A debate is a public exchange of ideas, which gives experts and viewers the chance to talk about a particular topic. Roundtables are often used to explore political, community-based or academic issues. If possible, start planning several weeks in advance so you can engage attendees and prepare for the event as best as possible.
Steps
Part 1 of 3: Prepare the Debate
Step 1. Choose a theme
In theory, the topic of discussion should be relevant to a large enough number of people, so that participants of significantly different interests and backgrounds can be involved. In any case, don't fall into the trap of choosing a question that is so general or vague that you lose sight of the focus of the discussion.
If you're having a hard time balancing these goals, remember that the topic doesn't have to be controversial. Some roundtables are created to offer advice or information, and they don't always have conflicting views
Step 2. Engage different types of participants
A debate involving three to five people is usually the one that creates the most interesting discussions. Look for well-informed people with varied backgrounds. For example, a member of the public involved in the issue, an expert who works closely with the issue in a business or non-profit organization, and a university researcher who has studied the topic. It creates a rather varied round table in terms of age, gender and ethnicity, since an individual's personal training can have a noticeable effect on their outlook.
- Inviting at least four people might be the safest decision, because maybe someone backs out at the last minute.
- Invite these people several weeks in advance, at a minimum, so that they have plenty of time to prepare. Plus, you'll have time yourself to find replacements should one of them back down.
Step 3. Invite a moderator
Choose another person; he will not participate in the debate, his function will be to moderate. In theory, he should already have experience in this area. He should understand the topic well enough to follow the discussion and have good interpersonal skills. The main goal of the moderator is to get attendees to focus on the audience, keep the discussion going, and help invitees when they get stuck.
Step 4. Plan the scenario organization
The individual chairs make attendees appear closer to the audience than an actual table, thus encouraging viewers to step in. Arranging the chairs by creating a sort of circle, with the faces facing the audience anyway, can help participants discuss the topic among themselves. Include small tables or banquets to put down notes, and offer a glass of water to each participant. Unless the room has a maximum capacity of 30 people, calculate at least one microphone for every two attendees, and give a personal one to the moderator.
Consider having the moderator sit in the middle of the participants to help him address everyone and guide them efficiently. Asking him to sit on a raised side board could complicate his job
Part 2 of 3: Planning the Debate
Step 1. Try to understand the aims of the debate
Make sure all attendees know why it was organized well in advance so that you have time to prepare. The round table could try to present concrete solutions to a problem, lead a complex and abstract discussion or have an informative function. Participants should know whether this is a basic introduction to a topic or whether to expect a fairly knowledgeable audience looking for advanced advice or specific nuances.
Step 2. Determine the length of the debate
In most cases, especially for panel discussions held at conferences or other large events, the recommended duration is 45-60 minutes. If the debate is a one-off event, or deals with a particularly important and popular topic, a 90-minute panel discussion might be more appropriate.
If possible, ask attendees to stop for half an hour after the session so that you can talk to viewers in person
Step 3. Consider starting with individual lessons (optional)
The main focus of a debate should always be to fuel a discussion. However, if the round table has a predominantly informative function, this could be a useful method for presenting the discussion. Have each participant explain the topic from their point of view or present their own argumentation on the topic; calculate no more than 10 minutes per person.
This method may require the participants to have a longer group preparation, since each of them should base their intervention on the arguments previously presented by the others, it will not be possible to start from the same basis
Step 4. Try to avoid visual presentations
Unless absolutely necessary for the topic, avoid PowerPoint presentations and slides. They tend to slow down discussion, can decrease audience engagement, and often bore listeners. Use a small amount of slides, and only do so when the information or diagrams to be presented cannot be explained in words alone.
If a participant asks for permission to prepare a presentation, suggest that they bring objects or slides with them to present as they speak, instead of printing out papers to distribute to the audience during the discussion
Step 5. Write the questions for the participants
Try to come up with several open questions; participants will then be able to respond according to the direction that best suits the progress of the discussion and their expertise. You can also prepare additional specific questions for each participant, but try to divide them equally among everyone present. Predict the questions that viewers might ask, and include them. Organize them in a rough order of importance (most important to least important), and remember that it's best to prepare more questions than you think will be asked. However, try to sensibly link the chronological order of the questions to avoid a sudden change of subject.
