Panel Discussion Countdown Checklist

Thank you! We had so many positive remarks about the Panel RACI chart that outlines who is responsible, accountable, and needs to be consulted and/or informed. It got me thinking about WHEN these activities need to be performed. So I put together this countdown checklist of most (if not all) of the major activities that need to be done in preparation for the panel.

Panel Discussion Countdown Checklist

1. Initial Planning (3-6 Months Before)

• Define the Event and Panel Vision
  • Define the event’s overarching theme and scope
  • Clarify the specific panel topic/premise: What are the key messages? What impact should the panel have on attendees?
  • Set clear objectives: Do you want attendees to learn something, change their thinking, or take action? Inform, inspire, or persuade?
  • Decide on the panel’s length: typical panels last between 60-90 minutes
• Create a Compelling Panel Title
  • Create a catchy, clear, and relevant panel title that reflects the objectives and piques audience interest
  • Avoid generic titles like “Panel Discussion: The Future of X.” Instead, focus on something provocative and specific, aligning with the event title or topic trends
• Select and Confirm the Moderator
  • Choose a moderator with excellent facilitation skills
  • Ensure the moderator is experienced and aligns with the culture of the audience
  • Confirm their availability, and fee, and provide them with the event/panel context
  • Decide if/how/when you will prepare (and/or train) your moderator
• Select and Confirm Panelists
  • Select panelists who are diverse in perspective, background, and experience
  • Ensure panelists are D.E.E.P. (Diverse, Experienced, Eloquent, and Prepared).
  • Confirm panelists’ availability and ensure they understand the topic
  • Gather bios, photos, and contact info/social for marketing and promotional purposes
  • Decide if/how/when you will prepare (and/or train) your moderator
  • Share promotional policies or prohibitions
  • Secure recording rights
  • Create a backup plan in case a panelist is unable to attend
• Set Success Criteria
  • Define clear criteria for success
  • Agree on how success will be measured: evaluations, online surveys, hallway buzz
• Confirm Logistics
  • Confirm venue, date, and time
  • Confirm room size, layout, audience capacity, availability of staging, including chairs, tables, lecterns
  • Discuss room ambiance: backdrop color, seating arrangements, use of props
  • Discuss the availability of a “green room” or staging area for panelists
  • Determine if the panel will be recorded or not
  • Identify any support staff that may be needed (mic runners, ombudsman, etc.)
• Confirm A/V Requirements
  • Confirm microphone types (e.g. lavalier, handheld)
  • Ensure proper lighting, projection screen placement, and multimedia setup
  • Arrange for technology platform, WiFi, and internet needs
  • Arrange for proper audiovisual (A/V) equipment: projectors, clickers, etc.

2. Two to Three Months Before

• Promote the Event
  • Develop and share promotional materials through social media, email blasts, and the event website
  • Create an event hashtag and begin encouraging audience engagement with social media, surveys, and emails.
  • Share promotional materials with the moderator and panelists, encouraging them to share within their networks.
• Research the Audience
  • Define the expected audience size, expertise level, key interests and key demographics
  • Interview a few attendees to get insight into the challenges they hope the panel will address
  • Understand the audience’s needs, concerns, and expectations
• Research the Panelists
  • Research each panelist’s views on the topic, past work, and unique insights
  • Identify potential areas of agreement and disagreement among panelists to create dynamic dialogue
• Draft and Curate Panel Questions
  • Develop a list of potential questions focusing on controversial or thought-provoking topics
  • Ensure the questions allow each panelist to offer a unique perspective
  • Decide whether to take questions during the discussion or during Q&A
  • Decide how you will take audience questions (live, cards, meeting app)
• Design Panel Structure and Format
  • Decide on the core elements
  • Design the format (using the Panel Design Cards)
  • Create a detailed agenda
• Finalize Logistics and A/V
  • Finalize seating arrangements, ensuring visibility and comfort for both panelists and the audience
  • Arrange stage furniture to encourage engagement (e.g. shallow semi-circle, no barriers)
  • Ensure the A/V setup meets the needs of the panelists and Q&A segment (e.g., microphones, screen, projectors), as well as WiFi
  • Verify lighting: house lights should be up at least two-thirds to keep the audience engaged
• Create an Emergency Action Plan
  • Social disturbances
  • Medical emergencies
  • Facility malfunctions
  • Terrorism
  • Act of God

3. One Month Before

• Panelist Prep Meeting
  • Hold a quick pre-panel conference call or meeting to ensure alignment on the topic and premise
  • Provide moderator and/or panelist training if needed
  • Get a sense of what the panelists believe the audience needs to know
  • Discuss how the panel will manage controversial topics or potential disagreements
  • Encourage panelists to prepare/share their key points, back-pocket stories, data and/or questions they think the audience would ask
  • Confirm when/where you will meet up on the day of the panel
• Finalize the Panel Structure and Format
  • Refine the format (using the Panel Design Cards)
  • Refine the detailed agenda
• Prepare Moderator Opening Remarks
  • Draft the moderator’s opening remarks, ensuring they set the tone and state the topic/premise
  • Prepare concise and engaging panelist introductions (or ways to introduce them)
  • Finalize questions to spark interaction between panelists, ensuring a mix of soft and hard-hitting inquiries
  • Decide which questions you want to share with the panelists
  • Prepare cut-off phrases for the inventible disruptions
• Audience Interaction Planning
  • Determine how and when audience questions will be taken (e.g., during or after the panel)
  • Plan for audience engagement techniques such as live polls, Q&A sessions, or interactive games
  • Decide if/how you will reward audience interaction
• Confirm Final Logistics
  • Ensure that room setup, A/V needs, and seating arrangements are confirmed
  • Ensure support staff (room monitors, microphone runners) are available for smooth facilitation
  • Check green room availability for panelists to meet beforehand
  • Create backup plans for event maladies e,g backup slides, microphone malfunctions, etc.
• Panelist Coordination
  • Send a final confirmation email to panelists with details on the format, audience demographics, agenda, and dress code
  • Share the opening remarks and first/last questions with panelists to allow for preparation
  • Provide guidelines for handouts, use of props, and slides with due date

