HOW TO BE AN EXCELLENT PANEL MODERATOR

 

By Terry Shepherd, Head of Broadcast Media/Instructor

Outliers Writing University

 

Preparation:

 

If you want to moderate, make sure you say so when you register. Provide specifics about what topics you do best. If you have the inclination and interest, also offer up your services as a panelist or moderator if someone else drops out. You’ll be surprised how often this gets you more stage time.

 

When you know the topic and receive your list of experts, send an email to all with the following guidance.

 

Provide a 25 second biography in third person which the moderator will read during the panel introduction.

Provide two questions to the moderator that will make the participant look and sound like a rock star.

 

Input all of this information into your notepad, starting with the introductions, in order, followed by the two magic questions, in order. If someone does not respond or gives you incomplete or too much information, create your own introduction that follows your format.

 

Arrive at least 15 minutes early to the venue.

 

Ensure the AV gear is working and that the audio tech has provided you with a wireless microphone. Arrange the name tags in the order that best fits your intention for the flow of the conversation and in the same order as the questions on your notepad.

 

Work the room - As spectators find their seats, engage a few in conversation asking the key question: "If this were the best panel you ever attended, what would you hope to learn as a take-away?” Note both the question and the location of the person who asked it for later reference.

 

This information will be crucial to guiding your moderation of the conversation. The audience are your customers. So are the panelists. Your goal is to delight them both.

 

Find the timer and agree on how they will communicate with you.

 

Presentation:

 

General Notes: Using your wireless mic, stand in front of the panel for the introductions. Do NOT sit at the table. You are also a witness so watch the proceedings from the side of the stage or from the center isle of the room. Keep moving. It’s ok to move closer to the panelist is speaking to focus audience attention on that person.

 

Introductions: Restate the panel topic and briefly introduce yourself. You are NOT the center of attention so don’t spend time selling your books or background. Say just enough to confirm your credentials and credibility as the moderator.

 

Read the panel introductions verbatim. It’s also ok to give some love to your time-keeper. I always ask for applause.

 

State how long the panel discussion will be and how long you’ll take questions from the floor up front.

 

Begin with the end in mind: Based on what you heard from the audience, ask the LAST question first. “What’s the most important message you want to get across to this group?” You will customize the question based on the panel topic to make it relevant. If the topic is Character Development, the last question might be, “What are the most important things to remember about creating appealing characters?” Run this through every panelist. If their answer is unclear, ask a specific follow-up question to make it so.

 

It’s ok to jump around the panel, depending on who you think can add the most value to a particular discussion, but make sure each voice gets a chance to be heard. Inject their books or their expertise into your

questions, “Terry, in Chasing Vega your protagonist….” and then finish up with the question. If you know their work, it’s ok to praise it.

 

If you’ve done your job during the panel interactions, there will be questions. If you encounter the usual fear of being first, it’s ok to tee one up, “I was talking to Doug Lyle before we began and he asked a great question…” Point to Doug. He’ll ask it. You can also follow-up with your own clarifying questions after the answer(s) have been given.

 

Be mindful of the time. If you’ve performed well, the crowd and the panel will be on a high and won’t want the proceedings to end. That’s good. Always leave em wanting one more.

 

Conclude with, “Let’s have a big hand for this extraordinary panel,” followed by instructions on where to find them afterwards (book signing room, or wherever they will be meeting fans).

 

Afterwards:

 

Personally thank each panelist and give them your biz card.

 

As soon as possible, send a group email to your panelists, thanking them and highlighting moments of their brilliance. If a couple really shined, you can follow up with a personal email to individuals with deeper dives into your appreciation. The group email should be generic and heartfelt.

 

When you see them floating around the conference later, take a moment to single them out for whomever you’re hanging with. “Kathleen was on my panel today and she hit it out of the park!” Look for other opportunities at the big events or wherever groups gather with a panelist in attendance and reiterate your praise. We all love getting love. Be authentic and generous with it.

 

Send a thank-you email to the person who sent you your panel assignment. If you know the conference organizers, copy them. Specificity here is also important. Why did you enjoy the experience? What did you appreciate about their assistance? Is there anything that could be improved?

 

That’s it. Quick, easy, painless. The more you do it, the better you’ll get… and the more you’ll be asked to moderate.