A few other ideas:
Find out what panel will be taking place before this one. Depending on what's there, things might be close enough to where the process could be quick; if not, you'll have a better idea on what to do once it's time.
Plan out what this panel will look like, in as much detail as possible. How many tables? How will they be arranged? How many chairs per table? (I'd say 2 is most likely, but it could be possible that 3 could fit just fine...)
Coordinate with the hotel to make sure that enough tables and chairs are close by enough to allow for a faster set-up time. Actually, it'd probably be better, in many ways, to deal with the Programming department since they're already working with the hotel.