Here’s how to use your panel design cards:

1. Start with Initial Decisions Use the red cards to clarify vision, format, tone, duration, and audience engagement — ideally in conversation with the meeting organizer.
2. Sort by Relevance Go category by category. Ask: Do I need this element for my panel? If yes, pull those cards aside. Ignore what doesn’t apply.
3. Customize the Flow Within each category, select the cards most relevant to your specific panel — then arrange them in a logical sequence. This becomes the basis for your agenda.
4. Use Sticky Notes for Specifics Jot panelist names, timing notes, or specific questions on sticky notes and place them on the corresponding cards. This bridges general structure with your unique panel content.
5. Spark Energy Every 6–10 Minutes Use yellow “Segment Starter” cards to keep the pace lively. Aim for an energy shift every 6–10 minutes to match our attention span rhythms.
6. Finalize Your Plan Once you’ve selected and ordered your cards, transfer that sequence into a run-of-show or facilitation guide. You now have a customized roadmap for a powerful panel.

Here are some templates that can help structure your panel discussion:

The biggest mistake panel organizers make? Jumping straight into logistics without a clear foundation. Every effective panel discussion begins with thoughtful, intentional choices—the kind that make everything else easier (and more impactful).

These “initial decisions” form your panel’s backbone and should be locked in before a single email gets sent or an invite goes out.

Here are the 10 essential decisions every meeting planner AND panel moderator should make upfront:

1. Define the Vision. What kind of experience are you creating? Consider the following dimensions:
   • Formality: From black-tie to business casual
   • Tone: Serious to playful
   • Discourse Style: Polite to confrontational
   • Purpose: Informational vs. persuasive
   • Control: Structured vs. freeform
   • Duration: 20 to 90 minutes
   • Topical Focus: Niche or wide-ranging
   • Audience Engagement: Passive observation or active participation
   • Venue Type: In-person, virtual, or hybridHaving a clear vision influences every other decision you’ll make.
2. Clarify the Objectives. Ask:
   • What do we want the audience to know, feel, or do as a result of this panel?
   • How does this panel fit into the event’s broader goals?
   • What key messages or themes need to be explored? These answers shape your content, panelist selection, and promotional messaging.
3. Define Success Criteria. What does success look like? Choose how you’ll measure impact:
   • Formal evaluations
   • Sponsor/stakeholder feedback
   • Audience buzz in the hallways
   • Moderator and panelist debriefs
   • Repeat invitations or social engagement metrics
4. Understand Audience Expectations. Tailor your panel to meet the real needs of your audience:
   • Demographics (roles, industries, expertise)
   • Pain points or questions they want answered
   • Impact of the topic on their personal or professional lives
   • Tech savviness (especially for polls or virtual tools)
5. Confirm Panelist Expectations. A powerful panelist is both prepared and aligned. Confirm:
   • Why they said “yes” (e.g., visibility, learning, networking)
   • What they hope to share
   • What role they’re playing (e.g., expert, wild card, customer)
   • That they know how to prepare—and what’s expected of them
6. Choose the Best Format. Panels aren’t one-size-fits-all. Choose based on your objectives and audience:
   • Traditional formats: Q&A, initial remarks, mainstage
   • Segment-driven formats
   • TV show riffs
   • Audience-driven formats (fishbowl, hot seat, etc.) Bonus: Check out “123 Ways to Add Pizazz” for creative format ideas.
7. Craft a Compelling Title & Description. Titles matter—a lot. Your title should:
   • Tie into the event theme
   • Be specific, not vague
   • Spark curiosity
   • Avoid the dreaded words “Panel Discussion” whenever possible
8. Design a Promotion Strategy. Engagement starts well before the panel. Think:
   • Website and app copy
   • Social media buzz
   • Panelist and sponsor shoutouts
   • Email campaigns or surveys
   • Moderator blog posts or previews
   • Don’t forget to ask panelists to promote too—it boosts attendance and preps the audience.
9. Consider Murphy’s Law. What could go wrong? And how will you prevent it? Common issues include:
   • One panelist monopolizes
   • Panelists go off-topic
   • Time runs out
   • Tech fails
   • Nobody asks questions
   • Disagreements become uncomfortable
   • And the list goes on and on….
10. Build Prevention Strategies. The key to a smooth panel? Planning for the bumps:
    • For dominators: Use directed questions or time-limited rounds
    • For off-topic drift: Post the theme on stage; redirect gently
    • For tech fails: Test gear and have a backup plan
    • For low engagement: Seed Q&A, use polls, design audience activities every 6–10 minutes
    • For too much agreement: Cast for contrast and play devil’s advocate

These decisions become your compass – I call it “The North Star.” Every panel you moderate will reflect the clarity of your initial decisions. So take the time before you decide the structure and format, make your agenda flow, and certainly before you brainstorm questions to ask the panelists.

