Moderating a Panel 101

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Wait. What? I'm the panel moderator? Don't let it strike fear or cause your knees to knock. It's an honor to be asked to moderate a panel or group talk. Here are some tips I've learned over the years to help it go smoothly.

Before

  1. Know how to pronounce everyone's name. Write it out phonetically if you have to.
  2. Get a short biography from everyone for your introduction. 
  3. If possible, try to read a story or book by each panelist, so you're familiar with his/her work.
  4. Provide the questions to your panelists ahead of time, so they can prepare. Nobody likes surprises or to feel stumped by a question.
  5. Communicate to your panel ahead of time about the expected time length for answers or readings. Let them know that you'll have a signal (e.g. a knock, a wave, a hand gesture) for them to wrap up their answer.
  6. Decide whether you plan to ask every panelist the same set of questions or whether you plan to customize them.
  7. Promote your event and authors on your social media channels.

During

  1. Set the stage of the discussion for your audience. If there are announcements or book signings afterwards, make sure to let everyone know.
  2. You're in charge of the flow of the event and the discussion.
  3. You're also responsible for ensuring that everyone has equal time to speak. You may have to signal or even interrupt if someone is a microphone hog.
  4. Many conferences have a room monitor to set up the space, check the microphones, and watch the clock for the moderator. If there's no room monitor, you'll need to be in charge of managing the clock.
  5. Many moderators don't like to stand at the lectern. If you're going to move about the room, make sure that you don't walk in front of your panel or turn your back to your panel or the audience.
  6. Save at least ten minutes at the end for questions from the audience.
  7. Get someone to take a picture of you with your panelists. 

After

  1. Thank your panelists for their great discussion.
  2. Make sure to thank your audience.
  3. Send a follow up email to your panel to recap the event and to thank them again.
  4. Share your group photo on social media and tag everyone.
  5. Send a thank you to the hosts or organizers.

Panel 101 for Authors

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If you're fortunate, you'll be asked to participate on many book discussion panels. The facilitator or moderator should provide you with the logistics (e.g. time, date, topic, questions, etc.).  Here are some lessons I've learned throughout the years.

1. If your moderator provides you with questions, review them and make sure you're comfortable with the topic. Some ask the same question to all panelists, and some have specific questions for each speaker.

2. If you've got a microphone, make sure to test the equipment before you start. if it's a portable microphone, make sure you turn it off when you're chatting or taking a break. The audience can hear you. I went to a conference once, and the speaker wore a lapel mic. He didn't turn it off when he was in the restroom. Embarrassing!

3. If you have a hand-held mic, make sure you hold it close to your mouth. It needs to be close enough to pick up your voice, but not close enough for the breathing.

4. Be present and use good listening skills while the other panelists are speaking. Making faces or tapping toes is distracting.

5. You're in full view of the audience. If the table is not skirted, they can see all of you. Keep your shoes on. 

6. If you bring books, give-aways, or other items, keep them to a minimum. Don't encroach on other panelists' space.

7. Don't interrupt the moderator or the other speakers.

8. Be bright and brief. Don't be the one who hogged the mic and had to do all the talking.

9. If you plan to do a reading, practice it before and know the timing. Stay within the boundaries provided by your moderator. When you choose a passage, make sure that you end with a cliff hanger or a portion that makes the audience want to know what happens next.

10. Always give shout outs and credit in your responses to those who have helped you along the way.

11. If possible, try to familiarize yourself with the other panelists and what they write. If you have time, read their latest work. It makes for a better conversation.

12. Do one last mirror check before you start (e.g. hair, makeup, wardrobe check). Wear comfortable shoes and professional clothes. Make sure your shoes are polished. And ladies, if you wear heels, make sure you can walk across stages or climb steps. Some stages are portable, and there are gaps or flimsy handrails. 

13. Relax and be you. The audience wants to hear about you and your work. Your whole talk shouldn't be "buy my book." Think of interesting things in your book or your writing life to talk about. 

What would you add to my list? Anybody have any funny panel stories?