We’ve all been there. Sitting through panel discussions that wander aimlessly, often dominated by that one loud panelist who apparently believes they’re giving a solo TED talk, while others sit quietly contemplating what on earth they’re doing there. Meanwhile, the panel moderator is doing very little to deter the audience from stealthily checking emails. But it doesn’t have to be that way!
The difference between these forgettable panel experiences, and lively discussions that actually make people sit up and take notice? It almost always comes down to one thing: the skill of the moderator. Or as I like to call it, the panel whisperer.
As an accomplished public speaker, onstage performer and event moderator, I know a little something about effortlessly steering an event, while staying on message. I’m as comfortable guiding proceedings with an audience of thousands as I am in a cosy 1-to-1 conversation. So, given all of that expertise, I thought it might be helpful to share my top insights about what makes a truly great panel moderator.
The Hidden Cost of A Poor Panel Moderator (a.k.a The Audience Sleep Index)
Panel discussions represent significant investments. You’ve secured industry experts, allocated prime event real estate on your agenda, and promised audience members insights they can’t get elsewhere. Yet according to event industry research, poorly moderated panels are cited as the number one reason attendees rate conferences negatively, just ahead of “awful coffee” and “PowerPoint font size suitable only for forensic scientists.”
What An Exceptional Panel Moderator Does Differently
1. They Master Pre-Event Preparation
Exceptional moderators know that the magic of a seamless panel discussion happens long before anyone takes the stage. Think of it like an iceberg—90% of the work happens below the surface.
The best panel moderators:
- Conduct pre-event interviews with each panelist (avoiding those awkward “So… tell us what you do” moments)
- Identify potential areas of disagreement to explore constructively and draw out points of interest.
- Develop strategic question progressions that build toward key insights (rather than random topic tennis)
- Prepare “rescue” questions for when discussions stall (because sometimes even experts run out of brilliant things to say)
2. They Create Psychological Safety While Maintaining Intellectual Tension
The panel discussions that generate the most valuable insights maintain a delicate balance; they create an environment where panelists feel safe enough to express authentic views while maintaining enough intellectual tension to avoid the dreaded “I agree with everything the previous speaker said” syndrome.
Great panel moderators:
- Establish supportive but challenging dynamics.
- Validate diverse perspectives while identifying points of productive tension (the conversational sweet spot).
- Redirect confrontational moments into constructive discussion.
- Use humour strategically to diffuse tension without diminishing important points.
3. They Ensure Balanced Participation Without Rigid Time-Keeping
One of the most common complaints about panels is unbalanced participation. Everyone knows That One Panelist who treats every question as an invitation to deliver their life story, complete with childhood anecdotes. Effective moderators ensure all voices are heard without resorting to obvious time-keeping that makes discussions feel like speed dating.
Master panel moderators:
- Use subtle verbal and non-verbal cues to manage airtime.
- Create natural openings for quieter panelists to contribute (without putting them awkwardly on the spot).
- Recognise and amplify valuable points from less assertive speakers (the conversation boost)
- Gracefully interrupt when necessary without creating awkwardness (the art of the elegant conversation pivot)
4. They Represent the Audience’s Interests Relentlessly
The best panel moderators see themselves primarily as advocates for the audience. They constantly filter discussions through the lens of “Is this delivering value to those watching, or are we just having a nice chat amongst ourselves?”
Superior panel moderators:
- Redirect theoretical discussions toward practical applications (“So what?”)
- Ask follow-up questions when panelists use jargon or make broad generalisations
- Synthesise complex points into clear takeaways in real-time.
- Ensure discussions address the questions audiences actually have rather than what panelists prefer to discuss.
5. They Create Memorable Moments Through Strategic Questioning (The Aha! Engineers)
Exceptional moderators understand that audiences typically remember only 3-5 key points from even the best panel discussions. They craft their questions and guidance to create these memorable moments deliberately, rather than hoping they might accidentally happen.
The best panel moderators in the field:
- Develop unexpected questions that reveal fresh insights (the “I never thought of it that way” moment)
- Create “quotable moments” that become event highlights.
- Use provocative framings to elicit deeper thinking.
- Know when to step back and let powerful exchanges unfold naturally (the art of getting out of the way)
A Panel Moderator is a Strategic Investment, Not a Logistical Detail
When selecting a moderator, look beyond basic facilitation skills to find someone who brings the perfect blend of preparation discipline, interpersonal intelligence, and audience advocacy. The difference between a forgettable discussion and an extraordinary exchange of ideas often comes down to this critical choice.
If you’re interested in bringing my magical moderator skills to your next event , then clickety click the yellow box below to learn more about my live comms services. Still have questions? Book a free 30-minute consultation here or send me an email.
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