The conference season is here, which means it’s time to spice up our panel discussions. This exciting discussion is usually thirty minutes to an hour long, which is led by a moderator, who’s a key figure in the event. It’s their responsibility to guide the participants, and to make it more interesting with relevant questions, so the audience can also feel like they are a part of the conversation. It is quite a hard task to do, so if you have an upcoming moderating task, it’s important that you are prepared to lead the discussion professionally.
Preparation is key to success
The foundation for a good panel discussion does not begin at the conference. If you are a moderator, it is important that you know the participants of the panel. You may have met them briefly before, but it is important to know their success stories, experiences, and latest professional news. It is your task to ask them to provide you a proper introduction with key points that you can use and refer to for the conference.
It is highly advised that you get together with the participants a few days before the conference to get to know them in person as well. It is great if you are able to see them in person, but if it’s not possible, an online meeting can work just as efficiently. This way everyone will have an impression of each participant, and they will be more familiar with their favorite topic or paradigm, and have something to connect with already.
It is also important to see how opinions differ, who speaks fast or slow, and what you should keep in mind while moderating to have a good pace and an exciting, smooth flow. It is also highly advised to discuss the questions with the panel participants or even work them out together, and set a priority order for the most enjoyable experience.
Important things to know when you are a moderator
The moderator is responsible for coordinating the panel discussion, managing the time, introducing the panelists, activating the discussion, asking questions, and interacting with the audience. These are quite hard tasks to do individually, let alone all at once. What you should absolutely avoid is to panic, since the main goal of the event is to have an exciting discussion that is enjoyable and engaging.
However, don’t let the whole event become a stand up comedy, or a selfish, boring monologue, as the basic purpose of a panel discussion is for the audience to expand, deepen or update their knowledge on a particularly interesting topic. Discussion panels show interesting debate dynamics, very common at congresses, or scientific conferences.
Be prepared about the questions you’re going to ask, but don’t stick to pre-rehearsed choreography too much. As a moderator, you should know a lot about the topic, but it is good to be flexible and let the speakers discuss something that is not in the script. Making the discussion a little bit more casual can not hurt anyone, but it definitely can improve the overall experience of the audience. However, don’t let them go in a completely different direction for very long, because the audience might feel like this is not what they came for.
Technical arrangements
When you are moderating a panel discussion with a larger audience, it is important to hear everyone clearly. This means that you might use a microphone along with the speakers. Try and practice with it, and do a little soundcheck, so you’ll know how to hold the mic, as it is very annoying for the audience when they can’t hear you.
You should put the chairs in a semicircular shape, so the participants see each other well, and they will talk to each other much more easily and freely. The organizers of the event often like to pre-determine for the speakers and the moderator where to sit. It is likely that the conversation will be much more direct if you sit among the participants, so you can make eye contact up close. This way you will be able to manage the discussion more easily, and it will feel more like an actual conversation instead of an interrogation.
How to make the discussion enjoyable for the audience?
Even though the audience came to learn more about a topic, in order to maintain their interest for the whole length of the discussion you should engage them. It is highly encouraged for them to share their opinions, experiences, and react to the discussion, for which you, as a moderator, should always make time.
It is important to inform them about how and when they can share their thoughts, which you should do at the beginning of the conference. You can ask them to raise their hands, or fill out a quick survey, the possibilities are endless.
How can you know if the event is a success?
It is important to first set a goal which you would like to achieve at the end of the panel discussion. Don’t set too high and impossible standards, such as having no slips of the tongue, as perfection is not something humans are capable of. Instead, try to make the audience laugh, ask an improvised question that fits well in the discussion, or focus on time management, so it won’t be an endless, extremely long event. It is also very useful and highly recommended to get feedback from the audience and the speakers, so you can get useful advice or positive reinforcement. You can ask them to fill out a short online survey at the end of the panel, which will help you to improve for your next moderating task.
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