Looking for an engaging and insightful format to cover a topic? You may want to try panel discussions!
Gathering a group of guest speakers to talk, converse, and reflect on a specific topic is rewarding for both the audience and all those involved in the panel. That being said, if youâre conducting a panel discussion in person or online, youâll want to make sure you everything flows smoothly. Weâre here to show you how!
This article covers everything you need to know about running a successful virtual panel discussion, with tips for organizing, structuring, and moderating the event.
Virtual panels have become extremely popular allowing speakers to connect with audiences across the globe. Hosting an engaging online panel requires strategic planning and coordination. Follow this comprehensive guide to run a smooth dynamic virtual panel event.
What is a Virtual Panel Discussion?
A virtual panel brings together a group of speakers to discuss a topic before a remote audience Panelists share insights from different perspectives A moderator guides the conversation and encourages interaction with attendees,
Virtual panels provide informative interactive content for online events. They allow diverse voices to be heard without geographical limitations. With the right set up and facilitation virtual panels can be just as compelling as in-person panels.
Step-by-Step Guide to Hosting a Virtual Panel
Hosting a seamless virtual panel takes careful preparation. Follow these key steps:
Choose an Interactive Virtual Event Platform
Select technology that supports an engaging panel format. Key features to look for include:
- Video capabilities for panelist webcams
- Screen sharing and slideshows
- Q&A and polls to engage the audience
- Recording and live streaming options
- Easy access and login for attendees
A platform like Zoom, Google Meet, Microsoft Teams, or ON24 can work well. Test it out to ensure a smooth experience.
Identify and Recruit Panelists
Line up 4-6 expert panelists who offer diverse perspectives on your topic. Aim for a good mix of backgrounds, experiences, and communication styles.
Provide details on the event purpose, date, length, and expected commitment. Follow up promptly to confirm each panelist. Send reminders as the date approaches.
Set an Ideal Date and Time
Schedule your panel during a weekday afternoon or early evening to accommodate work schedules across time zones. Avoid holidays, weekends, and conflicting industry events.
Promote the event 3-4 weeks in advance so attendees can make arrangements to join. Send email reminders as the date nears.
Promote the Event Extensively
Get the word out early and often through email, social media, and other channels. Craft engaging messaging that speaks to your target audience and establishes value.
Send event reminders and highlight unique reasons to attend, like exclusive research or insights from marquee speakers. Share speaker backgrounds to build anticipation.
Prepare Speakers and Rehearse
Send panelists guidance for presenting virtually and test the platform together. Make sure they have clear audio and video and know how to use key features.
Conduct a full rehearsal 1-2 weeks before the live event. Check timing, transitions, Q&A, and technical aspects. Adjust the program if needed.
Appoint an Excellent Moderator
Choose an experienced moderator adept at facilitating engaging discussion and drawing out panelists. They should craft thoughtful questions to stimulate conversation.
Brief the moderator on the program flow, panelist backgrounds, and virtual facilitation tips. Have them connect with speakers beforehand to prepare.
Handle Logistics and Technical Set-Up
On the day-of, open the online room 30-60 minutes early to check all connections and AV equipment. Verify panelists can access the platform and interface.
During the session, have a dedicated producer to monitor sound, streaming, slides, and participant interaction. They can communicate privately with the moderator and troubleshoot any glitches.
Engage the Audience
Build in Q&A time, polls, and chats to involve your attendees. Have the moderator prompt the audience for questions and monitor responses in real-time.
Gauge engagement through surveys and data like dwell time and interaction rates. Adapt future panels based on audience feedback.
Producing a Seamless Virtual Panel Experience
The key to running a successful virtual panel lies in planning and preparation. Here are some top tips:
For the Platform
- Test video and audio quality in advance
- Ensure intuitive access and controls
- Have a trial run to identify any issues
For the Moderator
- Choose an experienced, engaging moderator
- Set expectations and equip them with webinar tips
- Develop thoughtful starter questions to spur discussion
For Panelists
- Recruit knowledgeable, dynamic speakers
- Set panelist expectations upfront
- Conduct a full rehearsal before the live event
For the Audience
- Promote extensively and highlight unique value
- Engage attendees with polls, chat, and live Q&A
- Monitor and enhance interactivity
During the Event
- Open room early for AV checks and speaker log-in
- Have a producer manage technical aspects and flow
- Record event for future promotional value
After the Event
- Send a quick thank you note to speakers and attendees
- Share the recording, highlights, photos, and takeaways
- Review feedback and data to improve next time
Virtual Panel Topics and Trends
Virtual panels work well for many topics. Some popular examples include:
- Leadership advice and insights
- Diversity and inclusion programs
- Women in STEM/business panels
- Social justice and activism talks
- Job search and career strategy panels
- Workplace communication and culture forums
- Advocacy and awareness raising
- Professional development and mentoring
- Industry forecasts and innovation trends
- Product launches and announcements
- Research releases and expert reactions
- Trending news analysis and commentary
The virtual format accommodates panels on almost any subject. Align topics with your audience interests and needs. Multi-speaker panels sharing diverse views generate great engagement.
