How much time is required before hosting or moderating a panel discussion?

Panel discussions are a cornerstone of successful events, but their impact hinges heavily on proper preparation and timing. For event planners and organizers, understanding the optimal preparation timeline is crucial for delivering engaging, professional panel discussions that resonate with audiences.

Industry best practices suggest that preparation should begin well in advance, with research showing that inadequate preparation time is cited by 67.4% of audiences as a key factor in unsuccessful panel discussions. This preparation encompasses everything from panelist selection and question development to coordination and rehearsal time.

To address this critical aspect of event planning, we’ve invited BBC News presenter and veteran moderator Samantha Simmonds to share her expertise. With over two decades of broadcasting experience and a track record of hosting high-profile corporate events for organizations like Deloitte and the Department of Trade and Industry, Samantha brings valuable insights on panel discussion preparation timelines. Her perspective as both a media professional and corporate event host offers practical guidance for event planners looking to optimize their panel discussion preparation process.

Samantha Simmonds, a BBC News presenter and veteran broadcaster with over 20 years of experience anchoring major news programs including BBC World News and Sky News, outlines a comprehensive preparation timeline for panel discussion moderation

Key Preparation Stages

The preparation process begins several weeks before the event with three critical phases:

Initial Communication
Panel preparation starts with email correspondence to establish subject matter comfort levels and exchange potential discussion topics among all participants. This foundational step ensures alignment on content and expectations.

Virtual Planning Session
A crucial intermediate step involves arranging a Zoom call with all panelists to explore their areas of expertise in greater depth. This collaborative session allows the moderator to identify natural connection points between speakers and develop a strategic flow for the discussion.

Final Coordination
The moderator should dedicate time to mapping out the conversation flow and question sequence. This planning culminates in an in-person meeting 10-15 minutes before the event, where panelists can build rapport and understand the conversational nature of the format rather than treating it as a formal interview

Best Practices

Simmonds emphasizes that successful panel moderation requires a structured approach that transforms formal interviews into natural conversations. Her methodology, refined through years of hosting high-profile corporate events for organizations like Deloitte, demonstrates that thorough preparation is key to creating engaging panel discussions.