6 Essential Planning Documents for a Panel Discussion

Before a powerful panel discussion hits the stage, a lot of behind-the-scenes coordination happens. From scripts to show flows, promotion plans to moderator blueprints, each document plays a unique role in orchestrating a seamless, engaging experience. Let’s unpack each one—and who needs what—to ensure your panel doesn’t just happen, but truly shines.

The Run of Show (ROS). Meeting professionals use this term for a document that lays out the minute-by-minute schedule for any type of event. Also called the “show flow,” the ROS identifies who is doing what, when. It includes:

• Time-stamped segments: Intro, welcome, moderator setup, panelist intros, curated questions, audience Q&A, closing
• Speaker/microphone cues: Who’s speaking and when, including transitions
• Technology cues: Slide decks, video clips, polling tech, mic handoffs, etc.
• Audience engagement prompts: When to poll the audience or cue a group activity
• Contingencies: Plan B moments, like what to do if a speaker runs long or tech fails

The run of show is typically prepared by the meeting organizer or producer and shared with the panel moderator, the A/V team, and other key stakeholders.

The Agenda. Corporations and organizations use this term for a document that lays out the flow of the event. It is generally a “lighter version” of the run of show, focusing on timing and flow. Agendas also include:

• Venue location and other pertinent information needed to arrive at the venue in plenty of time
• Session goals: What success looks like; knowledge, inspiration, behavior change
• Panel title and format: Chosen format (e.g., debate, café, hot seat), rationale, and title wording

The agenda is typically prepared by the panel moderator and shared with the panelists.

The Script. Performance artists use this term to prepare the verbiage and theatrical elements of the event to ensure a professional, consistent delivery. It includes:

• Opening remarks: Welcome, session objectives, rules of engagement
• Panelist intros: Short, standardized introductions (typically three sentences)
• Moderator-curated questions: Specific questions the panel moderator intends to ask the panelists
• Bridges and transitions: Segues between questions and segments
• Calls to action: How the session will end; what the audience should do next
• Housekeeping notes: Mention of hashtags, app use, evaluation requests, etc.

The script may be prepared by the panel organizer, producer and/or the panel moderator. Whomever prepares the script will share it with the others to ensure alignment. Panelists should receive only their intro, potential first and last questions (as well as any other questions that might need legal review and/or a landmine), and any interactive cues.

Promotion plan: Marketers use this term to map out how the panel will gain visibility and attract attendees before the event—and keep the buzz going afterward. A strong promotion plan isn’t just a checklist; it’s a coordinated strategy that taps into multiple channels and stakeholders to build excitement and drive attendance. It typically includes:

• Audience targeting: Identify who would most benefit from attending the panel and where they spend their time (e.g., LinkedIn, niche forums, Slack communities, industry newsletters).
• Key messages and value propositions: Craft compelling reasons to attend. What will the audience learn or gain? Why is this panel timely or unique?
• Promotional timeline: A calendar outlining when and where promotional activities will occur—from “Save the Date” emails to last-minute social media countdowns
• Marketing channels: Emails, blog posts, newsletters, podcasts, press releases, digital ads, conference mobile apps, and social media (both paid and organic)
• Social media toolkit: Ready-to-go posts, graphics, and hashtags that can be shared by organizers, panelists, and partners
• Teaser content: Short video clips, panelist sound bites, behind-the-scenes images, or interactive polls to generate curiosity
• Panelist involvement strategy: Provide panelists with clear instructions, pre-written content, and expectations for promoting the session (e.g., “Share this LinkedIn post by May 15”).
• Moderator spotlight: Promote the moderator as a thought leader—via interview clips, quote cards, or features in blog posts.
• Hashtag strategy: Create and promote a unique, event-relevant hashtag to unify the conversation and track engagement.
• Measurement and analytics: Define success metrics (e.g., registrations, reach, engagement) and track performance to refine future strategies.

The promotion plan is generally prepared by someone in the organization’s marketing function and shared with the organizer and/or producer.

Panel Moderator Planning Document. This is the panel moderator’s strategic document—the blueprint for the entire session. It is essentially an amalgamation of the run of show, agenda, script, and promotion plan (where it applies to the moderator and/or panelists). It typically includes:

• Event context: Placement within the larger program, audience demographics, room layout, timing, etc.
• Session goals: What success looks like; knowledge, inspiration, behavior change
• Panel title and format: Chosen format (e.g., debate, café, hot seat), rationale, and title wording
• Panelist bios and roles: Who’s the Sage? The Wild Card? Cast for contrast
• Question strategy: Curated questions, how many, and how to handle audience Q&A

Since this is the “ground truth” for the panel moderator, I always share this with the meeting organizer in full. It may be a bit much, but better too much than too little! Select pages may be shared with panelists to help them understand the session’s purpose, flow, and expectations.

Avoid giving the panelists a full script or ROS unless they specifically request it. Over-sharing can dull spontaneity or lead to “over-preparation” that makes the panel sound rehearsed rather than lively and conversational.

Prep Guide for Panelists. This is a concise, purpose-built briefing that gives panelists just the right amount of information—no more, no less—to help them prepare effectively. Think of it as a curated cheat sheet that prevents under or over-preparation. It includes:

• Session logistics: Date, time, location (and when to arrive)
• Session goals: What success looks like (e.g., spark a lively debate, bust myths, share actionable tips)
• Panel format: Type (e.g., hot seat, point/counterpoint), flow, timing
• Panelist roles: Description of their casting (Sage, Wild Card, etc.), expectations
• Intro guidance: How they’ll be introduced or what to prepare (usually three sentences max)
• Sample questions: First and final questions, plus any landmine/legal-sensitive ones
• Audience profile: Key demographics, expectations, or challenges
• Housekeeping notes: Social hashtags, app use, and what not to do (e.g., no slide decks unless requested)
• Call to action: Desired audience takeaway or post-panel engagement
• Prep Work: Come prepared with three succinct key takeaways you want the audience to remember. Have at least one concise story or example to bring your points to life, and consider distilling your message into a headline or memorable phrase that ties it all together.

The panel moderator typically prepares the panelist prep guide, often in collaboration with the organizer. Ideally, it should be two pages or less and is easy to read using headings, bullets, and bold text to clarify.

So Who Gets What?

Here’s a simple table:

These planning documents aren’t just paperwork—they’re your backstage blueprint to success. Use them strategically, and you’ll transform a good panel into a great one that your audience will talk about long after the session ends.

Related Articles

How to Structure a Panel Discussion

Panel Moderators: You MUST Have an Emergency Action Plan

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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