Virtual Panel Formats
Beyond a standard panel discussion, consider these creative varieties:
Debates – Pit experts with opposing views against each other on a hot topic. The moderator referees while speakers debate their positions.
One-on-One Fireside Chats – A moderator interviews one high-profile speaker in an informal, conversational format.
Ask Me Anything (AMAs) – Experts respond to questions from the audience in real-time. Attendees vote up favorites driving the conversation.
Workshops/Tutorials – Panelists walk through how-to topics and skills together, sharing tips and examples.
Hackathons – Competing teams of experts develop solutions to a challenge presented by the moderator based on audience input.
Mix & Match – Combine different formats in one panel. For example, inviting two experts for a short debate, then switching to a workshop-style tutorial.
Get creative with virtual panel programming. Mixing formats and experts from various backgrounds leads to an engaging, dynamic event.
Promoting Your Virtual Panel
Effective promotion and outreach will make or break your panel turnout. Use these strategies to maximize attendance:
- Create an eye-catching website page with event details
- Send email invitations and calendar invites to purchased lists
- Promote through social media campaigns and sponsored posts
- Ask partners and panelists to share with their networks
- Target relevant associations, media sites, and influencers for cross-promotion
- Follow up with emails recapping event details and value to registered attendees
- Summarize takeaways and highlights post-event to build momentum
Quality promotion requires investment and persistence. Leverage every channel possible to drive registrations and excitement.
Engaging Your Panel Audience
Don’t forget your audience when planning the event program and set up:
- Start with an informal welcome and introductions to make attendees comfortable
- Limit panelist presentations upfront to get to the discussion and audience Q&A faster
- Monitor the chat and curate questions to integrate attendees
- Run quick polls to spark audience interaction and guide the conversation
- Share supporting slides and videos so attendees stay engaged
- Wrap up with a high-energy summary of key takeaways and lessons
Keeping the audience actively involved will ensure they stay tuned in and gain value after logging off.
Key Benefits of Virtual Panels
Virtual panels offer significant advantages, including:
- Cost efficiency – No venue rental or travel expenses for a virtual panel. Overall budget is lower.
- Global reach – Speakers and the audience can join from anywhere with internet access.
- Ease of access – Attendees simply click a link to join. No commute or venue navigation.
- Engagement – Polls, Q&A, and chat built into platforms allow audience interaction.
- Flexibility – Panels can be short mini-events or 2-3 hours easily. Schedule based on audience availability.
- Measurability – Platform analytics provide attendee registration, participation, drop-off, and feedback data.
- Legacies – Recordings allow panels to be repurposed for future viewing.
With the right set up and promotion, virtual panels are an extremely valuable channel for education, engagement, and lead generation.
Make Your Next Panel a Success
Hosting an impactful virtual panel takes work, but pays dividends if run well. Use this guide to plan effectively:
- Choose an interactive platform and engaging topic
- Recruit dynamic, knowledgeable panelists
- Promote extensively across
Facilitate interesting and meaningful discussionÂ
Often, Panel discussions bring together an unlikely group of people. This can result in extremely interesting discussions with new conclusions, perspectives, and ideas being put forward throughout the event.Â
Panel discussions are also an important way to explore and showcase different perspectives and viewpoints on a specific topic. Your panelists will most likely come with unique perspectives from a variety of diverse backgrounds and though you may see some controversy or some opposing views, this is all part of a healthy panel discussion (as long as your moderator keeps everyone in check).
If youâre looking to engage with your audience, Panel discussions can provide great entertainment. Although the format sounds serious, it doesnât have to be. It all depends what youâre trying to achieve with your virtual panel discussion.Â
Educate on a particular topicÂ
Panel discussions are highly effective ways of educating your audience about a specific theme, question or topic. You are free to choose literally any subject you want to form the basis of your panel discussion, then all you have to do is curate your guest list carefully to ensure you invite a broad range of perspectives.Â
Running a virtual panel discussion event is an excellent way to promote your own business, grow your reach, and offer some real value to your existing audience. This is particularly the case if youâre able to invite big names to participate in your panel discussion.Â
How to Moderate a Virtual Panel Discussion (6 Steps)
What is a virtual panel discussion?
A virtual panel discussion is a type of online event that gathers speakers together to discuss a topic in-depth. Like the in-person version, a good virtual panel comprises speakers with industry experience who can deliver useful insights to the audience. What are the types of virtual panel discussions?
Should a virtual event have a panel discussion?
A panel discussion is an integral part of your virtual event’s agenda. Panels offer a wealth of education, engagement, and event interest opportunities. It should never be used as a time filler, last-minute option, or done because it is expected. Think carefully about your goals for the panel discussion and how it contributes to the day’s agenda.
How do I host a virtual event?
Ask your Virtual Event platform provider if they would provide a professional moderator to host your panel discussion. Some tech providers, like BeaconLive, will make sure every event runs as smoothly as possible with the help of trained professionals to host your virtual gatherings. 3. Pick The Most Engaging Panelists
What are the benefits of hosting a virtual panel?
Here are some benefits of hosting a virtual panel: A virtual panel requires fewer expenses and factors than an in-person event. Hosting an event virtually eliminates the costs associated with in-person events such as venues, travel expenses, event staff and amenities.
