How to host a panel so that your live event doesn't put everyone to sleep
Last weekend, I had a career highlight, hosting a panel for a football team I've followed since they kicked off 20 years ago (pun intended), Brisbane Roar FC.
I want to share some ideas to consider if you're hosting a panel.
Most panels are forgettable
They follow the same predictable pattern:
The moderator asks a question.
Panelist A answers, Panelist B answers, Panelist C answers.
Rinse and repeat until time runs out.
By the end, the audience is checking emails, or thinking about the snacks outside (including the panellists!!)
A great panel sparks conversation, brings differing opinions to the table, and makes the audience feel like they’re part of something alive—not just watching a group of people nodding at each other.
If you’re hosting a panel, here’s how to make sure it’s the one people actually remember.
That’s why I’ve developed a simple framework:
Introducing the Four P’s of Panel Hosting:
Philosophy
Preparation
Pre-Briefing
Performance
(Oh, and if you’d prefer to tune in, here’s a link to the full podcast)
Let’s dive in:
1. Philosophy
Before anything else, I like to set the vision for the panel. What’s the goal of the conversation? What kind of experience do I want to create? Who's coming along?
For the event I hosted, there were a broad group: Roar fans, business leaders, sponsors, so I wanted to to pick a theme that would resonate across all those groups (I landed on The Speed of Decision Making).
I also spend time thinking about what makes a panel engaging and, equally, what makes it dull:
Over-talkative panelists who ramble without direction.
Lack of audience input. If you’re not engaging with the room, what’s the point of being there live?
Too much reliance on the host, and not enough inter-panel chats/dialogue. A good panel isn’t just a sequence of individual answers – it’s a conversation. The best panels are dynamic, where panelists interact with each other, challenge ideas, and build on each other’s responses.
2. Preparation
If you think you can just “wing it” as a host—think again.
Great moderators make it look effortless, but that’s because they’ve done the work prior.
Here’s how I like to prepare prepare:
Research panelists like a stalker (the good kind... If that exists?). I check their past interviews, social media, and podcasts to get a feel for their energy and expertise.
Craft intros that actually connect. Instead of reading a bland bio, I make it relevant to the moment. Example: “Matt McKay has played at Suncorp Stadium more times than anyone—so really, this event is just another home game for him.”
Memorise key facts. I record my intros onto my own secret private podcast so I can listen back when I'm walking around / it helps me memorise their intro.
The goal? Be so prepared that you can improvise.
3. Pre-Briefing
I make sure my panelists know:
How the panel will flow
The key questions we’ll explore (while leaving room for spontaneity)
That I won’t be throwing the same question to all three of them – I want a real conversation, not just a turn-based Q&A.
I also ask: “Is there a project or something you’d love me to mention in your intro?” Because let’s be honest – everyone appreciates a little plug!
I don't think you need to jump on a call with every panellist. A good email briefing / quick 2 min Loom video is enough.
4. Performance
As the host, you're juggling multiple roles:
Keeping the conversation on track: Making sure we cover the big ideas without going off on too many tangents. Use the segue techniques I share in my book, The 2-Hour Workshop Blueprint to help you out. If one panelist shares a great insight, I’ll pivot: “Jade, you’ve played in Korea. How did decision-making differ in that environment?” – tying it back to their personal experience.
Reading the room: Do we need to bring in more energy? Should I steer the discussion in a different direction?
Timekeeping: Making sure no one is dominating the discussion and that we wrap up on time.
I also make a point of checking in with the panelists before we go live. A quick “Hey, how are you feeling? Any last-minute questions?” goes a long way in making them feel comfortable.
Final thoughts
Panels should be unpredictable (in a good way)
If your panel feels too polished—if every answer is rehearsed, if no one challenges anyone else, if the discussion is just a series of carefully structured statements—you’ve lost the magic.
Next time you’re hosting one, ask yourself: Is this a real conversation, or just another echo chamber?
Which of these 4 tips do you focus most of your energy on?
🌴
[puts hand up]: “Guilty, your honour”
“What offence?”
“Turn-based Q&A when facilitating panel discussions”
“Your penalty: read Leanne‘s Substack piece five times and apply as soon as possible. And report back to court”.
Such great points, panels should be a highlight of an event, not a total drag. And maybe bigger events should have a limit on how many panels there are. It’s often such a ‘default mode’ set up, because it feels like an easy way of showcasing several clever people at once, but often we don’t get to see their brilliance because of lazy hosting and repetitive, ‘light’ questioning.