First impressions are everything, especially for panel discussions. The welcome sets the tone, frames the conversation, and shapes how your audience will engage. Will it feel like a vibrant conversation they want to lean into or a stale session they just sit through?

A well-designed welcome is more than polite intros. It’s a strategic opportunity to spark curiosity, build rapport, and signal that this panel will be different.

Here are 19 effective ways to start strong, each one rooted in practices from top panel moderators.

1. State the Topic, Objective & Agenda. Clearly clarify the what, why, and how. Let the audience know what to expect, what they’ll walk away with, and how the session will unfold. Explain how questions will be handled (e.g., throughout, at the end, or none at all).
2. Hint at a Surprise. Tease a special guest, an unexpected twist, or a moment to come. This builds anticipation and keeps people engaged.
3. Tell an Interesting Story. Share a relevant anecdote, analogy, or personal narrative. Relatable stories create an emotional connection and context.
4. Make an Observation. Comment on something timely, personal, or specific to the panelists or audience. Link it directly to the purpose of the panel.
5. Share an Example. Use a brief illustration or case study that highlights the panel’s theme. Grounding abstract concepts in a real-world context immediately builds credibility.
6. Share a Fun Fact or Statistic. Start with a “Did you know…?” moment that surprises the audience—bonus points for humor or shock value.
7. Show an Interesting Visual. An infographic, meme, or simple image can serve as a metaphor or theme-setter.
8. Show a Short Video Clip. Use a 30–60 second clip to educate, amuse, or raise a key question. Be sure to test it with A/V in advance.
9. Show and Tell. Bring out a prop that illustrates a powerful idea, then tie it into the discussion to keep it tactile and memorable.
10. Poll the Audience. Use tech or analog methods (show of hands, clap-o-meter, etc.) to get instant input. Then pivot to the panel with, “Let’s unpack that.”
11. Prompt an Audience Response. Have attendees repeat a phrase, fill in a blank, or do a physical gesture. It’s cheesy—but it works!
12. Agree/Disagree Game. Make a bold statement and ask panelists and/or attendees to show where they stand. Invite a panelist to comment on the result.
13. Fact or Fiction. Pose a controversial claim and ask the audience to vote on whether it’s true. Then, debunk or validate.
14. The Newlywed Game. Ask panelists and the audience the same question, compare answers, and discuss the surprising overlap (or disconnect).
15. Point/Counterpoint. Get the panel debating immediately. Ask one panelist for a strong opinion in 15 seconds, then challenge another to respond.
16. Play Bingo. Distribute or project cards with phrases that panelists might say. Audience members mark them off during the session. First to shout “bingo” gets a prize.
17. Nudge Your Neighbor. Ask a reflective question and prompt short 1-on-1 discussions among audience members. It builds social energy and primes brains to engage.
18. Play Walk-Up Music. Curate a playlist that sets the tone for your panel. Use intro music to inject fun, create a vibe, or introduce the topic thematically.
19. Share Housekeeping Items. Keep things running smoothly by addressing Wi-Fi, polling tools, break times, exits, and device etiquette. Check with your event organizer for anything else to include.

As the moderator, your welcome isn’t just logistics. It’s the opening act. You are a host, a guide, and a tone-setter. Be prepared, be present, and where appropriate, even a bit playful.

Choose 2–3 of these tactics and practice delivering them with authenticity. Your panelists will thank you. Your audience will lean in. And your panel will start strong…and stay strong.

Contrary to popular opinion, there are MANY ways you can introduce your panelists:

• Invite panelists onstage
• Introduce each panelist
• Introduce a surprise guest
• Remarks from each panelist
• Panelists introduce themselves
• Each panelist introduces another panelist
• Ask each panelist a question

And don’t forget to introduce your graphic recorder (if you are using one!)

A Segment Starter is an intentional, intriguing technique used by a panel moderator to kick off a new segment of the panel discussion. It signals a shift in topic or format and is designed to immediately re-engage the audience, foster curiosity, and set the tone for what’s next. When executed well, it keeps the energy high and the audience leaning in. They are genuinely curious about what’s coming next.

I try to make each segment about 6 to 10 minutes long (that’s about the average timespan of a human being, patterned by years of watching TV and listening to the radio!).

