A strong panel requires knowledgeable and engaging speakers. Suggestions for finding panelists:

• Use LinkedIn to search for professionals in relevant industries using the University of Iowa page and alumni tab/filters.
• Utilize Handshake to connect with industry representatives who have engaged with the university before. You can search for employers just like you can search for jobs.
• Ask for referrals by networking with professors, career services staff, and organization alumni for recommendations.
• Diversify your panel and ensure representation from different industries, backgrounds, and experience levels.

• Begin outreach at least 6–8 weeks before the event. This allows enough time for s confirmation and gives your team time to create marketing materials that include speaker names and bios.
• Send an initial outreach email that is concise and professional (see template in the appendix).
• Provide clear event details including date, time, format, expected audience size, and the panel's purpose.
• Follow up within a week if no response is received.
• Confirm with panelists no later than 4 weeks before the event to ensure enough time for communication and preparation.
• Once confirmed, share any relevant discussion questions, event logistics, and promotional materials with the speakers. It is often helpful for panelists to have a list of questions they will be asked by moderator so they can prepare thoughts in advance. Below are some sample questions to consider when formulating your list.
  • Please share a brief introduction and share your current job title and employer and a bit about your role.
  • What you enjoy most about your role and what do you find challenging.
  • Can you share more about a typical day or week in your role?
  • How do you find balance between work and life, friends, family, etc.?
  • What skills do your need to be successful in your current role?  How did you develop those skills?
  • What college classes or experiences (e.g. leadership roles/activities, volunteering, internships, research, etc.) helped you prepare?  What do you wish you had done that would be helpful for current students to know?
  • What role have mentors played in your career path to date?  How did you find and develop these relationships?
  • What are typical entry-level roles in your field? Are there specific skills or experiences that stand out when hiring new college graduates? What is the current job market like in your field?
  • How is AI impacting your field and hiring?
  • What advice do you have for those who are interested in pursuing a similar job or career?
• Confirm logistics: Ensure speakers know whether they need to prepare slides or any materials.
• Express gratitude: Thank them for their time and offer a token of appreciation, if possible.
  • While student organizations typically cannot offer payment, consider offering a small token of appreciation such as a handwritten thank-you note, a University of Iowa-branded item (like a notepad, water bottle, or pen), or swag from your student organization if available.

Subject: Invitation to Speak at a University of Iowa Industry Panel

Dear [Name],

My name is [Your Name], and I am with [Student Organization Name] at the University of Iowa. We are organizing an industry panel on [Topic/Theme] on [Date and Time], and we would be honored to have you as one of our speakers.

The panel aims to [brief objective: e.g., provide career insights to students in X field]. The format will include guided questions, audience Q&A, and time for informal networking.

Please let me know if you'd be open to joining us. I’d be happy to provide more details!

This is the most crucial phase. Here’s a breakdown of how to manage everything on the day of the event:

1 Hour Before: Setup

• Arrive at least 60 minutes early with your student organization team.
• Check in with the venue staff if needed and begin setting up.
• Test all AV equipment: microphones, projector, clicker, HDMI cables, lighting, etc.
• Arrange seating for s and attendees.
• Set up a welcome/check-in table with printed name tags, sign-in sheets, and programs (if applicable).
• Consider having index cards or paper for those attending to write questions on that can be collected and used by moderator to keep flow of panel going if those attending are not eager to ask questions verbally when prompted.
• Place refreshments or snacks in an accessible space.
• Place water bottles at the panelists’ seats.
• Have a small token of appreciation (like swag bags or thank-you notes) ready to present at the end.

