A Complete Guide To Panel Discussions

In this article, we'll be providing you with a complete guide to panel discussions. It will look at different panel discussion formats, as well as tips on preparing and hosting a discussion. The guide will also explore how to choose the right panellists and moderators and keep the audience engaged.

So let's delve in and first look at what a panel discussion is.

What is a Panel Discussion?

Panel discussions are essential to any conference, and we could go so far as to say they're the pinnacle of all events.

They are perhaps the most interactive of all the sessions, yet can be the most boring if not curated correctly.

Essentially, a panel discussion includes:

• A moderator or presenter and a panel of experts from within the specified field.

• Discussing and dissecting the questions with one another.

• Experts sharing their opinions, experiences, and expertise from various perspectives in response to the moderator's questions.

Its main purpose? To ignite a discussion or even a debate.

What are the different types of panel discussions?

When you think of a panel discussion, you envision a host and four or so people sitting in a row answering questions and deliberating what the host has asked them. Most of the time, they include an audience who often asks questions too.

These events can either be provocative, inspiring, debate-led or dull and boring.

The main difference is whether they are insightful and engaging, or dull, with a few experts sharing their opinions without substance. It's the latter that makes it easy for the audience to check the time.

In terms of style, as mentioned above, the typical "look and feel" of a panel can be tailored to any style the event organiser wants.

Although the number of panellists shouldn't be too large, after all, you don't want the event to go on for hours to enable everyone to have their say.

Generally, panels have between 3 and 5 experts, with one host.

Regarding the structure of the panel discussion, there are a few ways to host it.

What are the most common formats of panel discussions?

Structured Format

Providing a presentation-style format for a panel discussion will give each expert uninterrupted time to present their research/views.

This style can be followed by an audience Q&A session after the presentation.

Open style panel

For a more discussion-panel format, an open-style panel can enable the presenter/moderator to engage with the panellists and encourage audience engagement throughout the panel.

This style can be more inclusive for all at the discussion, with minimal segregation between presenter/panel/audience.

Bear in mind the presenter will need to encourage the discussion to move along so all areas can be covered adequately, and will need good time-management skills.

Q&A style

More of a popular style of panel discussion, a Q&A panel will have the host open the discussion with a brief introduction of themselves, the panellists, and the topics to be covered.

The moderator will then ask the questions they've already planned, including those from the audience. For the finale, there will be a closing summary of the topics discussed and a final word from the panel.

Initial Remarks Panel

Similar to the above Q&A style, the initial remarks panel style will have the panellist introduce themselves and provide their viewpoint on the topic.

This is followed by the host's chosen questions and a Q&A session from the audience, which will fit better into a more time-limited event.

To round out the discussion, the host will provide a summary.

These are the typical panel styles for in-person panel discussions, but what happens when you go virtual?

Virtual panel discussion

Although virtual panel discussions may seem more notorious now than before, this doesn't mean you have to shy away from the preconceived ideas of how a panel should be formatted.

Ultimately, these events can be organised in any way, shape or form. Those watching as attendees can still ask questions (depending on the software you use for the event). The attendee can virtually raise their hand to signal to the moderator that they have a question.

If anything, the moderator can have perhaps more control over the time frame for each panellist's answer and minimise the chance of panellists talking over one another.

From this point of view, a virtual panel discussion could naturally be a well-structured event, based on an Initial Remarks Panel or a Structured Panel Discussion.

The only downside to a virtual panel discussion is that you can't read your audience.

Are they getting into this, are the cogs turning, and are they hungry for more?

It is also far too easy for an attendee of a virtual discussion to become bored or fatigued, or to log out of the event.

So it's imperative to keep the discussion going with the audience in mind - keep them engaged and encourage questions from them.

Later in the blog, we'll take you through some ideas for spicing up your event.

After all, online virtual events are notorious for so-called "Zoom Fatigue", making it easy for attendees to either be distracted by something else or to develop that glazed look of sleepiness.

