Planning a knock-out panel discussion requires thoughtful preparation and meticulous attention to detail. A well-executed panel has the power to engage, educate, and inspire your audience, leaving a lasting impression. However, achieving this level of impact demands considerable foresight, effort, and coordination.
As a professional public speaker and external facilitator, I’ve participated in more panels than I can count. I’ve organized them, moderated them, and served on them as an expert on mental health and careers during heritage months such as Mental Health Awareness Month, LGBTQ+ Pride Month, or LGBTQ+ History Month.
So, how do you plan a successful panel discussion? How do you moderate one effectively? And what common mistakes should you avoid along the way?
How To Plan A Successful Panel Discussion
Whether you’re organizing your first panel or you’re a seasoned event planner, here are 12 key steps that will guide you in creating a panel discussion that is impactful and memorable:
1. Choose your panel moderator wisely.
Your panel moderator can significantly influence the tone and energy of your event, so it’s important that you select the right person. They should be skilled at facilitating discussions, improvising when needed, and reading the room to adapt to the mood of both panelists and the audience.
Here are some questions to consider when choosing your moderator:
- What’s their experience hosting panel discussions?
- Are they comfortable managing diverse personalities and keeping the conversation engaging?
- How will their personality and experience contribute to a memorable discussion?
A strong moderator ensures your panel flows smoothly and stays on track while adding their own personality and insights to the conversation.
2. Select your panelists thoughtfully.
Choosing your panelists is just as important as selecting your moderator. Look for individuals who are experts on the topic but also bring unique perspectives that will resonate with your audience.
Consider the diversity of your panelists and how well they represent your target population. Personally, I decline invitations to events that lack diversity, such as those consisting solely of White cis men, as I don’t want to perpetuate systems of exclusion or White supremacy.
3. Invite your panelists early.
When it comes to inviting panelists, there’s no such thing as too early! Many professional speakers (myself included!) are booked months or even a year or more in advance, especially during high-demand times like cultural heritage months.
You can send a “save the date” message early, even before finalizing all your event details. Keep in mind that many professional speakers require a deposit (typically 50%) to formally secure the date on their calendars.
4. Develop a list of backup panelists.
This might be a controversial tip, but I believe having backup panelists is a smart move. Life happens—speakers may get sick or have unforeseen conflicts—and you’ll want alternates who are ready to step in.
Even on the day of the event, having more experts than you need can be beneficial in case someone runs late or cancels at the last minute. It’s better to have extra voices than risk disrupting the flow with too few panelists.
5. Aim for a rehearsed, not scripted, event.
As I’ve mentioned before, storytelling is most impactful when it’s rehearsed but not scripted, and this principle applies to panels as well. You want your panelists to be engaging, authentic, and relatable, and letting them speak in their own voices makes this more likely.
If you’re organizing the event, help your moderator and panelists develop key talking points rather than word-for-word scripts. Relying too heavily on scripts can lead to awkward moments if speakers lose their place or deviate from them.
Panelists should feel confident speaking off-script and answering follow-up questions naturally. If they can’t do this, they’re not ready for a live discussion.
6. Prepare backup questions.
Regardless of how much you rehearse, it’s common for panelists to give shorter-than-expected responses or rush through their points. To avoid awkward silences or jumping into audience Q&A prematurely, prepare a list of backup questions for your moderator to ask.
These follow-up questions can help keep the conversation flowing and ensure all the key topics are covered.
7. Manage domineering panelists.
Conversely, some panelists may dominate the conversation or go off on tangents. Your moderator must feel confident stepping in to redirect or interrupt when necessary to keep the discussion balanced and ensure your audience stays engaged.
If your chosen moderator isn’t comfortable managing strong personalities, you need to select someone else who can confidently take charge when needed.
8. Establish speaking protocols for panelists.
Panel discussions often involve experts meeting each other for the first time, which can lead to confusion about when to speak or defer to others. You can avoid interruptions or awkward pauses by establishing clear guidelines for participation.
In some cases, panelists may naturally pass the baton during discussions. However, if they’re unfamiliar with one another, your moderator should take charge by calling on individuals to contribute at appropriate moments.
9. Implement a system for audience engagement.
You want to decide how your panel will engage with audience members ahead of time:
- Will attendees submit questions in advance? I recommend this approach as it allows panelists to prepare thoughtful responses.
- Will questions be submitted during the event? If so, consider using tools like live Q&A platforms or index cards for in-person events.
I highly recommend allowing real-time submissions throughout the discussion rather than waiting until the end, as this avoids awkward silences when it’s time for audience participation.
10. Vet audience questions.
Try to vet audience questions before they’re asked live in order to maintain focus and professionalism. This prevents off-topic or inappropriate inquiries from derailing your event (something I’ve seen happen far too often!).
For in-person events, have attendees write down their questions on cards that an event staff member reviews beforehand.
For virtual events, require attendees to type their questions into a chat box so an organizer can screen them before passing them along to the moderator.
11. Plan for potential rogue audience members.
Unfortunately, disruptive audience members are a reality at some events, both virtual and in-person, so you want to be prepared with strategies for handling them gracefully.
For in-person events, your moderator should feel comfortable setting appropriate boundaries if someone goes off-topic or acts inappropriately.
For virtual events, ensure someone on your team knows how to mute or remove disruptive participants quickly.
12. Test your technology–and test it again!
This may sound obvious, particularly since the start of the Covid pandemic, but it’s crucial that you test your technology in the days leading up to your event.
As a former event planner, one of my worst nightmares is technology failing mid-event.
For in-person events, conduct several mic checks and have backup microphones ready. (Murphy’s Law loves striking at the worst moments).
For virtual panels, ensure all participants have stable internet connections and access to backup Wi-Fi. Encourage them to fully charge their laptops and share contact information to ensure streamlined communication during emergencies.
Final Thoughts
Executing an engaging and memorable panel discussion requires considerable coordination and tons of energy. My hope is that these tips give you the tools and confidence you need to create a successful event.
If you need a moderator or expert panelist for your next event, please feel free to reach out—I’d be happy to collaborate and help you make your next panel a success. I’m here for you! You’ve got this!
