Guest Acquisition Template

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Below you'll find example templates that you can then plug into most any form-based tool, such as Google Forms, Forminator, Typeform or High Level.

Let's jump in!

Principles

  • Work for as many yes/no or multiple choice questions as possible
  • Avoid lots of short or long answer form fields
  • Speed is KEY - the intake form shouldn't be an obstacle. A good fit may say "no" if your form takes too long to fill out or asks too many questions.
  • Don't ask questions you already know the answers to
  • Set up one form for people you know and another for people you don't
  • Always communicate and set clear expectations - when they submit, what should they expect next?

Template #1: People You Know and Are Sure About

If you're already familiar with this person and are pretty sure you want them on your show, you don't need to ask nearly as many questions.

  • First Name (required)
  • Last Name (required)
  • Email (required)
  • Phone (optional)
  • Short Bio (required - 500 characters)
  • Headshot (required)
  • Do you have the following (required):
  • Headphones or Earbuds
  • External HD Camera
  • External microphone
  • Quiet environment
  • Social media handles (each optional):
  • Instagram
  • Youtube
  • Facebook
  • LinkedIn
  • (others relevant to your podcast's focus and target audience)
  • What general topic(s) should we talk about? (required)
  • Add a list of 5-8 checkboxes for them to choose so you know how to guide the conversation - based on your show's focus and listener base.
  • e.g.: Entrepreneurship, Mindset, Financial Wellness, Time Management, Sales and Marketing, Relationship Building (etc.)
  • What is the offer that you'd like to share with the audience? (optional, short answer, 200 characters max)

Explanation

  • Separating the first and last name is more friendly to CRMs - later if you want to import these into your system these are already separated out.
  • A short bio (as opposed to a long one) is helpful for an intro, for a social media blurb, or as part of an episode description.
  • Headshots are key for listeners to put a face with a name prior to clicking to hear the episode. Also great for putting into an episode thumbnail.
  • Asking about the hardware and environment is important - having a noisy environment, low video resolution or possibility of feedback will cut down on episode quality even if you look and sound great.
  • The social media handles allow for flexibility and let you send listeners to where they can find out more about the guest. Good to include in the description or show notes.
  • Allowing them to pick topics helps you know what to talk on and still have a good flow. It also gives them some control of the show and invites them to open up more.
  • Finally, most people guest on shows in order to get attention for their offer - that's how they get leads. What's their offer? Be sure to mention this in the show itself and the show notes too.

Template #2: People You Don't Know or Aren't Sure About

For people you're not familiar with yet, ask a few more clarifying questions to get a good handle on who they are.

  • First Name (required)
  • Last Name (required)
  • Email (required)
  • Phone (optional)
  • Long Bio (required - 500 characters)
  • Headshot (required)
  • How many podcasts have you been a guest on? (required, options = 0, 1-6, 7-20, 20+)
  • Do you have the following (required):
  • Headphones or Earbuds
  • External HD Camera
  • External microphone
  • Quiet environment
  • Social media handles (each optional):
  • Instagram
  • Youtube
  • Facebook
  • LinkedIn
  • (others relevant to your podcast's focus and target audience)
  • What general topic(s) should we talk about? (required)
  • Add a list of 5-8 checkboxes for them to choose so you know how to guide the conversation - based on your show's focus and listener base.
  • e.g.: Entrepreneurship, Mindset, Financial Wellness, Time Management, Sales and Marketing, Relationship Building (etc.)
  • What is the offer that you'd like to share with the audience? (optional, short answer, 200 characters max)

Explanation

  • This template is for people that you don't know. Particularly, this would be used even if someone you DO know just referred this person to you, even if they themselves filled out the simpler form.
  • The next step after this form doesn't have to be to send them a scheduling link for the show. You can also send them a pre-schedule call to see if there's some chemistry for the conversation. Protect your time and your audience.

Post-Show Reflections

After every single episode, ask yourself:

  • What went well?
  • What didn't go so well?
  • What do I wish I'd have known before the episode?

Sometimes a change takes place in the flow of the show itself. Make one simple change each time.

But sometimes the change is just in the questions that you ask. If you didn't quite jive with the person or the energy was low, there's likely a point of murkiness or an expectation wasn't made clear. Other times, it's a question that could've been asked that would disqualify them from appearing.

Make sure to do this exercise each time, even if you have multiple episodes scheduled with an older set of questions.

See the Full System

Getting applicants is the first step. Click here to see a full system that makes accepting, booking and following up with them push-button easy.

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Additional Questions

Finally, below are a bunch of extra questions that you can pick from. Use these to round out a little more of your initial forms OR use them to refine the forms after each episode.


