Panel discussion checklist: what to arrange and when

A panel discussion needs more than confirmed speakers and a list of questions. You also need a moderator, a clear running order, working microphones, a registration point, and a room layout that keeps the audience engaged. Use this checklist to move from venue and panelist bookings to final confirmations and event-day setup. Build in time to test the projector, audio mixer, wireless microphones, and presentation laptop 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

Reserve venue
Confirm panelists
Assign moderator
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Collect panel questions
2 people
Select panel questions
2 people
Develop the run sheet
2 people
Collect presentations
Reserve equipment
Send confirmations
Make name badges
Print the registration list
Do the shopping
2 people
Collect materials
2 people
Check the venue
2 people
Set out the room layout
2 people
Set up tables
3 people
Set up chairs
4 people
Set up the panel table
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Set up presentations
Connect the technical equipment
2 people
Test microphones
2 people

Event

Receive panelists
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Moderate the panel discussion
Moderate audience Q&A
2 people
Refill drinks
2 people
Serve break snacks
2 people
See off the panelists
Set up evening buffet
3 people
Serve dinner
4 people
Facilitate the open network session
2 people
Refill drinks
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear the hall
4 people
Disconnect equipment
2 people
Clean the venue
3 people
Return materials
2 people
Return equipment
2 people
Keep lost and found items

What to bring

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

Furniture

Chairsqty 90
Panel table
Side tablesqty 4
Registration desk
Buffet tablesqty 3
Stoolsqty 5

Tableware

Coffee cupsqty 90
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Audio mixer
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 5
Presentation clicker
Coolersqty 3

Decorations

Name badgesqty 10
Tableclothsqty 6
Directional signsqty 6
Program boardsqty 3

Lighting

Standing lampsqty 4
Light cablesqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm the panelists and moderator before publishing the program. Collect short biographies, presentation files, and accessibility or dietary details at least 7 days before the discussion.
Set a firm deadline for audience questions, then select and group them into the run sheet. Leave 10–15 minutes for questions from the room rather than filling every minute with prepared prompts.
Test every part of the AV setup at the venue on the day: wireless microphones, speakers, audio mixer, laptop, projector, projection screen, HDMI cables, extension cords, and power strips. Keep a presentation clicker available as a backup.
Prepare registration materials before doors open. Print the registration list, make name badges, place directional signs, and set up the registration desk at least 30 minutes before the first arrival.
Arrange the room so the panel table, chairs, water glasses, and microphones are ready before registration begins. Set up the coffee station separately, with cups, plates, cutlery, serving spoons, and coffee machines, so arrivals do not block the entrance.

Frequently asked questions

How far in advance should I organise a panel discussion?: Start at least 6–8 weeks before the event. Reserve the venue and confirm the panelists first, then allow 2–3 weeks for invitations, registrations, audience questions, and the final program.
How many panelists should a panel discussion have?: Plan for 3–5 panelists plus one moderator. With more than 5 panelists, individual contributions often become too short unless you schedule at least 90 minutes.
When should I collect panel questions?: Open question collection when you send invitations or registration confirmations, and set the deadline 5–7 days before the event. Select the final questions while developing the run sheet, leaving 10–15 minutes for live audience questions.
How early should I set up the room for a panel discussion?: Allow at least 90 minutes for room setup and technical testing. Finish the panel table, seating, registration desk, coffee station, signage, and microphone test at least 30 minutes before guests arrive.

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