Panel discussion checklist: what to arrange and when

A panel discussion depends on more than confirmed speakers and a row of chairs. You need time to shape the topic, brief the moderator, collect presentations, test microphones and prepare registration before guests arrive. This checklist puts the work in a practical order, from defining the objective to opening the venue. It also covers details that are often left too late, such as dietary requirements, name badges, HDMI cables and a printed registration list.

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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 theme and objective
2 people
Approach panelists
2 people
Assign moderator
Reserve venue
Reserve equipment
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the program
2 people
Prepare panel questions
2 people
Check technical requirements
2 people
Order catering
Make name badges
2 people
Collect presentations
Print the registration list
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up the stage layout
3 people
Connect the sound system
2 people
Connect presentation screen
2 people
Test microphones
2 people
Set up registration desk
2 people
Lay out name badges
Set out coffee and tea
2 people
Prepare snacks and sandwiches
3 people
Hang up signage
2 people

Event

Receive panelists
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Guide the opening
2 people
Moderate panel discussion
2 people
Collect questions from the audience
2 people
Refill break drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Wave goodbye to visitors
2 people

Aftercare

Turn off the sound system
2 people
Dismantle the technical setup
3 people
Put furniture back
4 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Check materials
2 people
Return borrowed items
2 people
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

Set the topic, audience and objective before approaching panelists. Once the speakers are confirmed, assign the moderator early so there is time to prepare focused questions and agree on the running order.
Reserve the venue and equipment together, not separately. Confirm the panel table, chairs or stools, sound system, wireless microphones, presentation screen, laptop, HDMI cables, extension cords and power strips in advance.
Collect presentations and technical requirements several days before the event. Test every microphone and connect the presentation screen on site before guests arrive; do not rely on a last-minute laptop or cable check.
Close registration early enough to print the attendee list and make name badges. Ask for dietary requirements during registration, then place the catering order with enough time for drinks to be chilled and coffee or tea service to be prepared.
Plan the room setup backwards from the opening time. Allow time to check the venue, arrange tables and chairs, set the stage layout, connect sound and projection, and staff the registration desk before the first guest arrives.

Frequently asked questions

How far in advance should I organise a panel discussion?: Start planning at least 6 to 8 weeks before the event, especially if several panelists or a specific venue are involved. Confirm the moderator, room, equipment and invitations early, then use the final 7 days for presentations, catering and technical checks.
When should panel questions be prepared?: Draft the main questions as soon as the panelists and objective are confirmed, ideally 2 to 3 weeks before the discussion. Send the moderator a structured question list and allow time to adjust it after reviewing the speakers’ expertise.
How long before guests arrive should the venue be set up?: Begin room setup at least 2 hours before doors open. Keep the final 30 minutes for microphone testing, screen and laptop checks, registration materials, chilled drinks and resolving unexpected venue issues.
How many microphones does a panel discussion need?: Plan one microphone for each person speaking at the panel, plus one for the moderator if they are separate. For example, a moderator and four panelists require 5 microphones; test all of them in the room before registration starts.

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