How to Book Podcast Guests: A Beginner's Guide
You've launched your podcast. You've got your equipment, your intro music, and your first few solo episodes published. Now it's time to bring on guests.
But you have no idea where to start.
How do you find people to interview? What do you say when you reach out? How do you avoid looking like a total amateur?
I've been there. Every podcaster has. The good news? Booking podcast guests is a learnable skill, and it's easier than you think once you understand the basic process.
This guide will walk you through everything, step by step.
Why Book Guests in the First Place?
Before we dive into the how, let's quickly cover the why.
Guest episodes help you:
Provide fresh perspectives - Guests bring expertise and stories you don't have
Grow your audience - Guests share episodes with their followers
Reduce content burden - Interview episodes are easier than solo content
Build credibility - Quality guests validate your show
Expand your network - Each guest connection opens new doors
Keep content interesting - Variety keeps listeners engaged
If you're doing a solo show, that's totally fine. But adding guests—even occasionally—can significantly accelerate your growth.
Step 1: Define Your Ideal Guest
The biggest mistake beginners make is trying to book anyone who'll say yes. This leads to awkward interviews with people who aren't a good fit.
Start by getting clear on who you actually want.
Ask Yourself:
What expertise or experience should they have?
Industry professionals? Successful entrepreneurs? Authors? Academics?
What level of experience? (Beginners, mid-level, experts only?)
What topics should they be able to discuss?
Be specific: "marketing" is too broad; "email marketing for e-commerce" is better
List 5-10 specific topics that would interest your audience
What audience size matters (if any)?
For newer shows, smaller experts (1K-10K followers) are easier to book
Don't dismiss people without huge platforms—expertise matters more
What qualities make a good interview?
Good storytellers? Data-driven? Controversial opinions? Practical advice?
Consider energy level and speaking style
Create Your Ideal Guest Profile
Write this down:
My ideal guest is:
- [Job title/role]: e.g., "SaaS marketing director at 50-500 employee companies"
- [Experience level]: e.g., "5+ years in the field"
- [Expertise areas]: e.g., "Content marketing, SEO, demand generation"
- [Audience/platform]: e.g., "Active on LinkedIn with 2K+ followers"
- [Speaking style]: e.g., "Actionable, data-backed, willing to share real numbers"This clarity makes everything else easier.
Step 2: Find Potential Guests (5 Beginner-Friendly Methods)
Now that you know who you're looking for, here's where to find them.
Method 1: Your Existing Network (Easiest)
Start with people you already know or have a connection to.
Who to consider:
Colleagues and former coworkers
LinkedIn connections in relevant fields
People you've met at conferences or events
Friends of friends who have relevant expertise
Your audience members (if any are experts)
Why this works: Warm connections are 5x easier to book than cold outreach. They're more likely to say yes and promote the episode.
How to reach out: Simple, direct message or email: "Hey [Name], I'm doing a podcast about [topic] and thought your experience with [specific thing] would be perfect. Would you be interested in a 30-minute conversation?"
Method 2: LinkedIn Search (Most Effective for B2B)
LinkedIn is a goldmine if you know how to search.
Basic search process:
Use search bar with specific job titles: "Content Marketing Manager"
Add filters: Industry, location, connection level
Look for people who post regularly (they're comfortable being public)
Check their activity—do they share insights in your topic area?
Advanced tip: Look at who's commenting on industry posts. Active commenters are often knowledgeable and open to conversations.
Example search:
Job title: "VP of Sales"
Industry: "SaaS"
Location: "United States"
Filter to 2nd and 3rd connections (easier warm intros)
Save 10-15 promising profiles to a spreadsheet.
Method 3: Check Similar Podcasts (Steal Strategically)
Other podcasters have already done the work of finding great guests.
How to do this:
Find 3-5 podcasts similar to yours
Browse their last 20-30 episodes
Note guests who were particularly good
See if they've been on multiple shows (serial podcast guests are usually open to more)
Where to find this info:
Apple Podcasts episode listings
Spotify show pages
Listen Notes (search by guest name to see all their appearances)
Why this works: If someone's been on podcasts before, they understand the format and are likely open to more appearances.
Method 4: Industry Events and Conferences
People who speak at conferences are often great podcast guests.
What to do:
Google: "[your industry] conferences 2026"
Look at speaker lists from upcoming or recent events
Find speakers on topics relevant to your show
Reach out mentioning their talk: "I saw your session on [topic] at [conference]..."
Bonus: Virtual events are goldmine because you can attend easily and engage in chat during sessions.
Method 5: Guest Booking Platforms (For Beginners)
These are essentially dating apps for podcast booking.
Good platforms for beginners:
PodcastGuests.com - Free, large database
Podmatch.com - Mutual matching system
MatchMaker.fm - AI-powered matching
How to use them:
Create a detailed podcast profile
Specify exactly who you're looking for
Browse guest profiles or wait for matches
Reach out directly through the platform
Pros: Guests on these platforms WANT to be on podcasts—no convincing needed. Cons: Quality varies. You still need to vet people before booking.
