Virtual conferences have gained popularity in today’s remote working environment. Compared to in-person gatherings, they offer the potential to reach more attendees and save up to 75% in event production fees.
Virtual events are now a cornerstone of networking and information-sharing, especially for global organizations with a distributed workforce and international customer base. Virtual gatherings remove geographical barriers, enabling professionals from diverse locations to share expertise and engage in meaningful discussions.
Panels at virtual conferences are exciting opportunities to discuss industry trends, innovations, and challenges that impact both the industry and the company’s customers. Panelists can leverage these discussions to share their expertise, build credibility, establish thought leadership, and expand their professional network on a global scale.
Planning for panels is essential to ensure smooth and engaging sessions. Below are some best practices to set up panelists for success. These tips can be used by PR or marketing teams to help executives prepare for sessions or even conference organizers who are helping coordinate handfuls of sessions with various moderators and panelists. These steps should occur after deciding on the panel topic and appropriate panelists.
- Be Proactive with Communication
Before the event, establish clear lines of communication with panelists. Share the agenda, expectations, and background materials to ensure everyone is on the same page. Be proactive in anticipating questions during prep calls. Information about conference themes, target audiences, and key discussion points helps speakers tailor their insights to the event’s goals. While it may seem like a lot of content and emails, more information ensures panelists feel prepared.
- Prep the Moderator and Draft Panel Questions
After confirming the panel topic, notify the moderator and seek their input. Provide the moderator with comprehensive information about the topic and panelists. Brief the moderator on the format, time constraints, and logistics, including the pronunciation of panelists’ names. Keeping in mind the length of the panel and number of panelists, work with the moderator to develop panel questions.
- Set Up & Host Pre-Event Briefing Calls
Schedule and conduct pre-session briefing calls to help panelists and the moderator build rapport and prepare for the event. After creating a list of questions, set up a briefing to discuss the agenda, format, questions, and expectations. Clarify objectives with panelists, confirming key points and takeaways for the audience. Walk through each question, gauging which panelists will lead each response and discussing time allocation for each question. Depending on the panel’s focus, holding multiple prep sessions may help the panelists deliberate talking points and secure diverse perspectives from the group. These steps will help ensure a well-rounded and inclusive discussion.
- Hold Tech Rehearsals
In separate calls or during pre-briefings, allow panelists to test the meeting platform, links, audio, and video technology in advance. This helps ensure that everyone is familiar and comfortable with the platform while providing a chance to troubleshoot technical issues. Moderators can also use tech tests to explore interactive features like audience polls or Q&A break-out rooms, enhancing engagement and insights. Ensure that lighting and camera angles are optimal for each panelist.
- Provide Speaker Coaching
If time allows, offer panelists public speaking strategies for engagement, including eye contact with the camera, expressive body language, interaction with other panelists, and enthusiasm when responding to audience questions.
These best practices help ensure a smooth and successful virtual conference. Thoughtful preparations transform a virtual panel session into a positive and informative experience for panelists and attendees.