During the Event

• A student org representative should welcome attendees, go over event guidelines, and introduce the panel format.
• The moderator introduces each and facilitates the discussion, using prepared questions to guide the flow. Sample questions:
  • Please share a brief introduction and share your current job title and employer and a bit about your role.
  • What you enjoy most about your role and what do you find challenging.
  • Can you share more about a typical day or week in your role?
  • How do you find balance between work and life, friends, family, etc.?
  • What skills do your need to be successful in your current role?  How did you develop those skills?
  • What college classes or experiences (e.g. leadership roles/activities, volunteering, internships, research, etc.) helped you prepare?  What do you wish you had done that would be helpful for current students to know?
  • What role have mentors played in your career path to date?  How did you find and develop these relationships?
  • What are typical entry-level roles in your field?  Are there specific skills or experiences that stand out when hiring new college graduates? What is the current job market like in your field?
  • How is AI impacting your field and hiring?
  • What advice do you have for those who are interested in pursuing a similar job or career?
• Open the floor for questions from the audience.  If you collected cards with written questions, sift through and ask new questions.
• A timekeeper should signal when it's time to move to audience Q&A or closing remarks.
• Take photos for post-event marketing and documentation.

1 Hour Before: Tech Prep

• Log in early and test:
  • Internet connection
  • Microphone and webcam quality
  • Screen sharing and recording settings
  • Closed captioning or live transcript features (for accessibility)
• Check platform limits in advance:
  • Some free Zoom or Google Meet accounts may automatically end sessions after 60 minutes.
  • Make sure your account allows enough time for the full event. If needed, request access to a university-provided or premium account.
• Have a backup platform link (like Google Meet or Microsoft Teams) ready in case of technical issues.
• Assign roles:
  • One person to moderate
  • One to manage chat and questions
  • One to handle tech support behind the scenes

During the Event

• Begin by welcoming attendees, introducing s, and sharing housekeeping tips (e.g., keep microphones muted, post questions in chat).
• The moderator facilitates the discussion as planned. Encourage speakers to keep cameras on and speak clearly.
• Sample questions for moderator to ask:
  • Please share a brief introduction and share your current job title and employer and a bit about your role.
  • What you enjoy most about your role and what do you find challenging.
  • Can you share more about a typical day or week in your role?
  • How do you find balance between work and life, friends, family, etc.?
  • What skills do your need to be successful in your current role?  How did you develop those skills?
  • What college classes or experiences (e.g. leadership roles/activities, volunteering, internships, research, etc.) helped you prepare? What do you wish you had done that would be helpful for current students to know?
  • What role have mentors played in your career path to date?  How did you find and develop these relationships?
  • What are typical entry-level roles in your field? Are there specific skills or experiences that stand out when hiring new college graduates? What is the current job market like in your field?
  • How is AI impacting your field and hiring?
  • What advice do you have for those who are interested in pursuing a similar job or career?
• Use platform features (e.g., “Raise Hand” or chat box) to collect audience questions.
• Monitor engagement using tools like polls, reactions, or short interactive segments.
• End with closing remarks and thank all while encouraging attendees to connect with them on LinkedIn.

4 Weeks Before:

• Finalize date/time
• Confirm speakers
• Book room or create Zoom link

2 Weeks Before:

• Design and launch marketing
• Collect bios from speakers
• Prepare moderator questions

1 Week Before:

• Send reminders to speakers and attendees
• Test tech
• Print materials and signage

Day Of:

• Arrive 1 hour early
• Conduct tech check
• Moderate event
• Take photos and gather feedback

Feedback Survey

Send a feedback form to attendees within 24 hours. It should include:

• Overall satisfaction (1–5 scale)
• Quality and clarity of information provided
• Favorite part of the event
• Suggestions for improvement
• Would they attend again?
• Optional: name + email for giveaways or further follow-up

Feedback Tool Suggestions: Google Forms, Qualtrics, or Microsoft Forms

Subject: Thank You for Joining Our Industry Panel!

Dear [ Name],

On behalf of [Student Org Name], thank you so much for taking the time to join us for our industry panel on [Date]. Your insights on [mention a topic they spoke about] were incredibly valuable to our students, and your presence helped make the event a great success.

We are grateful for your contribution to our campus community and would love to stay in touch.

Please let us know if you'd ever like to collaborate again!