Crafting the Ultimate Panel Discussion: Strategies for Planning and Moderation

Choose a relevant topic. Ideally, select a topic of discussion that resonates with a broad audience, allowing for diverse perspectives and interests. However, avoid selecting overly broad or vague topics that may dilute the focus of the discussion.

• If finding the right balance proves challenging, remember that topics need not be contentious. Some panels are designed to provide guidance or information without necessarily presenting conflicting viewpoints.

Diversify the panelists. Opt for a panel comprising three to five individuals for a dynamic discussion. Seek well-informed individuals from diverse backgrounds, such as community members directly affected by the issue, professionals with practical experience, and academics specializing in the field. Aim for diversity in age, gender, and ethnicity, as personal backgrounds significantly shape perspectives.

• It's advisable to invite at least four participants to account for potential last-minute cancellations.
• Extend invitations several weeks in advance to allow ample preparation time and to accommodate for potential refusals.

Engage a moderator. Choose a moderator separate from the panelists, ideally with prior moderation experience. Select an individual well-versed in the topic to facilitate smooth discussions and adept at managing social dynamics. The moderator's role is to maintain audience focus, facilitate seamless conversation, and assist panelists when needed.

Arrange the physical setting. Opt for individual chairs to create intimacy between participants and the audience, enhancing engagement. Consider arranging seats in a semi-circle to encourage interaction among panelists while maintaining audience connection. Provide tables for notes and a glass of water for each participant. For rooms accommodating more than thirty attendees, ensure at least one microphone per two participants and a dedicated microphone for the moderator.

• Positioning the moderator amidst the panelists can enhance interaction and guidance. Placing the moderator at a separate podium may hinder communication.

Define the panel's objectives. Ensure all participants understand the panel's purpose well in advance to facilitate preparation. Determine whether the panel aims to propose practical solutions, engage in abstract discourse, or provide informative insights. Communicate the panel's intended audience awareness level—whether it's introductory or expects a more informed audience seeking advanced advice or nuanced viewpoints.

Determine the panel's duration. Typically, panels, especially those within conferences or larger events, should last between 45 to 60 minutes. However, for standalone events or discussions on significant and popular topics, a 90-minute duration may be more suitable.

• If feasible, encourage participants to remain after the session to engage in direct conversations with audience members.

Consider initiating with individual presentations (optional). While the primary focus should remain on discussion, initiating with brief individual presentations may be beneficial, especially if one of the panel's objectives is to provide information. Each panelist can deliver a ten-minute explanation or argument concerning the topic.

• This approach may necessitate additional preparation time for panelists to ensure seamless continuity among presentations.

Avoid relying heavily on visual aids. Unless crucial for the topic, minimize the use of PowerPoint slides during the discussion. Visual aids can hinder the pace of the discussion, limit audience engagement, and potentially bore listeners. If necessary, use a minimal number of slides for presenting complex information or diagrams that cannot be effectively conveyed verbally alone.

• If a panelist proposes using visual aids, suggest incorporating 'show and tell' items for interactive engagement during the discussion.

Prepare questions for the panelists. Develop several open-ended questions that allow panelists to steer the discussion based on their expertise and the flow of conversation. Include specific questions directed at individual panelists, distributing them evenly. Anticipate audience queries and prioritize questions based on importance, ensuring a smooth transition between topics.

• Solicit feedback on the questions from the moderator or an external party not on the panel.
• If struggling to formulate questions, consult each panelist individually for their input, incorporating the most relevant queries into your list.

Outline the remaining panel agenda. Allocate sufficient time for audience questions, typically constituting half or more of the panel's duration. Reserve the final 20–30 minutes for audience engagement and discussion, or shorten to 15 minutes for more lecture-oriented formats or time-constrained panels.

Foster pre-panel connections among panelists. Arrange for panelists to convene either in person or via conference call at least a week before the panel. Provide an overview of the panel format and allow for brief introductions. While panelists may loosely decide who will address specific topics, avoid disclosing exact questions beforehand to maintain spontaneity and authenticity in their discussions.

Encourage front-row participation. Enhance audience engagement by encouraging individuals to occupy front-row seats. Proximity to the panel fosters a vibrant atmosphere. Consider offering small incentives like buttons or candy to incentivize audience members to relocate to the front rows.

Concisely present the panel and its participants. Provide brief introductions, utilizing only one or two sentences to outline the panel's topic, assuming basic familiarity among the audience. Introduce each participant succinctly, highlighting pertinent aspects of their experience or involvement in the topic. Avoid delving into extensive biographies; collectively, the introductions should not exceed ten minutes.

Engage the audience from the outset. Prompt audience participation early on to cultivate their interest. Initiate with a brief poll to gauge opinions or knowledge levels regarding the topic, employing methods such as raising hands or applause. Utilize the results to steer the discussion towards topics most relevant to the audience's interests.

Pose the prepared questions to the panelists. Initiate the discussion by presenting the prepared questions, adhering to the predetermined sequence. However, be flexible to alter the order based on the direction of the conversation. Allocate questions to participants based on their expertise, allowing for concise responses before transitioning to the next inquiry.

• Encourage natural participation from panelists instead of requiring each to comment on every question. Prompt contributions when relevant or redirect the discussion to knowledgeable individuals if necessary.

Employ supplementary inquiries as needed. Exercise flexibility to introduce additional questions during the discussion to enrich the dialogue. Especially address panelists with follow-up questions if their initial responses warrant further exploration. Reframe original questions or formulate nuanced inquiries that interconnect with previous responses or discussion points.

Appoint a timekeeper. Ensure effective time management by having a visible clock or enlisting an individual to signal time increments discreetly. Utilize visual cues such as signs indicating time intervals to prompt transitions between sections as the discussion progresses.

Maintain focus among panelists. Redirect discussions back to the designated topic when panelists exceed allotted time or veer off course. Politely intervene by steering the conversation towards the intended subject, utilizing pre-agreed phrases to facilitate smooth transitions.

• 'Your point is intriguing, but let's explore ___ further.'
• 'Let's hear from (another panelist) on this matter, particularly regarding ___.'

Facilitate audience engagement. Communicate the method for soliciting audience questions, whether through raised hands or a designated microphone. Reiterate each question for clarity and direct it to an interested panelist for response.

• Prepare backup questions in case initial audience participation is limited.
• If a questioner monopolizes time, politely redirect or request succinctness.
• Signal impending conclusion by informing the audience of the limited time available for additional questions.

Express gratitude to all contributors. Extend appreciation to the panelists, event hosts and organizers, and audience members. Inform the audience about any forthcoming events, particularly at symposiums or conferences, by providing details regarding the location and topic.