How should speakers for a conference or panel discussion be prepared?

Preparing speakers does not mean writing a speech for them or removing all spontaneity. It is about giving them a clear framework so that their ideas complement one another, the discussion moves forward, and the audience takes away something useful.

The first question to ask is: what should the audience take away from this?

Before asking for biographies or PowerPoint presentations, summarise the session’s promise in a single sentence.

‘Understanding the challenges of artificial intelligence’ remains vague. ‘Identifying three ways an SME can trial AI without disrupting its organisation’ already gives the speakers a clear direction.

This promise helps in choosing the right examples, avoiding tangents and allocating topics. It is also useful for the moderator: if the discussion strays from the theme, they know which question to steer it back to.

Next, specify who the speakers will be addressing. Is the audience already familiar with the subject? Are they expecting an introduction, an expert debate or practical advice they can put into practice the very next day? The same presentation cannot be prepared in the same way for specialists as for people who are new to the field.

A short, shared brief should therefore answer four questions: who will be in the room, why are these people coming, what outcome is expected from the session, and what role does each speaker play in achieving it?

Allocating roles without producing identical speeches

When there are several speakers, the temptation is to send them all the same topic and ask them to prepare ‘a few ideas’. This is the surest way to end up with four similar introductions.

Instead, give each person a distinct angle. One person could set out the context, another describe a practical implementation, a third outline the difficulties encountered, and a fourth offer a critical perspective. The viewpoints may overlap, but they must not be indistinguishable.

For a conference consisting of consecutive presentations, ask each person for a provisional title and three main ideas. You will quickly spot any repetitions or gaps.

For a round-table discussion, ask something different: what specific examples can the speaker share? On what point are they likely to qualify or contradict a widely held view? What have they learnt from their experience that the audience won’t find through a simple online search?

A panel discussion is not a series of mini-presentations. Its value lies in the constructive exchange of experiences. The Toastmasters guide to moderating reminds us that questions should aid the audience’s understanding, not merely provide each speaker with an opportunity to present their work.

Provide the right information, well in advance

A panellist can prepare their contribution more effectively when they do not have to guess the rules of the event.

Let them know well in advance the exact duration of their slot, the format of the session, the composition of the panel, the language to be used, the characteristics of the audience and the time allocated for questions. Also specify what time they should arrive and who will be there to welcome them.

Practical details are just as important as the topic. Will they be speaking standing up or sitting down? Will they be using a handheld microphone or a lavalier microphone? Will they be able to advance their slides themselves? Will the session be recorded or broadcast live? Will they have access to a monitor?

This information helps avoid unpleasant surprises. It also allows the speaker to adapt their presentation: a case study isn’t presented in the same way when standing behind a lectern, sitting around a table or taking part in a lively discussion without visual aids.

For projected content, set a deadline for submitting files and appoint a single point of contact for technical queries. The TEDx production guide specifically recommends deciding in advance who will control the slide progression and checking their order in the programme. These may seem like minor decisions, until the moment when nobody knows who is supposed to display the next slide.

Brief the moderator as if they were a conductor

The moderator isn’t just there to announce names and give the floor to speakers. They set the pace of the discussion, probe responses that are too general, bring out constructive disagreements and ensure there’s enough time for questions.

They must therefore liaise with the speakers before the event. A brief conversation is often enough to check their roles, the pronunciation of their names, their areas of expertise and the topics on which they can add the most value.

Preparing questions does not mean writing a script to be recited. It is better to plan a flow: an accessible opening question, a few questions to move the discussion forward, then a closing question that helps the audience take action. The moderator must also be able to respond to an unexpected answer.

A good follow-up question can sometimes make all the difference to the quality of a panel discussion. To the statement ‘Companies need to communicate better’, the moderator might reply: ‘Can you give us an example where this has actually made a difference to the outcome?’ This moves the discussion away from generalities.

Finally, a discreet signal must be agreed upon to manage the time. If an answer drags on, the moderator must be able to intervene without giving the impression of abruptly cutting off their guest. This is easier when the rule has been announced before taking to the stage.

Rehearse tricky sections, not every single sentence

Should you organise a rehearsal? Yes, especially if the session involves several speakers, videos, remote connections or quick transitions.

The rehearsal does not need to be a full run-through. It should focus on checking the moments that are likely to cause a hitch: entering the stage, speaking for the first time, the handover from one speaker to another, launching a video, using the microphones and bringing the session to a close.

It’s also an opportunity to time the session. A talk billed as ‘around ten minutes’ can easily run to seventeen the moment the speaker starts recounting their first example. It’s better to find this out before the audience has settled in.

If a section is too long, ask what can be removed without weakening the central idea. You rarely gain clarity simply by speaking faster. The preparation advice from TEDx emphasises rehearsal, fine-tuning and the ability to cut out anything that doesn’t serve the point.

Rehearsal should be reassuring, not put speakers under pressure. Specific, constructive feedback works better than a vague ‘be more energetic’. Say, for example: ‘Your example is excellent; if you bring it in earlier, the audience will grasp the issue straight away.’

Also ensure the conditions are in place for an accessible talk

A relevant message is of no use if part of the audience cannot follow it.

Encourage speakers to use clear slides, to explain key charts verbally and to avoid undefined acronyms. Someone who says ‘as you can see here’ without describing the information on the screen leaves out participants who cannot see the screen clearly — as well as those following the event via audio only.

Speakers should also speak into the microphone, even if their voice seems loud enough to them. The audio may be necessary for people using hearing aids, subtitles or online streaming. During the Q&A session, the moderator can repeat a question asked without a microphone before answering it.

If subtitling or interpreting is planned, provide the materials and specialist terminology in advance. The W3C sets out these best practices in its guide to accessible meetings and presentations.

On the day: fewer distractions, more clear signposting

A speaker arriving on site should not have to search for the room, the control room or the person who will introduce them.

Arrange for a clearly identifiable point of contact. Welcome speakers early enough to show them around the venue, test their microphone, confirm the running order and highlight any changes. Double-check their name, role and how they wish to be introduced.

Just before the session, remind them of three things: the time available, the signal to finish and the route to the stage or off-stage. However, avoid reopening wide-ranging discussions on the substance of the topic at this stage. The final minutes should help everyone to focus.

What if a speaker arrives late or has to pull out? The moderator and the team need to know which part of the programme can be rescheduled or shortened. A simple plan, known to a few key people, is often enough to keep the programme running smoothly.

Leave room for interesting surprises

Preparing everything doesn’t mean locking everything down. An excellent question from the audience, an unexpected disagreement or a particularly telling example may be worth a few extra minutes.

The difference between a lively session and a chaotic one lies in the structure. When the objectives, roles and timing are clear, the moderator can allow themselves a relevant digression, then return to the main thread.

Ultimately, this is what participants are hoping for: competent people who do not simply recite their presentations, but who help them to understand a topic, to exchange ideas and to leave with new avenues to explore.