Step 3: Write Your First Pitch Email
You've found someone perfect. Now you need to convince them to say yes.
The Simple Pitch Formula
Your first pitch should be short (under 200 words) and include these elements:
1. Personalized opening (1-2 sentences) Reference something specific about them.
2. Quick intro to your show (1-2 sentences) What's it about and who's your audience?
3. Why they're perfect (1 sentence) Be specific about their expertise or experience.
4. What you want to discuss (3 bullet points) Specific topics/questions to show you're prepared.
5. Logistics (1-2 sentences) Format, length, timing flexibility.
6. Easy ask (1 sentence) Would they be interested?
Beginner-Friendly Template
Subject: [Podcast Name] - Guest Invitation
Hi [Name],
I recently [read your article/saw your LinkedIn post/heard you speak] about [specific topic], and your insight on [specific point] really resonated with me.
I host [Podcast Name], where I interview [type of people] about [topic] for an audience of [audience description]. Your experience with [their specific expertise] would be incredibly valuable for our listeners.
I'd love to have you on for a conversation about:
- [Specific topic 1]
- [Specific topic 2]
- [Specific topic 3]
The format is casual and conversational, about 30-45 minutes, recorded remotely (Zoom/Riverside). I'm flexible on timing and can work around your schedule.
Would this interest you? Happy to share more details or send sample episodes if helpful.
Thanks for considering!
[Your Name]
[Podcast Name]
[Link to podcast]What Makes a Good Subject Line
Keep it simple and personal:
✅ "Your LinkedIn post on [topic] - podcast chat?"
✅ "[Podcast Name] guest invitation"
✅ "Quick question about [their expertise area]"
❌ "AMAZING PODCAST OPPORTUNITY!!!"
❌ "You've been selected as a featured guest"
Step 4: Handle Responses (All Types)
If They Say Yes
Great! Now respond quickly and professionally:
Hi [Name],
Fantastic! I'm excited to have you on the show.
Here are a few scheduling options that work on my end:
- [Date/Time option 1]
- [Date/Time option 2]
- [Date/Time option 3]
Or feel free to suggest times that work better for you.
Once we confirm a time, I'll send over:
- Recording link (Zoom/Riverside/etc.)
- Sample questions to help you prepare
- Any technical details you'll need
Looking forward to it!
[Your Name]If They Don't Respond
Don't give up after one email. Most people are busy and emails get buried.
Follow-up sequence:
Day 5-7: Simple bump
Subject: Re: [Original Subject]
Hi [Name],
Following up on my note from last week about [Podcast Name].
I know inboxes get crazy—just wanted to make sure this didn't get lost.
Happy to answer any questions!
[Your Name]Day 14: Final attempt
Subject: Re: [Original Subject]
Hi [Name],
Last attempt here! Still hoping to connect about [Podcast Name],
but totally understand if timing isn't right.
If you're not interested, no worries at all—just let me know
and I'll stop bothering you!
Best,
[Your Name]Success rate: 40-60% of positive responses come after follow-up #1 or #2.
If They Say No (or Maybe Later)
Hi [Name],
No worries at all—I completely understand!
If circumstances change down the road, my door's always open.
Best of luck with [their current project if you know about it]!
[Your Name]Stay gracious. Today's "no" might be next year's "yes."
Step 5: Coordinate the Recording
You got a yes! Now you need to actually schedule and prepare.
Use a Scheduling Tool
Don't do the "What times work for you?" back-and-forth. It takes forever.
Free options:
Calendly - Most popular, easy to use
Cal.com - Open-source alternative
Google Calendar appointment slots - If you use Gmail
How to set it up:
Create a "Podcast Guest Recording" appointment type
Set your available times
Add your recording platform link to auto-confirm email
Include any prep instructions
Send them the link: "Here's my Calendly link with available times: [link]. Pick whatever works best for you!"
Send a Pre-Interview Brief (1 Week Before)
Don't wing it. Send them a brief so they can prepare.
What to include:
Subject: [Podcast Name] Recording - [Date] - Prep Info
Hi [Name],
Looking forward to our conversation on [Date] at [Time + Timezone]!
WHAT WE'LL DISCUSS:
[Brief topic description]
SAMPLE QUESTIONS:
1. [Question 1]
2. [Question 2]
3. [Question 3]
4. [Question 4]
5. [Question 5]
RECORDING DETAILS:
- Platform: [Zoom/Riverside/etc.]
- Link: [Recording link]
- Duration: About [X] minutes
- Format: Casual conversation, no script needed
TECH TIPS:
- Use headphones if possible (better audio quality)
- Quiet space with minimal background noise
- Good internet connection
WHAT I NEED FROM YOU:
- Headshot (for show art)
- Bio (2-3 sentences)
- Website/social links you'd like mentioned
Any questions before we record? Just let me know!