Problems you wouldn't face so much with an in-person event.

How to prepare for a panel discussion?

As this can be the pinnacle of any conference, meticulous planning of a panel discussion is crucial.

From choosing the right moderator and panellists to selecting the right topic and preparing the right questions, there is a lot to plan for the perfect execution of a fantastic panel discussion.

But where should preparation start?

Pin down the purpose of the panel discussion (why are you planning this)

You'll want the panel discussion to focus on a specific topic so it can be truly explored and dissected.

Therefore, work out why you want to host the discussion; what value are you trying to add?

Is it to gain a new perspective/discuss the latest findings on your topic of choice? Or are you looking to highlight the latest industry updates and trends from experts in the field?

The key to determining the purpose is, of course, knowing your audience. What do they want to know, what are their thoughts on specific topics within your industry, and what challenges are they facing and needing help with?

You probably already know how to find out what your audience wants, but if not, you can always send out a quick form with a few questions asking for their thoughts and opinions.

It is a great way to gain insight into which topics to cover for the panel discussion, help you reiterate your event's purpose, and make attendees feel more included. It is also an excellent way to increase their interest in the event.

Tech Support

Whether your discussion is in-person or virtual, you will need technology to run it, so making sure you have the right tech support is crucial.

From microphones and computers to slideshows, event management software such as Zoom, and ticket sales software, a lot of "tech" goes into a panel discussion.

If using a computer at an in-person event, ensure you have all the cables you need, i.e., a laptop charger, a cable to link up to a projector, and of course, ensure you have a backup of the presentation if you're using one.

Do a dummy run a couple of days before the event to ensure all microphones and speakers are working and charged. The computer/laptop can link up to a projector and work. Check that all lighting is working; you don't want a panellist or an audience area sitting in darkness.

If the presenter uses a clicker to advance slides, ensure it is connected to the computer and works. It is also worthwhile to review the questions the moderator will ask during the test run to ensure due diligence and reduce the chances of any unnecessary surprises on the day.

These may seem like little things, but don't assume everything will work on the day.

Performing a dummy run will help provide peace of mind and show up anywhere that needs fixing before the event so that everything will work smoothly on the day (hopefully).

If your discussion is virtual, research the right platform to host your event and understand how it works from the perspectives of the admin, panellists, moderator, and audience.

Each will have slightly different ways of accessing and using the software, so you need to understand each element in case there is a problem; you or a colleague may be able to shed light on how to fix the issue.

If you're using software to host your event, there should be tech support available, so if the event runs into difficulty, you can contact the company's support team.

The company should also demonstrate how to use the software, so you can feel confident in running it leading up to and during the event.

When to include time for discussions and questions with the audience?

This question depends on the style of panel discussion you want to organise.

Traditionally, a panel discussion would include Q&A at the end. However, we now see many including Q&As throughout the presentation via software such as Slido.

These can be at the end of each question put to the panellists.

Or asked throughout the answers the panellists are providing. However, the latter is preferred for a more informal panel discussion.

Of course, in our age of technology, questions don't have to be asked on the day during the event.

Nowadays, it is preferred for panellists (for a research conference) to provide an outline of their papers/work before the event, so the audience has time to prepare their queries. They can send in questions before the event (via email and social media).

This can result in a more cohesive and well-rounded Q&A session that the panellist and moderator can be prepared for.

How to host a panel discussion

When hosting a panel discussion, there are many things to consider to ensure you get the right atmosphere and results.

From finding the right panellists and presenter to helping the audience get a great discussion, there is a lot that goes into planning and hosting the discussion.

How to choose the right panellists

Getting the right panel is crucial to the whole event, so careful planning is needed to ensure the engaging, stimulating conversation you want from your panel.

You do not want to end up in a heated debate with your discussants that could turn into academic warfare!

Think about what each panellist you have in mind can bring to the table and how their opinions and perspectives could affect the discussion and the other panellists' personalities and views.

You want to create a good mix of experience levels within your panel; for example, you could include half professors and half researchers within the field.

