Introduction

Panel discussions can be a highlight of any film festival – or a forgettable flop. The difference often lies in how they are curated and delivered. Nobody enjoys a panel that feels like a dull lecture or a self-congratulatory sermon. Great festival panels don’t preach; they engage, educate, and energize the audience. They tackle real problems with real practitioners, and leave attendees with practical insights. Whether it’s a small local film festival or a global cinema expo, the goal is the same: create panel sessions that spark inspiration and learning.

Why Panels Matter: Attendees (especially filmmakers and industry professionals) often attend film festivals not just to watch films, but to learn and network. A well-run panel can elevate your festival’s reputation, provide valuable education, and even generate media buzz. Conversely, poorly executed panels can bore audiences or, worse, drive them away. Here, we draw on decades of festival production wisdom to ensure your panels hit the mark.

Below we explore how to curate focused panel topics and select the right speakers, train moderators to steer lively discussions with actionable takeaways, and extend the life of your panels by sharing resources and recordings. These tips balance big-picture strategy with on-the-ground practical advice – equally useful for a boutique indie film festival or a massive international one.

Curate Specific Problems and Practitioners (Not Generic Topics)

One common mistake in film festival panels is choosing broad, generic topics. Sessions titled “The Future of Film” or “Women in Cinema” might sound grand, but they often lead to superficial conversations. Instead, zero in on specific problems or themes that your audience cares about, and bring in practitioners who have firsthand experience with those issues. By curating niche yet relevant topics, you ensure a deeper, more engaging discussion.

• Identify pressing issues: Think about the challenges, trends, or debates currently buzzing in your film community. For example, rather than a broad panel on “diversity in film,” focus on a tangible issue like “Funding Challenges for Women Directors in Southeast Asia.” At the 2018 Full Frame Documentary Film Festival, one of the standout panels took on the hashtag #DocsSoWhite – addressing the lack of diversity among documentary gatekeepers (filmmakermagazine.com). The festival didn’t shy away from specifics; the panel (#DocsSoWhite: The Gatekeepers) gathered funders and filmmakers to pinpoint where and why minority voices were missing in funding and programming (filmmakermagazine.com) (filmmakermagazine.com). Because it tackled a concrete problem (underrepresentation in the doc industry) with people directly involved, the discussion felt urgent and enlightening rather than generic.
• Choose the right panelists (practitioners): Curate speakers who have done things, not just those who can talk in theory. If the panel is about crowdfunding indie films, invite a filmmaker who successfully crowdfunded a movie, a producer who ran a failed campaign and learned from it, and a platform expert from a site that supports film crowdfunding – practitioners with real stories and lessons. Audiences resonate with panelists who can say, “Here’s what worked and what didn’t for me,” instead of abstract platitudes. For instance, Spain’s Sitges Film Festival runs a “Horror Girls” panel series highlighting women in horror filmmaking. In 2024, they didn’t just convene a general “women in horror” chat – they hosted a session titled “Bloody Obsession: Writing about Women and Horror,” moderated by the festival director and featuring a horror filmmaker and genre researchers (sitgesfilmfestival.com). By drilling into the specifics of women’s representation in horror, the conversation was far more insightful and engaging for that niche audience than any broad discussion would be.
• Keep titles and descriptions specific: The panel’s title and synopsis should clearly telegraph the focus. This not only attracts the right audience but also keeps panelists on-topic. Compare “New Voices in Documentary Animation: Case Studies from Latin America” with “Animation Panel.” The first tells you exactly what you’ll get – perhaps stories from Latin American animator-filmmakers breaking new ground (specific region, specific subgenre), whereas the second could be anything (and ends up being about everything and nothing). Specificity sets expectations and ensures the panel delivers concrete value.
• Balance perspectives: Specific doesn’t mean one-dimensional. A well-curated panel still includes diverse viewpoints around that focused topic. If the problem is “green filmmaking on a budget,” include a director who’s pioneered eco-friendly sets, a cinematographer or production designer who implemented sustainable practices, and an industry rep from a green film initiative. This way, multiple facets of the problem are addressed – but all panelists are still speaking the same “language” of that specific issue. Such alignment keeps the discussion cohesive and useful.