4. One to Two Weeks Before

• Panelist Prep
  • Send final email to panelists with a condensed version of the detailed agenda, location of the green room, and last-minute updates.  Include guidelines for dress code, microphone setup, and expected attire.
  • If necessary, hold a quick pre-panel conference call or meeting to confirm the format and flow. Do NOT discuss the content.
  • Discuss how the panel will manage controversial topics or potential disagreements
  • Encourage panelists to prepare their key points and back-pocket stories or data
  • Ensure all panelists submit any handouts or presentation slides in advance
  • Confirm when/where you will meet up on the day of the panel
• Finalize Technology and A/V
  • Confirm the technology for polling or live audience questions, if applicable
  • Test the A/V equipment (microphones, projectors, etc.) to ensure a smooth event
• Assemble Visuals and Handouts
  • If using slides or visuals, compile all panelist presentations into one cohesive deck
  • Create one slide with the panel lined in the order they will be seated
  • Prepare handouts or digital takeaways to distribute during or after the panel
  • Create/download any video intended for use (confirm permission to use)

5. Day Before the Panel

• Moderator Preparation
  • Review all key points, opening remarks, and panelist introductions
  • Rehearse how you will intervene politely if the conversation needs to be redirected
  • Prepare questions or prompts to encourage panelists to interact with each other
  • Pack your “stuff” – question cards, flags, paddles, foam boards/markers, props, gifts

6. Day of the Panel

• Final Room Check (1 Hour Prior)
  • Arrive early to confirm the room setup: seating, lighting, microphones, and screens
  • Ensure that the A/V team is ready and all technology is tested
  • Double-check seating arrangements for panelists and audience engagement props (e.g., paddles, Frisbees)
  • Place question cards/flags on audience seats/tables
  • Remove any background clutter
• Moderator Panelist Meet-Up
  • Gather the panelists 30 minutes before the panel begins for last-minute coordination
  • Review key talking points, flow, and any final questions
  • Confirm handouts and/or takeaways
• Audience Engagement Setup
  • Test audience interaction tools: microphones, polling apps, or live question submission systems

• Check the Event Space
  • Arrive early to inspect the room. Confirm the furniture, stage layout, seating, microphones, and lighting are set as requested
  • Ensure panelist name placards are visible, water and other essentials are available on stage
• Review A/V Setup
  • Double-check that microphones are functioning (lapel, hand-held, or podium) and that slides or visuals are ready to go
  • Ensure there’s a backup plan for technical failures (extra batteries, backup slides)
• Confirm Handouts and Takeaways
  • Ensure any handouts or materials for the audience are ready and accessible (e.g., placed on chairs or distributed at a key moment during the session)
• Panelist Run-Through
  • If possible, meet with the panelists briefly to go over last-minute details
  • Address any final questions, confirm roles, and make sure they are comfortable with the format

7. 1 Hour Before the Panel

• Room Check
  • Arrive early to inspect the final room setup one more time
  • Ensure that all A/V systems are functioning, seating is arranged correctly, and microphones are working
  • Test the lighting, check sound levels, and make sure multimedia displays (if any) are ready.
  • Test the technology
• Panelist Final Meet-Up
  • Meet the panelists in the green room or designated area
  • Confirm key roles, topics, and interventions, and ensure everyone is relaxed
  • Give them last-minute pointers: remind them to keep answers concise, engage with the audience, and have fun
• Audience Engagement Preparation
  • Confirm the audience interaction setup: text questions, microphones, or other tools
  • Ensure you have back-pocket questions or prompts ready in case audience interaction is slow

8. Immediately After the Panel is Over

• Solicit quick feedback from the panelists and attendees
• Collect question cards/flags etc.
• Quick debrief with the meeting organizer
• Self-critique

9. After the Panel

• Debrief with the Event Organizer
  • Discuss what worked and what could be improved
  • Share feedback on the panel’s structure, timing, and flow for future events
• Send Thank-You Notes
  • Send personalized thank-you emails or notes to all panelists
  • Thank the event organizers and support staff, for acknowledging their contributions
• Prepare Post-Event Report
  • Document key learnings, audience feedback, and overall panel performance
  • Share this report with the panelists and event organizers
• Follow-Up with Audience
  • Share key takeaways, photos, or a panel summary on social media
  • If appropriate, share resources or answer unanswered questions that arose during the panel
  • Provide access to the event’s recording or a write-up if it was promised

Hope this panel discussion countdown checklist is helpful! You can even assign responsibilities as we did with the RACI chart.

Oh – I might have missed something…if so, please let me know and I’ll integrate it into this panel discussion countdown checklist!

Related Articles

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27 Panel Discussion Formats

How to Moderate a Panel

For more information about how to moderate a lively & informative panel discussion, check out our free 7-part video series on how to moderate a panel and other resources to help you organize, moderate, or be a panel member.

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