hearing on the final merits. The judge may make certain temporary orders and, with the parties' consent, a final order; a contested final parenting decision is generally made after the evidence is heard.

The judge also cannot give you legal advice. They can explain the process and make procedural orders, but if you ask "Should I accept this offer?" the answer will be a referral to duty counsel or an advice lawyer.

The conference may feel anticlimactic — a lot of procedural logistics, not much drama. That is exactly how it should go.

Tips for Self-Represented Grandparents

Arrive early. Courthouses are busy, security screening takes time, and finding the right courtroom matters.

Dress as you would for a job interview. You are not required to wear a suit, but showing respect for the setting makes an impression.

Speak directly to the judge, not to the other party. If emotions run high — and in kinship cases they often do — keep your focus on the process, not the personal history.

If the judge asks a question you do not know the answer to, say so. "I'm not sure, Your Honour" is a better answer than guessing.

For a complete walkthrough of the Ontario family court process — from your initial application through case conferences, settlement conferences, and beyond — the Ontario Decision-Making Order toolkit covers each stage with the forms and timelines you need at every step.

See more Ontario guides →