How to organise a panel discussion without last-minute problems

Start by deciding what the discussion should achieve and who needs to be on the panel. Once the theme, panellists and moderator are confirmed, build the programme around the available time and audience questions. Book the venue and technical equipment early, then handle registrations, dietary requirements and catering before event week. The most common failures happen during setup: microphones, presentation connections, name badges and the registration desk all need testing before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Define theme and objective
2 people
2
Approach panelists
2 people
3
Assign moderator
4
Reserve venue
5
Reserve equipment
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Create the program
2 people
10
Prepare panel questions
2 people
11
Check technical requirements
2 people
12
Order catering
13
Make name badges
2 people
14
Collect presentations
15
Print the registration list
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Open venue
2 people
19
Check the venue
2 people
20
Set up tables and chairs
4 people
21
Set up the stage layout
3 people
22
Connect the sound system
2 people
23
Connect presentation screen
2 people
24
Test microphones
2 people
25
Set up registration desk
2 people
26
Lay out name badges
27
Set out coffee and tea
2 people
28
Prepare snacks and sandwiches
3 people
29
Hang up signage
2 people

Event

30
Receive panelists
2 people
31
Register visitors
3 people
32
Serve coffee and tea
2 people
33
Guide the opening
2 people
34
Moderate panel discussion
2 people
35
Collect questions from the audience
2 people
36
Refill break drinks
2 people
37
Serve snacks
3 people
38
Refill drinks
2 people
39
Collect tableware
2 people
40
Wave goodbye to visitors
2 people

Aftercare

41
Turn off the sound system
2 people
42
Dismantle the technical setup
3 people
43
Put furniture back
4 people
44
Collect waste
2 people
45
Wash dishes
3 people
46
Clean the room
3 people
47
Check materials
2 people
48
Return borrowed items
2 people
49
Store leftovers
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 70
Tablesqty 10
Panel table
Tableclothsqty 8
Stoolsqty 5

Equipment

Sound system
Wireless microphonesqty 4
Microphone standsqty 3
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chart
Markersqty 6

Tableware

Water glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 10
Serving utensilsqty 10

Catering

Coolersqty 3
Thermos flasksqty 6
Drink dispensersqty 2
Napkinsqty 200
Cake standsqty 4
Groceries

Decorations

Name badgesqty 75
Name card holdersqty 75
Program leafletsqty 75
Signage boardsqty 8
Table numbersqty 10
Pensqty 30

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 6
Cleaning bucketsqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen tongsqty 4
Serving knivesqty 4

Tips

Confirm the theme, objective and moderator before inviting panellists. Give each panellist a clear role and send the first draft of the programme at least two weeks before the event.
Plan the running order with fixed timings for introductions, each discussion section, audience questions and closing remarks. Leave 10 to 15 minutes for questions instead of allowing the opening section to run over.
Check the room layout against the equipment you actually have: panel table, chairs or stools, microphones, presentation screen, laptop, HDMI cables and power strips. Test every microphone and presentation connection at least 60 minutes before doors open.
Prepare registration before the event day by processing the guest list, printing it and making name badges. Keep the registration desk near the entrance, with a clear route to the seating area and a way to record late arrivals.
Order catering from the final registration numbers and confirm dietary requirements several days in advance. Chill drinks and set out water, coffee, tea, cups, plates, cutlery and napkins before the audience arrives, rather than during the first discussion.

Frequently asked questions

How far in advance should I organise a panel discussion?: Start planning at least 6 to 8 weeks before the event. Approach panellists and reserve the venue first, then confirm equipment, invitations, registration and catering in that order.
How many questions should I prepare for a panel discussion?: Prepare around 8 to 12 main questions for a 60-minute panel, depending on the number of speakers. Mark 2 or 3 as essential so the moderator can keep the discussion focused if answers take longer than expected.
When should I test the microphones and projector?: Complete the technical test at least 60 minutes before guests arrive. Check each wireless microphone, the sound system, laptop, projector, projection screen, HDMI cables and power connections with the actual presentation files.
When should I order catering for a panel discussion?: Confirm the catering order 3 to 5 days before the event, after checking registrations and dietary requirements. Prepare the serving area before doors open, including chilled drinks, coffee, tea, water, tableware and napkins.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.