By curating your panels with narrowly defined topics and carefully chosen practitioners, you create an environment for richer storytelling and problem-solving. Audiences will walk away feeling like they gained insider knowledge on a particular challenge, rather than hearing a generic talk they could find on any blog. And remember, this approach works for any festival scale – a grassroots film festival in a small town might host a panel on “Distributing Local Short Films Online – Challenges and Successes,” just as the Cannes Film Festival can assemble experts for “The Future of African Cinema Distribution” in its industry summit. Tailor the scope to your audience’s scope, but always keep it specific.

Train Moderators to Extract Practical Takeaways

Even the best panelists on the perfect topic can flop without a strong moderator to guide them. Moderation is a skill – and it’s one that festival organizers must cultivate. Don’t assume that any volunteer or the most outspoken panelist can step in to moderate effectively. A moderator’s job is to make the conversation flow, press for clarity, and ensure the discussion yields actionable insights for the audience. Just as you prepare panel content, invest time in preparing your moderators.

• Select moderators with care: Often, the ideal moderator is someone who is knowledgeable about the subject but not directly one of the panelists. Many festivals tap film journalists, critics, or experienced filmmakers to moderate panels because they know how to ask pointed questions and when to let the conversation breathe. For example, the Toronto International Film Festival (TIFF) often uses seasoned film critics or programmers to moderate industry talks, ensuring the discussion stays insightful and on-track. Pick a person who is comfortable on stage, quick on their feet, and able to keep multiple speakers in balance.
• Brief and train them: Once you have a moderator, prepare them thoroughly. Share the panel topic, the angle you want to emphasize, and some background on each panelist’s work and personality. Provide a list of suggested questions or themes to cover, and encourage the moderator to research each panelist’s recent projects. It helps if moderators connect with panelists beforehand – even a quick email exchange – to break the ice and identify any key points or demos the panelists might want to share. Training might be as simple as a pre-festival orientation session where you go over moderation best practices: how to introduce panelists, how to weave audience questions in, how to politely cut off an overly long-winded speaker, and how to distill a messy answer into a clear takeaway for the crowd.
• Emphasize actionable insights: In your training, make it clear that the moderator’s mission is to extract practical takeaways. Panel discussions at festivals should leave attendees with something they can use – a lesson, a tip, a resource, or a new idea to explore. Train moderators to ask follow-up questions like, “How did you overcome that challenge, specifically?” or “What advice would you give a young filmmaker facing that problem?” If a panelist starts veering into vague theory or self-promotion, the moderator should gently steer them back: “Could you share a concrete example of that?” This approach keeps the panel from becoming an abstract talk that preaches to the audience without teaching anything.
• Manage dynamics and time: A moderator also needs to handle the human side of panels – making sure one person doesn’t dominate and that all voices are heard. Coach moderators on tactics like actively inviting a quieter panelist to share their perspective on a question (“I see you nodding, do you have something to add from your experience, too?”), or interjecting with a new question when a speaker goes off on a tangent. Time management is crucial: moderators should know the total time and be able to pace the discussion so that core topics are covered and there’s time for audience Q&A (if planned). Provide them with cue cards or time signals if needed. A well-paced panel is far more satisfying than one that abruptly ends with three people who never got to speak!
• Practice and feedback: If possible, do a short practice run or at least a detailed run-through in the moderator’s mind. Some festivals run moderator meetups or briefings where moderators can ask questions and even role-play tricky scenarios. While this level of training might not be feasible for every event, at minimum give moderators a contact person on your team for support and clarifications. After the panel, gather feedback from attendees and share it with moderators – it will help them (and you) improve future sessions. Remember, moderators are extensions of your festival’s voice; investing in their skills is investing in your festival’s quality.

When moderators are well-prepared, the difference is noticeable. The conversation stays focused, lively, and audience-centric. At some festivals, you’ll even hear attendees praise the moderator by name – that’s when you know the session delivered real value. As an organizer, set that bar high. A trained moderator can turn a panel from a preaching session into a problem-solving roundtable, ensuring every attendee leaves with nuggets of wisdom to apply in their own projects.

Publish Resources and Takeaways Afterward

The panel may be over, but your job isn’t done when the chairs empty out. One hallmark of a truly impactful panel is what happens after the session. By publishing resources, highlights, or takeaways afterward, you extend the benefits of the panel far beyond the room. Many top festivals follow up on their panels with blog posts, emails, or social media threads that summarize key insights and provide links to resources mentioned. This not only reinforces learning for attendees, but also shares the knowledge with those who couldn’t attend.

