Understanding Panel Discussions

• A panel discussion allows a group to hear from informed individuals on a specific concern, share information, and discuss personal opinions.
• The discussion enables the audience to clarify and evaluate their positions regarding the topics and expands their understanding of others' views.

Key roles to note for a panel discussion

• Panelists: Experts with specific knowledge and experience, who share insights and opinions with the audience.
• Moderator: Facilitates the discussion, asks questions, manages time, and engages the audience.
• Audience: Attends the discussion to gain insights and may participate by asking questions or providing feedback.
• Organizers: Responsible for planning and coordinating the panel discussion, including logistics, panelist selection, and promotion.

Supporting roles to note for a panel discussion

• A/V Technicians: Manage sound and visual equipment.
• Support Staff: Assists with logistics during the event.

Putting a Panel Together

• Select a Topic: Choose a discussion topic important to involve people with diverse interests, avoiding topics that are too general or vague.
• The topic doesn't need to be divisive or always have competing points of view

Recruiting Varied Participants

• Recruit three to five well-informed participants from a variety of backgrounds to have the most interesting discussion.
• Varied Participants: Look for a regular member of the public, someone with experience working with the issue in a business or nonprofit, and an academic who has studied the issue.
• At least four people should be invited, in case of last-minute cancellations.
• Invitees should be notified several weeks in advance for adequate preparation time.

Inviting a Moderator

• An additional person not participating in the panel discussion is selected to serve as a moderator
• The person chosen should have experience moderating panels, understand the topic well, and be skilled in social situations.
• The moderator is responsible for keeping the panelists and audience focused, and keeping the discussion running smoothly.

Physical Setup

• The physical setup encourages participation; chairs make participants appear closer to the audience in a slight circle facing the audience to help panelists discuss the topic.
• Include small tables for notes and water for each participant.
• Provide at least one microphone for every two participants, and a personal microphone for the moderator, especially in rooms with more than thirty people.
• Seating the moderator in the middle of the panelists will enable them to address and guide each panelist efficiently.

Planning the Panel Discussion

• Make sure all participants know why the panel has assembled well in advance so they have time to prepare.
• The panel can present solutions, host a complex discussion, or provide information on a topic.
• It is important to let the panelists know if the panel will be a basic introduction, or if the audience will be well-informed and looking for nuanced perspectives.

Planning: Time Constraints

• Most panels at a conference should last 45-60 minutes.
• Standalone Panels: If the panel is a standalone event, it can be as long as 90 minutes.
• If possible, encourage participants to stay after the session so audience members can talk in person.

Planning: Individual Lectures

• Panels should focus on discussion, however individual lectures can be a useful way of providing information.
• Have each panelist provide an explanation about the topic, lasting no more than ten minutes per person.
• More preparation time may be required for the panelists as a group.

Planning: Visualisation

• Avoid PowerPoint presentations and slides because they slow down discussion and bore listeners, and keep audience involvement low.
• Use a small number of slides only when information or diagrams need to be presented.
• Instead of presentations, suggest panelists bring in "show and tell" items to pass around during the discussion.

Planning: Questions

• The moderator should write several open-ended questions for the panelists to help guide the discussion.
• Some specific questions directed at individual panelists is acceptable, but distribute the questions evenly.
• Questions audience members want to ask can be anticipated.
• Questions should be arranged from most to least importance.
• Try to keep questions tied into the last, avoiding a sudden change of topic.
• The moderator or another person not on the panel should review all questions and suggest edits/additional questions.
• If the questions are proving difficult to formulate, ask each panelist what they would like to ask the other panelists, and include the best questions in the list.

Planning: Time allocation

• The time that will be set aside for questions should be determined; it usually is half the panel's length or more.
• Aim to use the last 20–30 minutes for audience questions and discussion, if time is short or a more lecture-focused panel format is chosen, use 15 minutes.

Panelist Introduction

• Panelists should be introduced to each other in advance if possible, panelists can meet in person or attend a conference call together a week or more in advance.
• Describe the format of the panel, give them a chance to talk.
• Panelists may determine who should field questions on which topic, but they should not be given the specific questions in advance.
• The discussion should be original, not rehearsed.

Moderating a Panel Discussion: Front Row Seats

• Convincing People to sit in the front row will make the atmosphere more energetic and involved.
• Offering small "freebies" such as buttons or candy in return for sitting in the front row can be effective.

Moderating a Panel Discussion: Participant Introductions

• The moderator should use one or two sentences to introduce the panel topic.
• Each participant should be introduced briefly, mentioning relevant experience or involvement.
• The entire introduction of all participants should take no more than ten minutes total.

Moderating a Panel Discussion: Early Audience Involvement

• The moderator should involve the audience early by asking the audience for a rough poll of their opinion, using a show of hands or applause.
• A Poll can also be taken on the audience's level of knowledge.
• The poll results keep the panel focused on topics most relevant to the audience.

Moderating a Panel Discussion: Prepared Questions

• The moderator should ask the panelists the prepared questions, starting in the prearranged order, but adjust this order if the discussion moves in an interesting direction.
• Divide questions among the participants, aiming questions to the person most knowledgeable on the topic.
• A short amount of time should be set aside to allow other panelists time to respond, the move on to the next question.
• The moderator shouldn't have every panelist weigh in on every question, the panelists should respond naturally.
• The moderator can prompt someone knowledgeable on the topic if the discussion is faltering.

Moderating a Panel Discussion: Moderator Questions

• The moderator may deviate from the prepared questions if it will benefit the discussion.
• A panelist should be pressed with a follow-up question if their answer is unsatisfying.
• The original question can be rephrased.
• The moderator should come up with a more nuanced question that ties the last response to another point.

Moderating a Panel Discussion: Time Keeper

• The moderator should be aware of the time and use a timekeeper tool.
• A person at the back of the room can hold signs saying "10 min," "5 min," and "1 min", to indicate to the moderator.

Moderating a Panel Discussion: Keeping on Task

• It is the role of the moderator to ensure that the panel stays on task.
• When a panelist is going on too long or is going off topic, the moderator should politely return the discussion to the correct point.
• The moderator can use phrases such as: "You have an interesting point, but let's hear more about __" or "Let's see what (other panelist) has to say on that topic, especially how it relates to _"

Moderating a Panel Discussion: Audience Questions

• The audience questions should be collected, the moderator should tell the audience how.
• E.g by raising their hand and being called or by lining up to a microphone
• Each question should be listened to, and the question should be repeated clearly so everyone can hear.
• The moderator should refer it to a panelist who appears interested.
• The moderator has a couple of backup questions ready to ask or an assistant to ask a question in case if no one volunteers.
• If an audience member is speaking for too long, they can be stopped and asked to speak more concisely.
• The audience should be made aware if there will only be enough time to answer a few more questions

Moderating a Panel Discussion: Thanking

• The moderator thanks the panelists at the en of the session, as well as the hosts and organizers of the event, and the audience members.
• The moderator provides information on the location and topic of an upcoming event, if at a symposium or conference.