Before the Event

• Pick a theme and primary aim for the panel.
  • Example:  The “From Student to Senior: The Value of IEEE at Every Stage” panel at SoutheastCon 2025 merged two separate discussions about the value of IEEE at different career points.  The primary aim was to gain insight into the changing needs and viewpoints of IEEE members throughout their professional journeys.
• Determine objectives for the panel.
  • Example:  The specific objectives for the example above included understanding what student members value most, what encourages their progression to young professional status, what keeps members actively engaged, what inspires them to achieve senior member status, and the most significant benefits of IEEE from the perspective of our life members.
• Determined desired panel size and composition.  Recruit panelists.
  • Personal recruitment works better than a broad request.
  • Student activities committee chairs and members (Region or Section level) as well as student chapter advisors can assist in recruiting student panelists.
  • YP and LMAG chairs/officers can assist in recruiting respective volunteers.
• Develop discussion questions to align with the panel theme and objectives.
  • Example:  Moderator questions sought answers to critical questions such as: What initially draws individuals to IEEE? How has their engagement with the organization fostered their professional development? What actions can we take to ensure their ongoing involvement?
  • Provide questions to panelists ahead of time.
• Pick a time and venue for the panel.
  • If part of a conference, work with conference committee to find a time in the schedule, room for the panel session, and any A/V support needed.
  • If a separate event, work with Section or Society to determine a good date and time, not in conflict with other events and with availability at venue of choice.  Reserve venue.
• Publicize
  • If part of a conference, include in program, conference publicity, etc.
  • If a separate event, publicize on Section/Chapter/Affinity Group websites, social media, vTools, and eNotice.

At the Event

• An hour before the event, ensure all panelists are present. Provide panelists with printed copy of questions already provided to them.  Provide panelists with name tags or name cards to go in front of them if using table.  Ensure all microphones working.
• Half an hour before the event, open doors to panel. Greet and provide name tags for attendees if don’t have as part of conference already.
• Introduce moderator and let panelists introduce themselves briefly.
• Begin with moderator questions and allow pre-arranged amount of time for questions from the audience.
• Thank everyone for attending at the end of the session.

After the Event

• Send a thank you email to all of the panelists
• Send a short survey if desired to attendees
• Record number of attendees and meeting information in vTools