• Summarize the discussion: Have a staff member or volunteer attend each panel specifically to take notes on the major points and memorable quotes. Immediately after the session (while it’s fresh), distill those notes into a summary. Highlight 3-5 key takeaways or pieces of advice from the panel. For example, if your panel was “Breaking into Documentary Filmmaking in India,” your summary might list things like: “Networking with regional film guilds can open doors for funding,” or “Start with short docs to build a portfolio before pitching a feature.” Keep these summaries concise and focused on actionable advice.
• Provide links and references: If the panelists mentioned intriguing resources – say, a new distribution platform, a film collective, a grant program, or even their own websites – gather those links in one place. Attendees will appreciate not having to hunt down that information. It’s also an opportunity to give your panelists a little extra spotlight (which helps build good relationships with them too). For instance, if a panelist spoke about an organisation like the MacArthur Foundation’s documentary grants, include a link to that program page in your follow-up.
• Share materials (slides, etc.): Sometimes panelists may use a short presentation or share clips during the panel. Ask upfront if they’re willing to share those materials afterward. If yes, include those in your post-panel resources – perhaps as downloadable PDFs or via a link to a shared folder. Visual aids can help reinforce complex information that was discussed. Even if it’s just a simple one-page checklist the panelist talked through, publishing it can be gold for attendees later.
• Choose the channel: Decide the best way to publish your panel follow-ups. A dedicated post on your festival’s blog or news page is a great option for a longer write-up. You can also send a recap email to festival attendees or ticket-holders with highlights and a thank-you for attending. Social media is another avenue: a Twitter (X) thread or LinkedIn post with “#FestivalName Panel Highlights” can engage those who missed out and drive traffic to your full recap. Importantly, make sure the panelists themselves get the link – they will likely share it, expanding the reach of your festival’s content.
• Case in point – sharing knowledge: The Berlin International Film Festival (Berlinale), for example, often sees coverage of its panel discussions in industry journals and blogs. But the festival organization itself also archives insights: after a Berlinale panel on film archives and power dynamics, the partnering International Women’s Film Festival Dortmund+Cologne made the recording available online, noting that the topic was so important they’d continue the conversation in their next edition (frauenfilmfest.com) (frauenfilmfest.com). By publicly sharing that panel’s content, they ensured the discussion lived on and reached a wider community interested in archival activism.

In short, don’t let the panel conversation evaporate when the session ends. A festival producer’s job is part educator and community-builder – by publishing resources and takeaways, you’re building a bridge from the festival back to the real world. Weeks or months later, someone might rediscover those panel lessons and decide to attend your next festival because they see how much value it offers beyond film screenings. It’s a great way to strengthen your festival’s brand as a year-round source of insight, not just a once-a-year event.

Record and Archive for Continued Access

In the digital age, recording your panels is easier and more affordable than ever – and it’s one of the best investments you can make in extending your festival’s impact. By creating an archive of panel discussions, you provide value to those who couldn’t attend in person and you preserve institutional knowledge for the future. Many world-class festivals now record key sessions on video or audio. Some make them freely available on YouTube or their websites, while others offer them as exclusive content for members or passholders. Both strategies have merits, but the key is to capture those conversations.

