How to Moderate a Panel Discussion: Step-by-Step Guide

Moderating a panel discussion is a great way to engage with challenging ideas and become recognized as a leader in your area of expertise. Yet moderating a discussion and making sure you’re properly prepared isn't always easy.

Whether you’re moderating an in-person, virtual, or hybrid panel discussion, there are a few key steps you’ll need to consider.

We’ve compiled a list of commonly asked questions and answers on how to moderate a panel discussion that engages and delights your audience—so you can lead your next discussion with confidence.

Step one: Prepare for the panel discussion

For a seamless discussion, it’s important to stress preparation, not rehearsal. Rehearsing too much can end in a rigid panel session. Or even worse, you end up spouting a monologue without listening and responding to other panelists. Use the following tips to ensure you’re ready for the big event.

How do you prepare for a panel discussion?

To effectively prepare for a panel discussion, you’ll need to thoroughly research and fully understand the discussion topic. You don’t want to leave any room for surprises here, so make sure you’ve familiarized yourself with important literature on the topic, scholarly articles, blog posts, and podcasts.

You’ll also need to get clear on the type of panel discussion. Will it be a virtual panel discussion, an in-person event, or a hybrid of the two? If it’s in person, will it be in a relaxed or professional setting? Make sure the setting aligns with your topic or industry.

If you’re doing a live panel discussion, consider brushing up on your public speaking skills by filming yourself or enrolling in a public speaking course (e.g., one offered by Toastmasters) to refresh your knowledge and improve your cadence.

How do you choose an impactful topic for your panel?

When choosing an impactful topic for your panel discussion, make sure that it’s highly relevant to the industry. The topic should have enough buzz around it to compel panelists to participate and maintain a lively discussion throughout. But it shouldn’t be overly controversial or sensitive.

To find relevant industry-specific topics, look at what’s trending on X or LinkedIn so you know what experts are talking about—and so you don't miss the mark.

What is the role of a moderator?

The role of the panel moderator is to go through the agenda, facilitate the conversation, and make sure everyone has enough time and space to voice their opinion and expertise. A really good moderator knows how to manage time effectively, break the ice, remain neutral, and lead a bigger group of people.

While the moderator doesn’t need to be an expert on the discussion topic, in-depth knowledge can help add to a more seamless discourse. They should also be confident and firm and be able to cut panelists off (when necessary), yet remain likable, inviting, and kind.

In a virtual setting, it’s also common for moderators to take a background role where they collect questions throughout via polls, chats, and questions. They often communicate with the audience via the virtual event’s chat room.

How do you choose the right panelists?

To select the right panelists for your panel discussion, make sure they're are qualified to speak about the chosen topic and that they’re experienced presenters. Also, be sure to select panelists from varying backgrounds (i.e., universities, ethnicities, degrees, etc.) for a broader, more interesting discussion.

Pick anywhere from three to five panelists. This ensures that there aren’t too many voices in the room so you have room to hone in on their individual expertise.

Step two: Set up the panel discussion

This step is all about smoothing out the more granular details of your event. When should you introduce yourself to the panelists? How do you come up with great questions? And how do you set up the panel space?

When should you introduce the moderator to the panelists?

Plan a short introductory meeting at least a day before the event. This will give you a better understanding of each person's biography, how the panelists communicate, any quirks they may have, and what they respond to most. An earlier introduction leads to a smoother, less awkward panel discussion because you’re not leaving the first meeting for the spotlight.

You can also prepare short introductions that give you a chance to ask panelists questions about the topic. This can help you better understand their expertise so you know where to direct your questions and to whom.

What makes a good question for a panel discussion?

There's an art to asking good panel discussion questions. Ideally, they should be open-ended questions that speak to each panelist’s specific background and area of expertise. But it's a good idea to make sure every panelist can contribute to any question to avoid awkward silences.

Take care to space out questions evenly, and avoid favoring a particular panelist. Do your research and use the panelists as a sounding board for industry-specific knowledge and information.

How do you set up the space or room for your panel discussion?

When setting up your panel discussion, you need to decide if it’s going to be in-person, virtual, or a combination of the two. For in-person discussions, place the panelists’ chairs next to each other on a stage or platform separate from the audience.

If it’s in a hybrid setting, make sure the panelists and audience can comfortably see the screen. For virtual events, choose a neutral background with decent lighting and double-check that your panelists have functioning microphones, headphones, and stable wifi for optimal acoustics and a seamless experience.

With a browser-based platform like Livestorm, panelists can connect instantly without having to download an app. This makes hosting a panel easy.

Step three: Moderate the panel discussion

Now you’re ready to start the panel. Thanks to your preparation and planning, you can be confident that your panel will be a success.

How do you open a panel discussion?

Here's our list of steps to follow as the panel discussion starts:

1. Welcome attendees and introduce yourself and your role as panel moderator.
2. State your goals for the discussion and the reason why you organized it or why it’s important. For example, it could be the result of an event partnership. This helps set up the context for the audience and the panelists.
3. Inform attendees and speakers about the panel discussion procedure and the ground rules.
4. Introduce the panelists with short, original introductions. Don't let panelists introduce themselves.
5. Launch into the first question for panelists to answer.

