Panel discussion time limits

Years ago I coordinated a panel discussion of media professionals. It was moderated by a seasoned PR pro, so I let him handle all of the details of the panel. BIG MISTAKE! He didn't set time limits for answering questions and had no mechanism for letting panelists know that they were running long. At first it wasn't a problem... until we got to a long-time TV journalist who, literally, took just under 25 minutes to answer a question. Painful.

A good panel discussion event sets time limits, clearly explains them, and makes sure participants stick to them.

Forget this and your panelists will get rightfully upset when others monopolize the time and the audience will be unhappy that there isn't enough time for a variety of questions.

Here are the guidelines I use for a panel discussion:

• Each participant is given 2-3 minutes (depending on the subject matter) for an opening statement.
• Each participant is given 1-2 minutes to answer each question.
• Each participant is given 2-3 minutes for a closing statement.
• I don't set time limits on questions from the audience, but I mention that they need to be kept short, and if a question exceeds about 30 seconds (rare), I step in and gently push the questioner to get to the point.
• I have a yellow sign to hold up when a panelist has 30 seconds remaining and a red sign for 15 seconds. At the end of the time limit, I verbally call "time" even if the panelist is in mid-sentence. People quickly get the message and it doesn't have to happen more than a time or two. If you don't do this, answers tend to grow longer and longer.

The key is to explain the limits clearly and to be strident in enforcing them. It can feel strict, but it makes for a much better event.

- sean

Sean Spence

Community Events

www.commevents.com

seanspence@earthlink.net

573-823-1308