What do you do if your podcast guests constantly cancel last minute?

I find it helpful to record 4-6 weeks in advance which eliminates any cancellation emergency. It keeps me consistent and gives me plenty of time to replace that topic if it was a part of my content strategy. I find it helpful to conduct pre-calls prior to the actual scheduling of the interview. This allows me to set expectations and generates excitement for the guest. I also have my calendly set up with many automatic reminders that they confirm as we near the scheduled time. I’m happy to report I have never had a last minute cancellation in 223 episodes. If that should happen without all of the mentioned things in place I would either record or repurpose my own content or perhaps reshare a previous episode that’s still very relevant.

It's like a podcasting game of musical chairs! Politely express your disappointment, set clear expectations upfront, and consider having backup guests on speed dial for emergencies. And hey, if all else fails, solo episodes are the perfect opportunity to shine like a podcasting superstar all on your own!

Firstly, have some solo episodes ready with you that can serve as a back up plan. Next, your interviews that yu are taking should be at least one month in advance. That way, you can handle the cancellation confidently.

Don't be at the mercy of your guests, no single person is more important than any another. If your guest consistently cancels on you, don't keep inviting them. And always plan at least 4 episodes in advance.

Always be prepared with going solo on the subject you planned to discuss. You can quote the absent guest or material. If you are not comfortable going alone reach out to fellow podcasters to drop in for a quick chat.

Your audience is more understanding than you would give them credit for. When we had to record our own episodes and publish them because of some cancellations, our audience communicated to us what they would like for us to do in the next few episodes. We're trying to deliver on that. But keeping your audience informed is a good practice.

Keeping your audience informed not only demonstrates your respect for them but also enhances engagement. Transparency about the behind-the-scenes realities of podcasting, including the occasional last-minute guest cancellation, humanizes your brand and fosters a stronger connection with your listeners. By being open and honest, you invite your audience into your world, showing them that they are an integral part of your podcasting journey.

If you cannot batch the content for your podcast in advance, don't be afraid to do a solo episode. To be proactive, create a list of topics you can talk about on a solo episode and write 3-5 bullet points on each topic. If you have a cancellation, you must refer to your list of emergency topics for solo episodes and record that.

Emergencies are exceptions and exceptions are always there. Be open to rescheduling with your guests in case of any sudden changes in their plan. But also don't let them hook you onto them forever. Be humble but don't be a pushover.

In the process of negotiation, consider exploring alternative ways your guest can contribute to your podcast if rescheduling proves challenging. This flexibility can open up creative avenues for collaboration beyond the traditional interview format. For instance, your guest could contribute a short recorded message, a written piece that you can read or discuss on-air, or even participate in a panel discussion with other guests at a later date. These alternatives not only accommodate your guest's constraints but also add variety to your podcast content.

Having a guest process is important. not only will this make things easier for you, it will also give your guests a great experience with you and leave them feeling positive. You can use scheduling software like Calendly or Microsoft Bookings to send out reminders automatically, which will also give you the opportunity to remind them of the links they need or tips on how to make their recording environment better. Just little things that will make the experience a positive one.

I am trying to record my new episodes in a sprint and then batch them up for posting in advance, so currently I have almost 2 months of episodes prerecorded that gives me enough time to work around the cancellations as they don't really impact my weekly progress.

Learning from each cancellation experience allows you to refine your guest selection process. Consider developing a set of criteria for potential guests that includes not only their relevance and expertise but also their previous engagement and reliability in similar commitments. This approach can help you identify guests who are not only a good fit content-wise but also dependable.

Learning and improving constantly are your greatest competitive advantage. You try enough new ways out, one is going to succeed for sure. Try long form, short form, text posts, blogs around your podcast, everything that you need to do to help your podcast grow and get discovered.

Improving your adaptability and creativity in the face of cancellations prepares you to pivot quickly and effectively, ensuring your podcast remains engaging and consistent. Experimenting with new formats or solo episodes not only fills the content gap but also diversifies your skill set, making your podcast more dynamic. Embrace these moments as chances to explore topics or formats you might not have considered otherwise, pushing your creative boundaries and adding depth to your podcast.

Doing a Podcast is an opportunity to get started in the era of social media and there are easy to use tools available like Riverside and Zoom. You can start with one interview per month, and as you build up your interview content and attract the right fitting guests, you can transition to doing twice or three podcasts per month. You will learn how to handle the unexpected issues, managing guest availabilities and scheduling interviews but also, how to resolve and manage some cancellations. Gaining skills in communication, creating and curating content are invaluable, especially in developing a personal brand, professional growth and a mark of influence in your industry. And it is all worth going through the process.

In 10 years of podcasting, I’ve only had guests cancel twice. On both occasions, I have suggested an alternative, and when they cancel that again, that’s it, game over. We move on. This is especially the case, if your podcast is a passion project and is producing a gift for the community, or a community. Life‘s too short to pander to people who don’t respect your efforts, and there are always plenty of other guests to chat to.

Aligned. Once it goes past two "reschedules", I'm out. You've clearly established you aren't invested and my time doesn't matter.

Personellement, je pense qu'on peut anticiper en faisant des mises en bo?te, enregistrant donc plusieurs numéros au préalable avant le début de la diffusion. Du coup, ?a nous donne une marge pour les prochains enregistrements et prochaines diffusions.

We've had a few guests cancel at the last minute for a variety of reasons. I will exclude those with genuine reasons - illness, emergency etc - and focus on those that don't value your time. Provide a reasonable alternative option and if that doesn't work then you need to weigh the pros & cons. 1) Will they bring significant listenership (which means they are worth chasing)? 2) Do you have alternative guests that cover similar topics and have the same level of impact? 3) What stage are you in your podcast - if it is in its infancy then maybe you should be lenient. If you have an established base of listeners, you can afford to be a bit choosier.

Change your guests (consider this seriously). Those misrespects usually are reserved only for beginners: it's a matter of priorities. Think about it this way for a moment: if instead of being your podcast they were invited to a big TV chanel, would they cancel it again? You know the answer, right? So, if they are not interested in your podcast, it's ok, go on and meet other guests.

I’d also take a step back and see if there is anything you can adjust in your production plan to allow this to happen less. Are you following up with a reminder a day before? Do you have episodes banked in case people are sick? Shit happens and you can’t always control that, but you can lessen its impact on your show.

Having a dialed-in process for scheduling is a crucial part of podcasting. Have an intake form, send reminders before the appointment, and communicate as much as possible with your upcoming recordings to create a win-win relationship with them. Emergencies happen to all of us. If this is a continued issue, look at the times you can record. If you have a limited time for guests to record with you, you may be creating a barrier to the appointments being held. Make sure you and your potential guest go over time zones and any possible changes that may occur.