How do you set ground rules for a panel discussion?

To set ground rules, explain your expectations for the discussion and for each panelist. Clearly state what behavior is encouraged during the panel event and what isn’t. Some examples of panel discussion ground rules include:

• Don’t interrupt another person.
• Use encouraging language to add to the discussion and build on what others have said; for example, “yes, and…” instead of “no, but…”
• Not every panelist needs to or is required to answer every question.
• Designate a subtle signal to notify panelists when they're running behind or over on time.
• For virtual events, the moderator should show panelists how to use the event room and where to ask their questions.

These guidelines can help you avoid uncomfortable situations and awkward body language during your discussion and ensure that everyone’s on the same page regarding appropriate conduct.

What can you do to facilitate the discussion during a panel?

When facilitating a panel discussion, make sure that you remain strictly neutral and that you don’t add your own opinion to the discussion. Comments such as “interesting,” or “that’s cool,” don’t allow the audience to form their own opinions and takeaways.

Instead, thank the panelists for their contributions, ask clarifying questions as necessary, and then move on to the next question. In a virtual panel discussion, you can also give the audience a chance to interact with the speakers. Use audience questions to:

• Engage participants
• Learn more about your audience's expertise
• Quiz audiences
• Gather feedback
• Find new content ideas

Livestorm’s live polls feature makes it easy to schedule audience polls in advance or periodically, to sample attitudes or opinions towards a certain subject during a presentation.

How do you make a panel discussion fun?

Hosting a fun panel discussion means you’ll have to engage and involve the audience. If you’re on a virtual or hybrid discussion panel, use our video engagement platform to crowdsource interesting questions from the audience in a live Q&A. Giving the audience a dedicated Q&A slot can help boost your engagement funnel, as you build up your community and answer questions in real time.

Livestorm's engagement features can also turn your virtual event into a fun and interesting experience for users. Use polls, emoji reactions, live chat, and media and screen sharing to help the audience connect with the panelists. Or choose from apps like digital whiteboards to engage powerfully with your audience and elevate their experience.

Step four: Close the panel discussion

Now that you’ve successfully moderated your panel discussion and asked all the questions you'd like while keeping the audience engaged, end on a strong note.

How do you close a panel discussion?

To successfully conclude the panel, follow these steps:

1. Pose a final question when the panel is almost over, giving panelists a chance to summarize the discussion.
2. Give each panelist the chance for closing remarks.
3. Provide a location (virtual, in-person, hybrid) to continue the conversation. Send the replay automatically to your registrants with Livestorm. This way attendees can watch the replay, and those who registered but couldn't attend can catch up on what they missed.
4. Express gratitude to the panelists and attendees and thank them for their participation.

How do you come up with a powerful ending to your panel discussion?

To end your panel event well, make sure you thoughtfully summarize the biggest takeaways from the discussion. If you’re strapped for time, ask the panelists for their own brief summary or key takeaway, and be sure to thank them for their time and input.

Let your audience know when they can expect your next panel discussion, and make sure to follow up on social media or over email with a recap of the event — or even include short clips of the discussion to ramp up your video engagement marketing.

Should you send a thank you email after a panel discussion?

You should definitely send your attendees and panelists a thank you email (and post relevant, engaging content from the event on your social media accounts). Go one step further and share how successful the discussion was.

Use Livestorm to share a replay of the event in your email, or make it available on-demand. Use the thank you email as an opportunity to reiterate what the panel discussion was about and how it added value, and to promote any upcoming presentations or conferences.

Track your event’s success with Livestorm

While there isn’t one panel discussion definition or one correct way to moderate it, there is a way to ensure it went well.

Whether you're a moderating rookie or an experienced event organizer, a platform like Livestorm can help you track and measure audience engagement with powerful end-to-end analytics. With Livestorm, you can also view participants' contact profiles so you can follow up with them after the hybrid or virtual event.

No matter where you’re hosting it, the benefit of a job well done will be an engaging, lively discussion that’s valuable and engaging to everyone involved.

Frequently asked questions about moderating a panel discussion

What is a moderation panel?

A moderation panel is a panel that has a designated moderator to help guide the discussion, direct questions, and keep track of time. It’s the moderator’s job to meet the needs of the audience and the discussion through a panel format.

What does it mean to moderate a panel discussion?

Moderating a panel discussion means that you’re in charge of directing questions to panelists and allotting enough time for them to answer your questions. As a moderator, it’s important to stay neutral during the discussion, know when to interject, and be able to guide a group of people.

How to moderate a virtual panel discussion?

To moderate a virtual panel discussion, make sure you have the right virtual meeting platform, like Livestorm’s end-to-end virtual events platform, to engage the audience with virtual polls, Q&As, and media sharing tools. As the moderator, be sure to remain neutral, allow all the panelists to participate, and keep track of time.

How to end a panel discussion?

To end a panel discussion, make sure you:

• End on a meaningful note by posing a final question to your panelists that appropriately summarizes the discussion.
• Give each panelist the chance for closing remarks.
• Provide a location (virtual, in-person, hybrid) to continue the conversation.
• Express gratitude to the panelists and attendees and thank them for their attendance.