Thanks,
[Your Name]Send a Reminder (24 Hours Before)
Hi [Name],
Quick reminder about our recording tomorrow:
📅 [Day], [Date]
🕐 [Time + Timezone]
🔗 Recording link: [link]
Looking forward to it!
[Your Name]Step 6: Conduct the Interview
This isn't about booking anymore, but a few quick tips:
Before you hit record:
Do a quick tech check (can they hear you? do they have headphones?)
Explain the format: "We'll chat for about [X] minutes, I'll ask questions but feel free to take the conversation anywhere interesting"
Let them know you'll edit out any mistakes, so they can relax
During the interview:
Start with easy questions to warm them up
Actually listen (don't just read your question list)
Ask follow-up questions when something interesting comes up
Watch the time but don't cut off good stories
After recording:
Thank them genuinely
Tell them when the episode will go live
Ask if there's anything specific they'd like mentioned/promoted
Step 7: Make It Easy for Them to Promote
Most guests WANT to share the episode, but many forget or don't know how.
Within 24-48 hours of episode going live:
Hi [Name],
Your episode just went live! Thanks again for such a great conversation.
🎧 Listen here: [link]
SOCIAL MEDIA ASSETS:
I've created some graphics and copy to make sharing easy:
- [Link to Google Drive/Dropbox with promotional materials]
Feel free to post whenever works for you. Thanks again!
[Your Name]Include in the folder:
3-4 social media graphics (different designs)
Pre-written captions for LinkedIn, Twitter, Instagram
Direct episode link
Audiogram clip (15-30 seconds of highlights)
The easier you make it, the more they'll share.
Common Beginner Mistakes to Avoid
Mistake 1: Pitching Too Big Too Soon
Don't aim for celebrities when you have 10 episodes. Start with accessible experts.
Mistake 2: Generic Pitches
"Would you like to be on my podcast?" gets ignored. Be specific.
Mistake 3: No Follow-Up
One email and giving up leaves bookings on the table.
Mistake 4: Last-Minute Booking
Start outreach 4-6 weeks before you need the guest.
Mistake 5: No Preparation
Winging interviews makes for bad episodes. Prepare questions.
Mistake 6: Forgetting the Guest After Recording
Post-episode promotion matters. Make it easy for guests to share.
Your First Month Booking Plan
Week 1: Setup
Define your ideal guest profile
Set up Calendly or scheduling tool
Create email templates
Join 1-2 guest booking platforms
Week 2: Research
Create list of 20 potential guests using the 5 methods above
Organize in spreadsheet (Name, Contact, Why They're a Fit, Status)
Week 3: Outreach
Send 10 personalized pitches
Track who you contacted and when
Week 4: Follow-Up
Follow up with anyone who hasn't responded
Schedule confirmed bookings
Pitch 10 more prospects
Realistic expectations:
10 pitches → 3-5 responses → 1-2 bookings
That's normal for beginners. As you get better at pitching and your show grows, success rates improve.
When to Consider Getting Help
You can absolutely do this yourself, especially when starting out. But as your show grows, guest booking can become a 10-15 hour per week job.
Signs you might want help:
You're spending more time booking than creating content
Your pitches get less than 30% response rate
You need consistent bookings but don't have the time
You're struggling to book the quality of guests you want
Options:
DIY with systems - Use the strategies in this guide (see our other guides)
Virtual assistant - Have a VA do research and initial outreach ($15-25/hr)
Professional booking service - Full-service agencies handle everything (like Podcept)
Most podcasters start with DIY, then delegate as the show grows.
Quick Reference Checklist
Before You Start:
Define ideal guest profile
Set up scheduling tool (Calendly)
Create email templates
Join guest platforms
For Each Guest:
Research the person specifically
Write personalized pitch (under 200 words)
Send initial email
Follow up after 5-7 days if no response
Final follow-up after 14 days
Send pre-interview brief (1 week before)
Send reminder (24 hours before)
Conduct interview
Send promotional materials when live
Ongoing:
Pitch 10 new prospects weekly
Track all outreach in spreadsheet
Maintain pipeline 4-6 weeks ahead
Learn from what works and adjust
Final Thoughts for Beginners
Booking your first few podcast guests feels intimidating, but it gets easier with practice.
Remember:
Start with your network before cold outreach
Personalization matters more than perfect writing
Most people are flattered to be asked
Follow-up is critical—don't give up after one email
Quality guests care more about good questions than big audiences
You don't need to book celebrities or have a massive show to land great guests. You just need a clear ask, genuine interest in their expertise, and the willingness to make it easy for them to say yes.
Start with this guide, book your first 3-5 guests, and you'll quickly develop your own system.
Need more help?
Check out our other guides:
Or if you'd rather focus on content creation while we handle guest booking, explore our services or see how our process works.
Good luck with your show!