Panel Moderator Planning Document and Sample Script

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I just moderated a wildly successful panel discussion on artificial intelligence in a specific industry. I thought it might be helpful to show the planning document and script for the panel.

One thing to note: The panelists were widely diverse in their perspectives (strategy, blueprints, implementation, case study), so we opted to give each person the opportunity to “present” their take on the topic at the onset – and THEN have the panel discussion.

10:00 Kristin to welcome, share objectives and process (2 mins)

Kristin welcomes the audience.
The objectives are to provide tangible, real-world examples and strategies for executives to understand and potentially implement in their companies.
Explain the format. We are going to have a short presentation from each of our four panelists about AI in the industry sector. Then we’ll have a conversation with them for about 30 minutes and then 30 minutes for audience Q&A (that’s where the question cards come in), and then a quick wrap-up.
Explain the question cards – please write legibly. These are to 1) help you remember the question(s) you have until we get to audience Q&A, be able to submit a question without anyone knowing it was YOU, and 3) for the organization to appreciate what questions you have – even if we don’t get to all of them!
And yes, there will be colored flags and paddles involved. It’s not your average panel.

10:02 Take a few quick polls using colored flags (8 mins)

We know who is in the room….
- Roles – Industries –
- Gross Revenue Range –
What we don’t know is your understanding and use of AI in your companies. So let’s go! Get your flags out….Green is that you agree. Red means you disagree, and yellow means that you are undecided.
First Statement >> AI is a tsunami – a game changer for ALL businesses, in the US and globally. It’s going to change everything. Green – You agree, Red – you disagree, Yellow is undecided. Kristin reports the percentages in the room.
- Note: we’ll be able to take a deeper dive into each of these. Note the cards – if you have a question or experience/best practice. This will be more than a panel discussion!
Second Statement >> Our company is on a journey….green if you are well on the path, AI is considered a strategic imperative, and has dedicated some serious resources (internal and/or external). Red – you are just getting started – perhaps you have several individuals within the company who seem to be taking it seriously, and yellow is somewhere in between. Kristin reports the percentages in the room.
Third Statement >> Personally, wave a green flag if you are “all in” – you are on the leading if not bleeding edge of integrating AI into the company, red if you are cautiously watching to see what happens, or yellow – somewhere in between.
Kristin to summarize and/or comment.
So we’ve got a room that’s mostly intrigued, some cautious, and a few trailblazers. Let’s bring out our experts and hear what they’re seeing in the real world.

10:10 Presentations (25 minutes)

Introduce Panelist A with three-sentence bio – Let’s welcome Panelist A!
Panelist A comes to the stage – Kristin passes off handheld microphone and slide clicker
Panelist A speaks for 5 minutes – hands microphone and clicker back to Kristin

0:17 Introduce Panelist B with three three-sentence bio – Let’s welcome Panelist B!
Panelist B comes to the stage – Kristin passes off handheld microphone and slide clicker
Panelist B speaks for 5 minutes – hands microphone and clicker back to Kristin

10:23 Introduce Panelist C with three-sentence bio. Let’s welcome Panelist C.
Panelist C comes to the stage – Kristin passes off handheld microphone and slide clicker
Panelist C speaks for 5 minutes – hands microphone and clicker back to Kristin

10:29 Introduce Panelist D with three-sentence bio. Let’s welcome Panelist D!
Panelist D comes to the stage – Kristin passes off handheld microphone and slide clicker
Panelist D speaks for 5 minutes – hands microphone and clicker back to Kristin

10:35 Kristin invites all panelists to the stage.

While panelists are arranging themselves (seated in the same speaking order and as on the screen), Kristin asks the audience to chat about what questions they have/want to ask the panelists.

10:37 Kristin asks the audience some relevant level-setting questions (23 min)

Seriously now… We’ve heard strategy, implementation, even rethinking company structure. Let’s dig deeper for about 15-20 minutes and then we’ll open it up to Q&A
Let’s play a game… AGREE/DISAGREE.
- Each of our panelists has an AGREE/DISAGREE paddle. I’m going to make a statement that may be provocative for the purpose of discussion … and then each of our panelists can agree or disagree on the count of three. And you can use your flags too!
- Let’s start by testing the paddles to make sure they work.
First statement — >> This panel is, hands down, no holds barred, the very BEST panel with the best-looking panelists you’ve ever seen… in the entire universe, in Chicago…today. One, two, three, show your paddle! Do you agree or disagree? Agree? (laugh!)
Second statement — >> Getting serious now….Most companies should start with small AI pilots, not big bets. Agree or Disagree? – One, two, three
- Follow-up: “Okay, [Panelist], why do you agree? [Other Panelist], why not?
Third statement — >> Your data has to be in great shape before AI can deliver value. Agree or Disagree? – One, two, three!
- Follow-up: “How do you define ‘AI readiness’ if it’s not all about clean data?” Start with Panelist A. Others to share where messy data has worked or failed.
Fourth Statement — >> The fastest ROI from AI comes from back-office functions, not the shop floor. Agree or Disagree? – One, two, three. Start with Panelist B.
- Follow-up: “Where are the best starting points for this audience specifically?”
Backup Questions:
- What’s one AI experiment that didn’t go as expected — and what did you learn? What’s the biggest misconception you hear about AI in this industry? – or –What’s the reality you wish more execs understood?
- If you had $100K and six months, where would you invest in AI first? – Possible follow-up: What would not be worth the money at that stage?”

11:00 Time for audience Q&A! (22 min)

We want to get as many questions in as we can…Please state your name, company, and role, then your question. Please start with your question and then perhaps 1-2 sentences that provide context. I will also intersperse the questions with some question cards…(collect them). Who has the first question?

Note: When selecting a question from the cards, I’ll ask the panelists to pick a card – any card! The panelist will read the card and then answer it or defer to another panelist.

11:22 Final Takeaways (7 min)

Let’s wrap up with key advice for our audience:

What’s one piece of advice – a tangible takeaway for our members?
What’s one thing YOU learned today?

11:29 Thank you! (1 min)

Kristin wraps up with a call to action summary
Thank you to the panelists (applause)
Turn it over to the meeting host

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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.