Preparing a podcast guest means giving them, before you record, all the information they need to show up relaxed: what you’ll talk about, how long it’ll take, how to connect, and what you expect from them. A well-prepared guest speaks better, gets less nervous, and doesn’t cost you twenty minutes fiddling with a microphone that won’t work.
Here’s the process in chronological order, from the moment they say yes to the moment you thank them.
One week before: the confirmation message
When a guest says yes, send them a message with all the essentials in one place. They shouldn’t have to dig for details across five different chats.
What to include:
- Date and time, with the time zone spelled out. If you’re inviting someone in Los Angeles while you’re in New York, write the time for both. It’s the most common mistake among podcasts with guests in other cities.
- Total length, including the tech check.
- The topic and the specific angle. Not “entrepreneurship,” but “how you validated your business before quitting your job.”
- The format: one-on-one interview, panel discussion, whether it’s on video or audio only.
- How to connect: the link and what they need (browser, account, headphones).
- What you’ll do with the content: where it’ll be published and roughly when.
Quick template
Hi Mariana, thanks again for saying yes. Here are the details:
- Thursday the 14th, 7:00 p.m. New York time (4:00 p.m. in Los Angeles).
- One hour total: 15 minutes for a tech check and 45 for the conversation.
- Topic: how you went from freelancing to building your own agency.
- It’s on video, with avatars in a 3D studio. You join from your browser with this link: [link].
- I’d recommend headphones and a quiet spot.
If anything changes, just message me here.
Three days before: topics and questions
Should you share the questions or not? It depends on the guest and the format. What almost always works is a middle ground: send the topic blocks, not the exact questions.
- It gives them confidence, because they know where you’re headed.
- You avoid memorized answers that sound like a speech.
- It lets them bring examples or facts they might not remember on the spot.
Also ask them:
- Is there anything you definitely want to share?
- Is there any topic you’d rather not touch?
- How would you like me to introduce you? Name, title, what you do.
- Where can people find you? Socials, website, project.
If you need ideas for building your questions, check out podcast interview questions.
The day before: the reminder
A short message. Time, link, and a friendly touch. Something like: “See you tomorrow at 7. Here’s the link. Message me if anything comes up.” If the guest needs to create an account to join, remind them here, not five minutes before.
Fifteen minutes before: the tech check
Never start recording at minute one. Those fifteen minutes beforehand are for:
Checking the audio
- That their microphone is the one being picked up, not the computer’s default.
- That they’re wearing headphones. If they don’t have any, they should turn their speakers way down.
- That there’s no fan, TV, or washing machine nearby.
- That they’re 10 to 20 centimeters (about 4 to 8 inches) from the mic if it’s a desktop one.
Ask them to say an ordinary sentence and listen carefully. If you notice echo, suggest they move to a room with more stuff in it (curtains, a bed, clothes). More ideas in how to reduce echo in a room.
Checking the connection
Have them pause downloads, close other heavy tabs and, if possible, move closer to the router. If someone else in the house is streaming shows in HD, better to know beforehand.
Explaining the environment
If you’re using a 3D studio, give them a couple of minutes to play with their avatar. In remocast, guests join with the link, and while the host builds and decorates the room, each guest customizes their own avatar: clothes, accessories, their photo on the face. That bit of play usually breaks the ice better than any small talk.
Also show them how to mute their mic in case they need to cough or deal with something.
Right before recording: the rules and the calm
Tell them three things, in this order:
- How it starts: “I’ll do a short intro, introduce you, and ask you the first question.”
- That it’s okay to slip up: “If you stumble, just keep going or repeat the sentence. No big deal.”
- How it ends: “At the end, I’ll ask you where people can find you.”
A guest who knows how it starts and how it ends relaxes through the middle. If they seem really tense, share what helps with nerves: how to get over mic nerves.
After recording
- Thank them the same day with a message.
- Let them know when it goes live and send them the link once it’s published.
- Share ready-to-use material: a short clip, an image with their name. They’re more likely to post it if they don’t have to make it themselves.
- Ask for their feedback: how did it feel? It helps you improve for next time.
Host’s checklist
- Confirmation message with the time in both time zones
- Topic blocks sent
- Guest’s intro details and social handles
- Reminder the day before
- 15-minute tech check
- Rules explained before starting
- Thank-you note and promo materials
Got a guest this week? Create your studio for free and send them the room link.
Frequently asked questions
Should I send the guest the exact questions?
It’s not required. The most balanced approach is to send the topics or blocks, so they come prepared without their answers sounding memorized. If the guest specifically asks, you can share a few.
What if the guest doesn’t have a good microphone?
Ask them to use headphones with a built-in mic, which usually sound better than a laptop’s, and to keep it close to their mouth. A room with curtains and furniture also helps a lot.
How early should they connect?
About fifteen minutes before is usually enough to test the audio, the connection, and the environment. If it’s their first time using the tool, ask for twenty.