• Plan your recording setup: If budget allows, use at least a two-camera setup for video (one wide shot of the panel, one for close-ups, for example) or a professional audio recorder for clear sound. Ensure you have the panelists’ consent to be recorded – include this in your speaker release forms ahead of time. If high-end production isn’t feasible, even a single camera or smartphone on a tripod with a decent microphone feed is better than nothing. The goal is to not lose the rich discussion that unfolded on stage. As an example, the International Documentary Film Festival Amsterdam (IDFA) has an archive where people can search and watch recorded talks from past festivals (www.idfa.nl) – imagine the value for a documentary producer in Nigeria or Nepal who couldn’t fly to Amsterdam but can still learn from those sessions.
• Determine access: public or members-only? This depends on your festival’s goals and resources. Putting panel videos online for free (via YouTube, Vimeo, or your festival site) can significantly broaden your audience and profile. A filmmaker in another country might discover your festival through a panel video, submit a film next year, or simply become a fan. On the other hand, some festivals use recorded content as a membership perk: for instance, a regional film society festival might archive panel videos on a members-only portal to encourage cinephiles to join their membership program. If you go this route, advertise it – e.g., “Festival members get on-demand access to all recorded panels year-round.” This adds tangible value to membership or premium passes.
• Leverage recordings for promotion and education: Your archived panel content can be repurposed in many ways. You can release short highlight reels on social media to promote the full video (great for marketing the next festival edition). You might partner with local schools or film institutes: share panel recordings as educational material for film students. Some festivals even package the best panel discussions as a podcast or web series. A shining example here is the Austin Film Festival in the U.S. – they run a television and radio show “On Story”, which features recordings of festival panel discussions and filmmaker interviews, reaching a broad audience of storytellers. This kind of initiative turns your festival into a year-round content provider and thought leader in the industry.
• Archive and index properly: Simply recording panels isn’t enough – you need to organize and label them so they remain accessible and useful. Store videos with clear titles, festival year, and panel names. If possible, tag them by topic (e.g., “Directing,” “Cinematography,” “Distribution”) so that later you or your community can easily find talks on a subject. Consider creating a section on your website for “Past Panel Videos” or a YouTube playlist. The easier it is to search and navigate, the more usage the archive will get. Down the line, this archive becomes a treasure trove – it can even help new staff or volunteers see what was discussed in prior years so they can build on it rather than repeat it.
• Backup everything: As a practical note, always keep backup copies of your recordings. Store them on multiple drives or a cloud service. There’s nothing worse than recording a phenomenal discussion and losing the file due to a technical glitch. Robust archiving is part of risk management for content.

In implementing a recording and archiving plan, you’re future-proofing the knowledge shared at your festival. It enlarges your festival’s footprint from the duration of the event to potentially year-round and global. Remember to let people know that you record panels – it might even encourage more attendees (some will think, “If they’re recording these sessions, they must be good!”). And for those who attended, having the ability to re-watch a favorite panel or catch one they missed will greatly enhance their festival experience. It’s all about providing lasting value.

Bringing It All Together

Organising festival panels that don’t preach but instead inspire and inform takes intentional effort – but it’s undoubtedly worth it. By curating focused topics with the right experts, training moderators to guide discussions towards real takeaways, and following up with resources and recordings, festival producers can create panel sessions that attendees remember long after the closing night.

From large established festivals in Berlin or Toronto to intimate community film festivals in local towns, these principles hold true. It’s about respecting your audience’s time and intelligence: give them depth, not fluff; dialogue, not monologue; and continue the conversation even after everyone goes home. Do it right, and your panels will become a crown jewel of your festival programme – a reason filmmakers, industry insiders, and the public will mark your event on their calendar year after year.

Finally, never forget to celebrate successes and learn from the snags. If a panel you organized sparked a collaboration or got rave reviews from attendees, share that story (credit the participants and your team). If something didn’t work – say, a topic didn’t draw a crowd or the discussion went off-track – dissect it and adapt for next time. The world of festivals thrives on creativity and constant improvement, and panel programming is no different.

By following these guidelines, today’s festival organizers (with a little help from platforms like Ticket Fairy to manage attendees and communications) can elevate their panels from obligatory schedule-fillers to dynamic forums of knowledge. And as you do so, you’re not just avoiding the dreaded preachy panel – you’re nurturing a generation of filmmakers and audience members who’ll sing praises about how much they learned and felt inspired at your festival.

Key Takeaways

• Focus on Specific Topics: Avoid broad, generic panel themes. Zero in on a clear problem or theme relevant to your audience, and make it the center of discussion.
• Choose Practitioners as Panelists: Line up speakers who have real-world experience with the panel topic – people who can share success stories, failures, and lessons learned, not just theories.
• Use Skilled Moderators: A great moderator keeps the conversation on track and presses for practical insights. Prepare your moderators with training, background info, and clear goals for the session.
• Engage the Audience: Encourage Q&A or interactive elements so the panel isn’t just one-way communication. A panel should feel like a dialogue, not a lecture.
• Follow Up with Resources: After the panel, share a summary of key points, useful links, and any materials or contacts mentioned. This cements the value of the discussion and helps knowledge live on.
• Record and Archive Panels: Whenever possible, film or audio-record your panel sessions. Archive them for future access – whether publicly online or as exclusive content for festival members and stakeholders.
• Learn and Evolve: Treat each panel as a learning opportunity for your team. Solicit feedback from attendees and panelists, note what worked or didn’t, and refine your approach for the next festival.