Panel discussion checklist: what to arrange and when

A panel discussion needs more than confirmed speakers and a few chairs. You need a clear topic, a moderator, a working registration process, and enough time to test microphones, projection and seating before guests arrive. This checklist takes you from the first invitation to the final hall check. Use it to keep speaker information, audience questions, catering and room setup on one timeline.

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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

Define the panel topic and objective
2 people
Approach panelists
Assign moderator
Reserve the venue and hall
Confirm date and program
2 people
Write invitation text
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve equipment and microphones
Order catering
Collect panel questions
2 people
Create the program and schedule
Inform panel members
Collect presentation and logos
Send route and parking information
Prepare name badges
2 people
Print the registration list
Do the shopping
2 people
Pick up the equipment
2 people
Prepare panel materials
2 people
Check the hall floor and entrance
2 people
Set up tables and chairs
4 people
Set up the panel table
2 people
Hang the stage backdrop
2 people
Set up the sound system
2 people
Connect presentation system
Test microphones
2 people
Set up lighting
Prepare catering
3 people
Chill drinks
2 people
Set up registration desk
2 people

Event

Receive panelists
2 people
Conduct panel briefing
3 people
Register visitors
3 people
Serve coffee and tea
2 people
Guide visitors to the hall
2 people
Announce the opening
Moderate panel discussion
2 people
Collect audience questions
2 people
Refill break drinks
2 people
Serve snacks
3 people
Host the networking drinks reception
3 people
Refill drinks
2 people
Keep the buffet and tables tidy
2 people
See off the panelists

Aftercare

Turn off the sound system
Pack leftovers safely
2 people
Collect tableware and glasses
3 people
Clear tables and chairs
4 people
Collect and sort waste
2 people
Clean the hall and kitchen
3 people
Check and clean the restrooms
Pack up equipment
2 people
Do final venue inspection
2 people
Return equipment
2 people
Archive attendance list
Send thank-you message
Share presentations with participants

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Panel table
Stoolsqty 5
Coat rackqty 2

Tableware

Water glassesqty 80
Coffee cupsqty 70
Platesqty 70
Coffee spoonsqty 70
Platesqty 80

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Pouring jugsqty 4
Serving traysqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 5
Microphone standsqty 5
Projector
Projection screen
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Backdrop cloth
Name card holdersqty 5
Flower arrangementsqty 4
Tableclothqty 8
Directional signsqty 6

Lighting

LED lampsqty 4
Mood lightingqty 2

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Coolersqty 4
Serving bowlsqty 10
Small bowlsqty 12
Pliersqty 6
Drink dispensersqty 2
Groceries

Tips

Confirm the panel topic, objective and format before approaching speakers. Decide how many panelists you need, how long each opening statement can be, and how much time will be reserved for audience questions.
Give panelists a firm deadline for biographies, presentation files, logos and dietary requirements. Collect these details at least 7 days before the event so the program, name badges and catering order can be completed.
Schedule a technical test before doors open, not during registration. Check every wireless microphone, the mixer, speakers, projector, laptop, HDMI cables, extension cords and power strips with the actual presentation files.
Print the registration list and prepare name badges before guests arrive. Keep a separate list of dietary requirements and place directional signs at the entrance, registration point and hall route.
Allow at least 60 minutes for room setup and 30 minutes for the moderator and panelists to rehearse. Test the panel table, stools or chairs, water glasses, lighting, sightlines and audience microphones before opening the doors.

Frequently asked questions

How far in advance should I invite panelists?: Approach potential panelists at least 8 to 12 weeks before the discussion. This leaves time to compare availability, confirm the moderator, agree on the topic and replace anyone who cannot attend.
When should I send invitations for a panel discussion?: Send invitations 4 to 6 weeks before the event, with the date, venue, program outline and registration link. Close registration 2 to 3 days before the event if you need a final catering count and printed list.
How much time do I need to set up a panel discussion venue?: Plan for at least 60 minutes to arrange tables, chairs, the panel table, signage and catering equipment. Add 30 minutes for an audio-visual test and a short briefing with the moderator and panelists.
How many microphones are needed for a panel discussion?: Provide one microphone for each panelist, one for the moderator and one audience microphone if questions are taken from the room. For example, a four-person panel normally needs six microphones, subject to the venue's equipment setup.

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