Trade Show Panels – Why You Need A Professional Facilitator (& Enough Microphones)

In the past, trade show plenaries were often held in separate theatres or conference spaces—especially in large-scale health congresses where this is still common. But increasingly, depending on the industry, the main stage or speaker sessions are now positioned right on the expo floor.

And that makes sense. It creates energy, draws in foot traffic, and makes it easier for delegates to engage. If you can see and hear something interesting happening, you're more likely to stop and join in.

BUT… if you're putting panels of industry experts on stage, please—
use a professional facilitator.

These panellists are giving up their time and expertise. Give them the support they deserve. Here’s why a professional facilitator is essential:

  1. Trade show venues are tough.
    They’re often cavernous, noisy, and awkward spaces to host a discussion. A professional knows how to create intimacy, focus, and flow—even in an aircraft hangar.

  2. They introduce your panel properly.
    No more “Why don’t we start by having everyone tell us about themselves…” A good facilitator does their research and introduces each person with clarity and purpose.

  3. They manage time and balance.
    Ensuring all panellists have an equal voice is part of the job. No one should dominate, and no one should be left behind.

  4. They keep it conversational.
    Professionals can pivot, adapt, and follow the energy in the room—bringing in audience questions, responding to spontaneous comments, and fostering genuine dialogue.

I recently witnessed a textbook example of what not to do. One panellist—by far the least engaging—was given the first topic and spoke for a relentless 15 minutes. In a 30-minute session! The other two barely got a word in. Yes, the speaker was informed and polished—but it wasn’t a conversation. A professional facilitator would have balanced the session and kept things moving.

And a note on microphones:
Please give each panellist their own. Passing two mics between three people looks amateurish and slows everything down.

Your panellists—and your audience—deserve better. You wouldn’t let a volunteer build your expo stand, set up your AV, or cater your event. So don’t leave panel facilitation to chance.

Hire a professional. It shows respect, lifts the quality of the session, and gets the best from everyone involved. If you can’t do this, provide your facilitator with training and make time for a full rehearsal of questions and panel scenarios.

ANDREW Gill