How to host a panel (that doesn’t put anyone 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. (btw, want more dets? Listen to the full episode below).

 

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: 

The Four P’s of Panel Hosting: Philosophy, Preparation, Pre-Briefing and Performance.

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?

Want your next panel, event, or conference to be one people actually remember?

I bring energy, engagement, and the art of real conversation to the stage—no more predictable Q&As or snooze-worthy discussions.

Whether it’s a panel, keynote, or full-day event, I’ll make sure your audience is locked in, laughing, and walking away with something valuable.

📩 Let’s chat about your event. Reach out (hello@leannehughes.com) and let’s make it one to remember.

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