They have to know ahead of time what to expect. Describe to them the physical layout of the room, who will be there, and what will happen. The more they know ahead of time, the more comfortable they will be. In any proceeding, tell the witness to admit, if asked, that they have spoken with you ahead of time. Don't let them think that the interview conference isn't part of the process.
Disciplinary hearings are uncomfortable and stressful events for members and witnesses.
Once you realize this fact, you must try to do everything in your power to make your people more comfortable. Following these 10 simple rules will help.