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Panel Discussion Agenda Template (60 Minutes With Q&A)

Use this panel discussion agenda to give a moderator, three or four panelists and an audience one clear hour. It sets how long each person speaks, when questions open and who closes.

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Panel discussion agenda: the template

Nine timed items for a one-hour panel with a moderator and four panelists. Each has an owner and an example entry to replace with your own.

Panel discussion agenda

Total time: 60 minutes

  • Event: [Panel title]
  • Date and time: [Date, start and end time]
  • Venue or link: [Room, stage or webinar link]
  • Moderator: [Name]
  • Panelists: [Four names, roles, organisations]
  • Time keeper: [Name]
  • Note taker: [Name]
  • Audience: [Expected size and who they are]
  1. 0:005 min
    Welcome and housekeeping

    Greet the audience, state the topic, cover logistics and explain how to submit questions.

    ExampleQuestions go in the chat or on the cards. Session is recorded.
    OwnerHost
  2. 0:055 min
    Introduce the panel

    Give each panelist a 20-second introduction that says why they are qualified to speak on this topic.

    ExampleLeila runs hospital operations across six sites.
    OwnerModerator
  3. 0:108 min
    Opening statements

    Two minutes each on their view of the topic. The time keeper holds up a card at 90 seconds.

    ExampleEach panelist answers: what is the biggest change you have seen in staffing in 3 years?
    OwnerPanelists
  4. 0:1812 min
    Moderated discussion, question one

    Pose a prepared question and direct it to two panelists, then open it to the rest.

    ExampleWhat has worked to keep new nurses beyond their first year?
    OwnerModerator
  5. 0:3012 min
    Moderated discussion, question two

    A second question that pushes disagreement or specifics. Ask for an example or a number.

    ExampleWhere did a retention programme fail, and what did it teach you?
    OwnerModerator
  6. 0:4212 min
    Audience questions

    Take four to six questions from the room or chat. Repeat each question before the panelist answers.

    ExampleHow would a small clinic with 20 staff apply this?
    OwnerModerator
  7. 0:544 min
    Closing round

    Each panelist gives one takeaway in 30 seconds. Keeps everyone on time and ends strong.

    ExampleOne thing you would start doing on Monday.
    OwnerPanelists
  8. 0:582 min
    Thanks and next steps

    Thank the panel, share where slides and the recording will be, and point to the next event.

    ExampleRecording and slides emailed to attendees on Friday.
    OwnerHost

Action items

Task Owner Due
Send the panelists their questions and the running order Moderator [Date, one week before]
Test microphones, screen share and the recording Producer [Date, day before]
Publish the recording and a summary of takeaways Marketing lead [Date]
Copy as textDownload .txtPrint or save as PDF

Copy-ready agenda text

Paste this into Google Docs, Word, Notion or an email. Replace anything in [brackets].

Copy the text
PANEL DISCUSSION AGENDA

Event: [Panel title]
Date and time: [Date, start and end time]
Venue or link: [Room, stage or webinar link]
Moderator: [Name]
Panelists: [Four names, roles, organisations]
Time keeper: [Name]
Note taker: [Name]
Audience: [Expected size and who they are]

TIMED AGENDA (60 minutes)

0:00  Welcome and housekeeping (5 min) | Owner: Host
      Greet the audience, state the topic, cover logistics and explain how to submit questions.
0:05  Introduce the panel (5 min) | Owner: Moderator
      Give each panelist a 20-second introduction that says why they are qualified to speak on this topic.
0:10  Opening statements (8 min) | Owner: Panelists
      Two minutes each on their view of the topic. The time keeper holds up a card at 90 seconds.
0:18  Moderated discussion, question one (12 min) | Owner: Moderator
      Pose a prepared question and direct it to two panelists, then open it to the rest.
0:30  Moderated discussion, question two (12 min) | Owner: Moderator
      A second question that pushes disagreement or specifics. Ask for an example or a number.
0:42  Audience questions (12 min) | Owner: Moderator
      Take four to six questions from the room or chat. Repeat each question before the panelist answers.
0:54  Closing round (4 min) | Owner: Panelists
      Each panelist gives one takeaway in 30 seconds. Keeps everyone on time and ends strong.
0:58  Thanks and next steps (2 min) | Owner: Host
      Thank the panel, share where slides and the recording will be, and point to the next event.

ACTION ITEMS
Task | Owner | Due
[Task] | [Name] | [Date]

How to run this meeting

  1. Send questions and the running order a week ahead

    Give each panelist the two or three questions you plan to ask and the order. They prepare better answers, and you avoid long, unfocused openings.

  2. Choose a moderator who will cut people off politely

    The moderator keeps time, protects quieter panelists and stops one person taking over. Brief them to ask for an example or number when answers go vague.

  3. Time each part and use a visible clock

    Give the time keeper a card system: 90 seconds, 30 seconds, stop. A panel that runs over loses the audience questions, which are often the best part.

  4. Capture it for people who were not there

    Record the session with consent and publish a short summary afterwards. A good panel is useful for weeks after it ends.

Record the panel and publish the takeaways

With four panelists and audience questions, a lot is said in an hour. Speak AI records the session and writes the transcript and summary for you.

  • Record the panel on Zoom, Google Meet or Microsoft Teams, or upload a recording from the room.
  • Get a transcript with each panelist labelled, so quotes are accurate and easy to find.
  • Get an automatic summary of each question and the main answers.
  • Get action items and follow-ups, such as resources a panelist promised to share.

See how the AI meeting assistant and the AI notetaker work, or start with a free account.

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Frequently asked questions

How do you write a meeting agenda for a panel discussion?

List each part with a time: welcome, panel introductions, opening statements, moderated questions, audience Q&A and a closing round. Name who leads each part and give each panelist a fixed speaking time.

How long should a panel discussion be?

Sixty minutes is standard: 10 for introductions, 30 for moderated discussion, 15 for audience questions and 5 to close. Limit panelists to three or four so each person has time to say something useful.

What are the 5 P's of meetings?

Purpose, product, people, process and preparation. For a panel, that means the reason for the session, the takeaway you want, the right panelists, the format and timings, and the briefing sent before the event.

What is the 40/20/40 rule for meetings?

Spend 40 percent of your effort preparing, 20 percent running the session and 40 percent on follow-up. For a panel, that is briefing the speakers and questions, a tight hour, and publishing the recording and takeaways.

What does a panel moderator do?

The moderator introduces the panelists, asks prepared questions, keeps time, makes sure everyone speaks, picks audience questions and closes the session. A good moderator stays neutral and asks for examples when answers are vague.

Related templates and tools

Panel Discussion Notes TemplateRoundtable Discussion Agenda TemplateForum Agenda TemplateAll meeting templatesAI Meeting AssistantAI Notetaker

Run the panel, then publish the takeaways in minutes

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