5 Mistakes Event Organisers Make When Choosing an Event Moderator and How to Avoid Them
Whatever type of event that you’re planning as an event planner your choice of moderator can make or break the experience. A skilled event moderator keeps the schedule on track, energises the audience and ensures speakers shine. However too many organisers underestimate the importance of selecting the right person for this important role.
One of the biggest mistakes organisers make is choosing a moderator based only on name recognition and fame. I understand the power of a name, being a PR pro myself names carry weight and perception is valuable. It’s tempting to hire a celebrity or big-name speaker as an moderator and of course a famous face can attract attendees, they might lack the specific skills needed to navigate discussions, handle awkward moments or engage a diverse audience. To avoid this, prioritise experience and authenticity over fame. Look for event moderators with a track record of facilitating live events similar to yours or who bring something new to your space. Ask for video samples or testimonials demonstrating their ability to keep energy high and discussions flowing.
Another common misstep is overlooking subject matter knowledge. An event moderator doesn’t need to be the world’s leading expert on your topic, but they do need to understand enough to ask insightful questions, challenge panellists appropriately and clarify jargon for the audience. Choose someone who can demonstrate familiarity with your industry or sector and who is at least willing to learn and engage with the subject themes of your event. In your initial briefing conversation, ask them about their experience with similar topics or events. A great moderator prepares thoroughly but even a basic foundation makes preparation much smoother.
Ignoring audience dynamics is another pitfall that event planners stumble into. Some moderators excel in intimate roundtables but struggle with large keynote panels or vice versa while others may be fantastic with academic audiences but fall flat with corporate professionals. To avoid this, share detailed information about your expected audience size, demographics and goals of the event. Then choose a moderator who thrives in that environment and can tailor their style accordingly.
Many organisers also neglect cultural competence and inclusion. In today’s global and diverse business environment, cultural awareness is so important, I can’t tell you how many PR crises could have been avoided if organisers had factored in cultural sensitivity. An event moderator who lacks sensitivity or fails to create an inclusive atmosphere can alienate attendees and damage your brand’s reputation. Prioritise moderators with proven skills in inclusive facilitation and look for someone who understands and respects cultural nuances, can navigate diverse perspectives and who creates a welcoming space for everyone - basically someone like me!
Finally, hiring without a clear brief or expectations is one of the most avoidable mistakes. Moderators who don’t receive a detailed brief may make incorrect assumptions about tone, content or timing leading to disjointed sessions or unmet expectations. Draft a clear brief outlining your objectives, key themes, timing, technical details and any must-ask questions or topics to avoid. Schedule a prep call to review everything with your chosen moderator which will ensure alignment and reduces last-minute surprises.
Your moderator is not just an emcee they’re the linchpin holding your event together. By avoiding these five mistakes, you’ll set the stage for engaging discussions, smooth transitions and a memorable experience that leaves your attendees inspired.
Ready to make your next event unforgettable? I am an experienced, dynamic moderator who specialises in driving engaging, inclusive conversations across industries. Contact me today to discuss how she can bring your event to life with professionalism and energy.