These are grouped by category for your convenience:


1. Basic Information

  1. Preferred Pronouns (multiple choice)
  2. Job Title or Professional Role (multiple choice - Founder, CXO, Director, Manager, etc.)
  3. Company or Organization Name
  4. Website URL

2. Professional Background

  1. What is your area of expertise? (multiple choice - relevant options based on your show)
  2. How many years of experience do you have in your field? (multiple choice, 0-3 years, 4-8 years, 8-15 years, 15+)
  3. What industries do you specialize in? (multiple choice - relevant options based on your show)
  4. Have you authored any [books/articles/or research papers]? (yes/no, choose the options in [brackets] based on your show's focus)
  5. Are you a podcast host too? (yes/no)
  6. Do you have speaking or presentation experience? (yes/no)


3. Content & Topics

  1. What topics are you passionate about discussing? (multiple choice - relevant options based on your show)
  2. Are there any topics you prefer to avoid? (optional, short answer)
  3. What is a unique perspective you can bring to a conversation? (long answer)
  4. What current trends or issues in your industry fascinate you? (long answer)
  5. Can you share a compelling story or case study from your work? (long answer)
  6. Are there specific problems or challenges you solve for others? (long answer)
  7. What are your thoughts on the future of your industry? (long answer)
  8. What’s the most misunderstood aspect of your work? (long answer)

4. Personal Background

  1. Where did you grow up, and how has that shaped your career?
  2. What inspired you to enter your current field?
  3. Have you overcome any significant challenges or setbacks?
  4. What personal hobbies or interests do you enjoy?
  5. Who has been your biggest influence or mentor?
  6. Are there any values or philosophies that guide your life?
  7. What’s an unusual or surprising fact about you?
  8. What does a typical day in your life look like?

5. Podcasting Experience

  1. Have you been a podcast guest before?
  2. If yes, what podcasts have you appeared on?
  3. Do you have any preferences for podcast formats (interview, panel, etc.)?
  4. What’s been your favorite podcasting experience and why?
  5. How do you typically prepare for a podcast appearance?
  6. What do you hope to achieve by being a guest on this podcast?
  7. Are there specific questions you’d like to be asked?

6. Audience Engagement

  1. Who is your target audience?
  2. What key takeaways do you want to share with listeners?
  3. How can listeners benefit from your expertise?
  4. What products, services, or resources would you like to promote?
  5. Are you open to participating in audience Q&A?
  6. Do you have a call-to-action you’d like to share?
  7. Are you comfortable sharing personal anecdotes?

7. Logistics

  1. Are you available for in-person recordings? (relevant only if you're doing on-site recordings)
  2. What days and times are you typically available?
  3. Are you comfortable with video recordings or just audio?
  4. Are you willing to promote the podcast episode on your platforms?

8. Storytelling

  1. What’s a pivotal moment in your career or life?
  2. Have you faced a major obstacle and how did you overcome it?
  3. Can you share a funny or unexpected story from your life?
  4. What’s the most rewarding moment in your career?
  5. What’s a project you’re most proud of and why?
  6. Have you had a life-changing experience that influenced your work?
  7. What’s an inspiring story about someone you’ve helped?

9. Feedback & Collaboration

  1. Are there any ways this podcast could better serve its audience?
  2. Are there other guests or topics you’d recommend for the podcast?
  3. Would you like to co-create content or collaborate further?
  4. Are you open to participating in a follow-up episode?

10. Fun/Engaging Questions

  1. What’s a bucket-list item you’ve checked off recently?
  2. If you could have dinner with any historical figure, who would it be?
  3. What’s your favorite book, movie, or TV show and why?
  4. If you weren’t in your current profession, what would you be doing?
  5. What’s a guilty pleasure or quirky habit you have?
  6. What’s your favorite quote or mantra?

11. Diversity & Inclusion

  1. How has your cultural background influenced your work?
  2. Are there underrepresented voices in your field you’d like to highlight?
  3. Do you actively work on promoting inclusivity or equity?

12. Tech & Innovation

  1. Are there any tools or technologies you rely on daily?
  2. What’s your take on AI, automation, or other emerging tech?
  3. Are you involved in any innovative projects or startups?

13. Community & Networking

  1. Do you run or belong to any communities or groups? (yes/no)
  2. How do you build and maintain professional relationships? (long answer)
  3. What’s the best advice you’ve received from your network? (long answer)

14. Wellness & Self-Development

  1. What practices help you stay productive and focused? (long answer)
  2. How do you manage stress or work-life balance? (long answer)
  3. What’s one skill you’re currently working on? (long answer)

15. Closing Questions

  1. Do you have any final thoughts or messages for the audience? (long answer)
  2. Is there anything else we should know about you? (long answer)
  3. Are you interested in being considered for future opportunities? (yes/no)

16. Marketing-Specific

  1. Do you have a media kit or professional headshots?
  2. Do you have an email list or newsletter?
  3. Are there any upcoming projects you’d like to announce?

17. Impact

  1. What legacy or impact do you hope to leave behind?
  2. How do you define success in your work?

18. Strategic Partnerships

  1. Are you open to affiliate or cross-promotional opportunities? (yes/no)
  2. Do you currently partner with any brands or businesses? (yes/no)

19. Closing

  1. How did you hear about this podcast? (short answer)
  2. What motivates you to share your story? (long answer)