- Ask the moderator or another person not participating directly to review the questions, and perhaps suggest changes or additional questions.
- If you have trouble coming up with the questions, ask each individual participant what questions they would like to ask others. Include the best ones on your list.
Step 6. Plan the rest of the debate
Determine how much time you will make available for questions; usually, the questions take up at least half the duration of the debate. Spend the last 20-30 minutes asking questions from the audience, or, if time is running out or you have planned a more similar format to a lecture or lecture, 15.
Step 7. Introduce attendees to each other in advance
Let them meet in person or participate in a video conference at least a week before the debate. Describe the format of the round table, and give them a chance to introduce themselves quickly. Let them roughly determine who should answer certain questions, but don't give them the specific questions in advance. The discussion should be spontaneous, it should not be proven.
Part 3 of 3: Moderating a Debate
Step 1. Get the audience to sit in the front row
The closer the participants are to the audience members, the more energetic and engaging the atmosphere will be. You could offer small giveaways to people moving in front, such as pins or candy.
Step 2. Quickly introduce each participant to the debate
Use just a couple of sentences to introduce the discussion topic, since most viewers are probably already familiar with the starting idea. Introduce each participant concisely, naming just a couple of relevant facts about their experience and impact in the industry. Avoid illustrating a full bio: the introduction of all participants should not exceed a total of 10 minutes.
Step 3. Engage the audience early on
Encourage viewers to intervene during the debate by immediately requesting their involvement. A quick and easy way to do this is to start taking a quick poll in order to get their opinion on the subject; it is possible to do this by show of hands or intensity of applause. Alternatively, take an audience survey to find out how well the subject is. The results should help you focus the debate on the topics that are most relevant to viewers.
Step 4. Ask the questions you prepared to the participants
Start by addressing the questions in the preset order, but don't hesitate to change it if the discussion moves in a different and interesting direction. Divide the questions among the participants according to their individual preparation on the various points. Give the other participants a few minutes to answer, then move on to the next question.
Don't let each participant have their say on each question. Let them respond naturally when they have something to say, or if the discussion falters, encourage an expert to intervene
Step 5. Ask the questions you prepared based on the progress of the debate
You may deviate from the predetermined order whenever you think it will be of benefit to the debate. In particular, if you believe that a participant's answer is incomplete, ask another question immediately. Try rephrasing the original question or, better yet, create a question with a different nuance that links the last answer to another point in the discussion or to a previous statement.
Step 6. Get a stopwatch
If a clock has been hung offstage or on a wall and you can see it clearly, keep an eye on it. If not, ask a person at the back of the room to make visible signs to show you the time: "10 minutes", "5 minutes" and "1 minute". As you approach the end of a section, it should do so in an appropriate and timed manner.
Step 7. Don't let the participants ramble
When an invitee doesn't stop talking or goes off topic, politely put the discussion back on track. As he pauses to catch his breath, intervene with a sentence that has to do with the actual topic. Perhaps, let the participants know in advance what phrases you will use to bring them back to the topic they were talking about.
- "This point of view is very interesting, but let's go back to talking about…".
- "Let's see if the other participants want to add something on this topic, especially regarding…".
Step 8. Collect questions from the audience
Viewers should know how you intend to do it; for example, you can request that they raise their hand or invite them to wait their turn as you pass the microphone in the audience. Listen to one question at a time, repeat it clearly so everyone in attendance can hear it, and then invite a participant who seems interested to answer.
- Prepare a couple of back-up questions to ask yourself, or try to have an audience assistant attend to them. In fact, there may not be spectators brave enough to ask a question first.
- If a viewer is taking too long, interrupt them politely to ask "So your question is _, right?" or "I'm sorry, we have little time available. What would your question be?".
- When you only have time for two or three more questions, say it clearly.
Step 9. Thank everyone involved
Thank attendees, presenters, event organizers, and the audience. If it's a symposium or conference, please provide information about the venue and topic of the next event.