1. Show a Short Video Clip. Use a brief, relevant video to spark discussion or highlight key issues. This could be a news clip, expert commentary, or even a humorous segment. Ensure A/V is tested beforehand and permissions are secured.
2. Use a Prop. Introduce a physical item (article, object, symbol) tied to the topic. Keep it hidden until just the right moment to build curiosity, then connect it to the discussion.
3. Poll the Audience. Gauge the room’s opinions using apps, show-of-hands, color cards, or even volume-based responses (clapping, cheering). Immediately toss the results to a panelist to interpret.
4. Have a Panelist Ask a Question. Flip the format. Have a panelist pose a provocative question to the audience or another panelist, creating a dynamic shift in the energy.
5. Improv Technique. Engage in improvisation by using the “Yes, and…” technique, requiring each panelist to build on the last statement. It’s playful and encourages creativity and flow.
6. Progressive Answers. Start a panelist on a question, then interrupt with “Pause!” and shift to another panelist to continue the thought. Use sparingly for max effect.
7. Rapid-Fire Lightning Round. Ask each panelist to answer a series of questions with just a word or sentence. Keeps things fast-paced and concise.
8. Rapid-Fire Panelist Polling. Ask the same question to each panelist for quick responses on a scale of 1–10, agree/disagree, yes/no/maybe, or answer in five words.
9. Would You Rather? Present two equally compelling or uncomfortable choices. Let the audience decide which one the panelist should respond to.
10. Pick A, B, or C. List three intriguing questions and have the audience vote on which the panel should tackle. It boosts anticipation and gives the audience agency.
11. Agree/Disagree Game. Pose bold statements and have panelists reveal whether they agree or disagree (using cards, paddles, etc.), then explain their rationale.
12. Pick a Card, Any Card. Create a deck of question cards. Let a panelist draw and respond to the random prompt—adds surprise and spontaneity.
13. Prompt an Audience Response. Ask the audience a question or provoke a reaction (e.g., “Raise your hand if…” or “Shout out one word that…”). Use their feedback as a jump-off point.
14. Nudge Your Neighbor. Get the audience to discuss a question with someone nearby for 30 seconds, then share insights with the room.
15. Your Favorite Story. Invite a panelist to tell a favorite story that ties to the topic. Personal anecdotes are powerful and memorable.
16. Planned Spontaneity. Create moments that feel unplanned but are actually scripted or prompted (e.g., a surprise prop, unexpected guest, or “mistaken” comment).
17. Gamified Polling. Add game elements to polling (leaderboards, speed voting, prizes) to heighten audience investment and excitement.
18. Hot Seat Challenge. Put one panelist in the “hot seat” to answer a barrage of rapid questions from the audience or other panelists for a set time.

Here’s the process I use to create great questions:

1. Do your research
2. Create a list of potential questions
3. Review your list
4. Cull your list
5. Sanity-check your questions
6. Sequence the questions
7. Strategize the opening
8. Tweak the questions
9. Create your cue cards
10. Practice asking the questions

Note: These steps are iterative in nature. They build on each other and based on recent decisions you may have to go back and adjust your findings in earlier steps.

Here are the types of transitions to use between segments during your panel discussion:

• Verbal cue
• New activity
• Summarize
• A heads-up
• An observation
• Connect the dots
• Preview the next question
• Simple thank you
• Call-to-action
• Quote or data point
• Acknowledge the flow
• Change tone
• Acknowledge the time
• Refer to the graphic recorder
• Use a metaphor
• Use a prop

The Q&A segment is all about having a dedicated time to get questions from the audience.

First, you’ll want to determine and share the Q&A process you are going to use:

• Get questions from using technology such as Slido, Mentimeter, or the meeting app.
• Get questions from question cards
• Get questions from smaller groups

You can also think about:

• Polling the audience
• Rewarding the first questioner
• Playing Q&A bingo
• Having a raffle
• Picking a question (e.g. A, B, or C)
• Picking a question card
• Doing a card swap
• Reversing the Q&A
• Playing Q&A Frisbee
• Prompting a question
• Finishing the sentence
• Letting the panelist answer for a minute and letting the audience decide to continue…or not
• Put the executives in the hot seat

You never want to end on Audience Q&A.  Wrap this up with a nice bow:

• Moderator summarizes
• Panelists summarize
• Rapid-Fire lightning round
• Audience summarizes
• Call-to-action
• Small group conversations
• Accountability buddy
• Thank people
• Final announcements
• Take a picture
• Creative recap/summary
• Reflections
• Action plan cards
• Bingo recap
• Symbolic send-off
• Play walk-out music

Checklists come in handy to make sure you have remembered everything you need to do to have a powerful panel.

I also like to use a RACI chart to make sure those tasks are assigned to the right person.

You can download and adapt these two documents for your own use!

By using these cards, you can design a panel discussion that not only meets but exceeds the objectives and becomes the hit of the conference!