This can be an excellent way to help researchers develop in their field and discuss their opinions with those experts.

It'll help bring to light a broad range of opinions and perspectives from different areas within a specific field.

Be mindful to ensure the researchers get their chance to speak and are not left behind. Sometimes the focus can gravitate toward the experts only. (Something for the moderator to bear in mind).

Involving guests from diverse backgrounds, countries, and professions is a fantastic way to bring a broad range of perspectives into the discussion, allowing attendees to gain insight from multiple sources.

How to choose the right moderator

Another crucial factor in the panel discussion is to get the right moderator; some would say the key to a successful panel discussion is the moderator.

Ideally, you want someone who understands the topic but holds a neutral opinion, so there is no natural inclination to speak to panellists who share the same or similar opinions. They MUST have excellent time-management skills, too.

After all, they will be in charge of running the event, ensuring that everyone has time to share their expertise, that the audience has time to ask questions, and that the panel has enough time to respond.

Plus, they need to keep the discussion flowing, avoid lingering too long on a particular question, and definitely avoid talking about themselves and their experience, which is an easy trap to fall into.

The presenter will need to be able to defuse any debate that could escalate while keeping the discussion interesting to the audience.

So it really isn't as simple as asking questions!

A moderator must be confident enough to politely interrupt speakers to move the conversation forward and help the panellists be creative in their answers through unorthodox questioning.

They need to:

• Be in a position to see all sides of the discussion.

• Know when an answer is going off-topic and draw the panellist back to the question at hand,

• Potentially reword questions if necessary.

It's recommended that moderators have cue cards and even prompts on the day, which is a great way to help them present.

How to engage with the audience?

Will the event be invitation-only? Will it be a smaller, intimate scenario, or can hundreds of people attend?

The size of the attendee list will naturally affect how engagement with the audience is handled.

If there is a large audience, it might be worth asking attendees to submit their questions to the event admins before the session so the admins can answer as many as possible. Plus, it means less of an inconvenience on the day, since audience members can use a microphone to ask their questions.

The same can be said if hosting a virtual panel discussion too.

A larger audience could mean the chat channel is flooded with questions, and if the audience is too small, audience members may feel unable to ask questions.

Keeping the conversation exciting, moving, and the audience engaged is tricky.

Many factors can contribute to the audience being engaged, including:

• The time of day the panel is being hosted

• The duration of the panel discussion

• Is it in-person or virtual

• Is the audience enjoying what the panel is saying?

So how do you keep them engaged?

Make sure the session flows, and include the audience within the discussion. Whether that's a Q&A during or after the panellists have finished speaking, make sure the discussion is audience-focused. Provide them with the information they are looking for.

How to spice up a panel discussion?

Ensuring an organised and well-run discussion is only the first step toward a successful panel. How can it be improved to ensure your event is a fantastic discussion?

Use the technology readily available to everyone - smartphones and social media.

Encourage your audience to engage through social media, run real-time polls on Twitter to see whether the audience agrees with what the panel are saying, and get the moderator to feed this into the discussion.

Create a hashtag so attendees can post and tag the discussion on their social media accounts. This allows their followers to see they are attending your panel discussion and encourages other attendees to interact with them.

This will help encourage the discussion to continue after the event and could provide valuable feedback for you to take on board for your subsequent discussion.

Create an online pop-up quiz that attendees can take on their phones, tablets, or laptops. There are many quiz sites you can use - this will, of course, need some pre-discussion preparation.

Creative and thought-provoking questions will help pique interest from both the panel and the audience and, hopefully, keep this discussion flowing and memorable.

Hosting a panel discussion is highly recommended for any conference or as a stand-alone event. It is a fantastic way to hear from those in the know from a particular field.

So remember, if handled correctly, all who leave the event will hopefully feel inspired, more knowledgeable and encouraged to take away the information they have received and apply it to their work. Plus, they'll want to attend your next one, which is always a bonus!