– Written By Tripti Bhaskaran, Associate Director Data Strategy, GSK and PHUSE Panel Moderator

Introduction

That’s a wrap for the PHUSE US Connect 2024, and what an incredible experience it was. Though the event is four days long, a Stream Chair’s journey begins about eight months before. I co-chaired the Panel Discussion Stream along with Adrienne Strickler and Anupama Sheron. This blog post will highlight my experience as a Panel Discussion Stream Chair and Panel Moderator. At past Connects, I have had the opportunity to moderate interactive discussions in the Leadership Stream (Effective Change Management – 2021, Gen Z – Leadership – 2022 alongside Irina Kotenko). Panel discussions, when done right, are the most effective tool to understand and gain information on trending topics. They play a significant role in conferences such as PHUSE Connects in providing an opportunity for experts from different areas of the industry to brainstorm and share ideas. Selecting the right set of panellists, preparing questions that match audience expectations and moderating with adaptability and agility make panel discussions highly effective.

Phase I

The first phase of Stream Chair activities begins by getting to know your Co-Chairs. Sharing your interests and expertise are critical to establish team goals. One of the first tasks is to define the Stream description, which sets the tone for the team. The next step is to identify topics with an understanding that they need to be relevant eight months away. Reviewing other PHUSE events, and relevant conferences in the industry, is a helpful place to begin. Reaching out to your network (LinkedIn, former colleagues, PHUSE Chairs and Stream Chairs) is a great way to crowd-source ideas. Also, keeping an eye on submissions in other Streams helps identify topic overlap. As the PRM date approaches, the team should have up to five topics to share with the PHUSE Committee Chairs. Adding a description and an agenda will help finalise the top three topics. Using AI tools to create eye-catching content is a great first step, but don’t forget to add your personal perspective. Balance the panel agenda between ambitious and realistic. These activities should not take more than two to three hours per week. Bi-weekly meetings between Stream Chairs is recommended.

Phase II/III

Phase II kicks off with generating buzz for your topic. LinkedIn and networking will generate interest and identify potential panellists. Your panellist availability is critical for planning. This step is not easy – be ready to receive more “nays” than “yays”!

In parallel, it’s also crucial to prepare questions as some panellists will need this information before committing. Use your agenda as a guideline and identify up to three questions per item. (AI tools are helpful, but be prepared for repetition.) A clear agenda helps with removing the fluff! One great tip that worked for me was to find existing panel discussions on my topic on the internet. Even if they weren’t directly aligned with the industry, they helped me understand the nuances of the topic.

Learning moderator skills would be an advantage. Having a priority system for questions helps – but be adaptable and flexible as well. There are several LinkedIn trainings on being an effective moderator. Avoid exceptionally long questions. The panellists may see them before the audience hears them for the first time.

Having an almost final list of panellists (and several back-ups) at least three months before the conference date is ideal. Use these three months to get to know their interests. Share questions and fine-tune them based on the panel’s strengths. Determine their question preferences and discuss the potential time for each question. We recommend a minimum of two pre-conference meetings. Administrative duties include collecting biographies as per PHUSE guidelines and providing information on conference/hotel registration.

Prepare slides with the panellists’ information and the main agenda items. Finally, advertise the final list of panellists, the agenda, the date and the time on LinkedIn to garner enthusiasm (and registration) for the event.

Phase IV

D-Day is here! Before the Panel Discussion, make every effort to meet the panellists. Ensure the discussion room is adequately equipped for a hassle-free discussion (mics, projector, seating). Plan the note-taking and timekeeping with the other Chairs.

Ask questions clearly and slowly. Be an active listener and keep an eye on audience engagement. If an agenda item is showing favourable reception, be ready to deep dive. Summarise the key agenda items mid-session. Leave time for an audience Q&A and have back-up questions too. Encourage panellists to talk to one another. Last of all, enjoy the discussion – you’ve worked hard to reach this point.

Audience – Success Meter of Phase IV

Even the best panel discussions are stumped by poor audience engagement. So, here are a few tips to be an outstanding audience. Arrive before the discussion starts and commit to the time of the session. Adhere to housekeeping rules, take notes and never hesitate to ask questions. One tip I picked up from watching other discussions – I spend two minutes reflecting on the new information gained from the session. Finally, share your experiences with colleagues at the event, in the office or even on LinkedIn.

Conclusion

I found being a Panel Discussion Stream Chair and Moderator an enriching experience. Networking, seeking help and planning questions in an area I knew little about was outside my comfort zone. I approached it with both curiosity and slight apprehension. However, these were the right motivating factors in laying the groundwork and ensuring a successful Panel Discussion. I would also like to thank my Co-Chairs for their enthusiasm and commitment. If you thought panel moderating is all about engaging and being articulate, I hope I’ve now busted that myth! 80% is groundwork (discussed above) and 20% is in the delivery. All these skills can be developed with the right training, research and guidance. Do not hesitate to sign up as a moderator. You will take away more than you expected!

The US Connect 2025 is taking place in Orlando, Florida, 16–19 March.

Call for Papers will open on 1 July!

Keep updated via our LinkedIn page, where we will share more insights over the coming months.