Spotlight on Meetings: Death to Bad Panel Discussions

Associations love panel sessions at their meetings. The format can be an extremely helpful to deliver different perspectives on a similar topic. In fact, at times a strong panel with interesting points of view can be more valuable than keynote addresses, where the opinion of one is really all you receive.


I have found several techniques can make a big difference. And, it’s teeth-grinding painful to see great organizations with interesting panelists miss the mark.


You might try these techniques with your panelists:


One moderator and two panelists is the optimum: More than two panelists and one individual always gets hung out to dry. In fact, most often the moderator must go out of his way to ensure the third panelists is engaged; and it is usually painfully obvious. Also, be sure that your panelists have some similar standing with each other. More than once I have seen former Senators and let’s say, the head of a federal agency. Guess who gets lapped in that race? You lose balance in your session and that’s awkward to watch.


No speeches: Allowing each panelist to provide opening remarks is recipe for a train wreck. How many times does a panelist’s opening remarks go, say, 5-10 minutes long. Then the next guy has something to say, and oh, by the way, he wants to address a few items the other panelist made. I want to dive under the table when that starts. The result is these “opening remarks” are really mini-keynotes which suck up time and energy from the panel. Another by-product of this format snafu is your moderator has time for only one or two questions. Audience participation goes down the drain and it is often something they expect.


The moderator should provide a 2-3 minute open to provide context of the discussion. After this introduction, moderator should go directly into questions with the panelists. These questions should be cooked in an earlier conference call, “What question do you want to be asked?” This allows each panelist to hit their main points, but in the form of answering a question.


Conference call in advance: Staff should moderate a conference call for each panel. That call should cover session execution, including time for the session, moderator opening, and questions for the panelist. This call, lasting no more than 30 minutes, sets expectations and enables the panel to get to know their colleagues. This is always worth the extra effort.
Kill the draped table: I owe this “best practice” to my friend Clint Wheeler, VP of Corporate Programs at the U.S. Chamber. How many times do you see a draped table with four table mics and a lectern mic? That’s lazy, looks terrible and sets a barrier between panelists and the audience. If you have the resources, set up a “McLaughlin style” set with chairs in a semi-circle with the moderator in the middle. It is a conversation, after all. Use wireless lav mics as well.


Much more goes into good execution of a session, but I hope these tactics help. Send me your thoughts.