Tips on How to Moderate a Panel Discussion

It has been a busy year of strategic planning, projects and travel. I have had many networking opportunities, attended conferences and participated on panel discussions as a speaker this year. A highlight for me in June 2024 was accepting the role of “Moderator” for the Airlift Forum during the Caribbean Tourism Organization (CTO) – Caribbean Week in New York City.

When I was invited by the CTO to contribute as a moderator, first came a rush of excitement and then I started to reflect on my experiences as a panel speaker. What could I do differently now that I am moderating a session and not a panel speaker. I have had many different experiences as a panel speaker from high contact in advance to non-existent. My goal was to prepare all panel members in the best possible way before presentation day.

I am happy to share my tips on how to prepare for a successful panel discussion as a moderator.

CONFIRM THE VISION

As soon as you are confirmed as moderator, request a forum with the event organisers. In this meeting you will discuss the vision for the session and any specific goals to achieve. You will confirm the actors involved as panellists, type of audience engagement and the timing of the session. Additionally, there could be potential industry trends or disruptions occurring at the same time of the discussion, as moderator your job is to confirm with the event producers; how far the discussion should go in exploring these current events during the discussion. Delivering on the expectations of the conference organiser is a priority therefore ensure you receive a briefing on the acceptable context and scope before preparing any discussion questions for the panel.

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UNDERSTAND AND RESEARCH THE PANEL SPEAKERS

The panel members are your clients in the lead up to the conference session and on the day. You need to understand their background and current responsibilities to maximize the views of each panellist. Go to LinkedIn and check out their profile. You may also want to request their biography or read it online under the conference speakers listing. Additionally, conducting an online search is always a great option which should return a listing of featured articles and potential YouTube video samples to garner the character and personality of each panel member. I would caution you that sometimes panellists will surprise you depending on how passionate they are about a particular subject, so keep an open mind for discussion day.

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PREPARE PANEL QUESTIONS AND SESSION FLOW

Now that you've confirmed the vision for the panel with the organisers and conducted research on your panel members, it's time to prepare your questions. I prefer panel discussions where each member of the panel receives a different question. You cover more ground this way and you’re able to lean into the panel members strengths based on what you know about their track record. Most importantly consider the audience. What do they want to learn and what are they most curious about? Did you find any discussion threads online that had relevance to the panel discussion description? Perhaps it is an organisational priority? Due diligence and research on the subject is a must.

Ultimately you are curating this discussion for the audience and want to engage so that it evokes many questions at the end. Send the questions a minimum of one week before the event. I suggest composing a reference document with a write up on the panel, a list of all confirmed panel members, context of each question and the assigned speaker for each question along with the predetermined flow of the discussion. Give the speakers an opportunity to ask questions before event day so they can get ready and be clear on the set discussion goals.

The most recent session I moderated was allocated 60 minutes so I backed out 20 minutes for questions from the audience and engineered approximately 3 questions for each panel members. I estimated that we would cover two rounds and then go to audience questions. This also gave me flexibility depending on answers the direction it took, I had the opportunity to switch up the flow based on what points of view are shared by the panellists first. On event day your job as moderator is to remain on time with pace of discussion. Take direction from the technical team supporting the session and always remember to do your sponsor mentions, no conference is successful without sponsorship investment so BIG THEM UP!

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SHOW UP EARLY AND ENGAGE

Remember to be in the room early. Check in that all panel members have arrived and greet them. Confirm the flow of announcements with the panel team and technical support. Quick microphone check for everyone. Remember you never get a second chance to make a first impression. A strong opening is a must. The moderator sets the tone. I recommend writing out your opening so its solid and you're assured that you know exactly what you will say. Your opening and progression of the session will make the panel and audience settle into the anticipated insightful discussion.

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AUDIENCE AS A PRIORITY

You’re on stage, scan the room constantly to ensure the audience is plugged in. It is your responsibility as a moderator to keep the discussion on pace and manage the length of responses by each panel member. Not easy but you’re in charge. The audience is your focus during the session balancing the delivery of questions to each speaker while keeping the audience excited about what is being shared. Depending on your personality, you may use light moments to break up the monotony or ask a wild card question that the speakers don’t expect. The goal is to successfully close the discussion and get to the Questions and Answers segment so that the audience can then command the discussion topics from the panel speakers.

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If you were asked to moderate a session that means someone believed you could bring the subject to life. The ultimate goal is to foster a robust learning environment where everyone can walk away having received new perspectives and information to grow individually or their organisation. As a moderator never forget to “breathe in confidence and exhale doubt” you’re in the driver’s seat. I trust that these tips will support you in your role as moderator, all the best!

Picture at the top of this article features (left to right) Rosa Harris, Panel Moderator, Director of Tourism Cayman Islands and CTO Board of Directors Chairman, distinguished panelists included José Freig , Vice President International Operations, American Airlines; I. Chester Cooper , The Bahamas’ Deputy Prime Minister and Minister of Tourism; David Appleby , Director Air Service Development Consulting ASM

About the Author

Rosa Harris, Director of Tourism, Cayman Islands Department of Tourism

Follow on: Facebook @rosavharris | Instagram @rosaviolaharris