How to make your guest comfortable during recording

Hi! This is Elena with your weekly newsletter about the craft and art of podcasting. This time I want to share some tips on how to build a relationship with your guests.

Many of our podcast guests are not professional speakers, so recording for them is both an uplifting and intimidating experience. They're nervous, and justifiably so. Today, I'm going to share some tips on how to build communication with your guests before recording.

Ready?

Why it's important

If you've ever lain in a dentist's chair with your eyes closed, you know how unnerving it can be. You can't see what's going on, you don't know what's about to happen, or if everything is going according to plan. You're confused, disoriented - and it's scary as hell.

That's why doctors and experts have learned to talk to keep patients from getting nervous. They warn, "Now I'm using an anesthetic. It will make you feel numb, but don't worry, that's how it should be. Now I'm going to put in cotton disks..." All this is only to make the patient aware of everything and not afraid of the unknown.

As podcasters, we do the same for our guests. Unless, of course, we're not as scary as dentists.

What to write to a guest in an invitation letter

Usually, we share some information about the podcast while inviting a guest. However, before the recording day, we send them a special email reminding them of the details:

• the date and time of the recording;
• address or link to the platform where the recording will take place;
• a list of people who will be present at the recording — so that the guest is not confused when they see not only the host but also producers, editors, or other team members in the studio;
• whether it's a video or audio interview — it's usually important for guests to know if they need to get ready for the camera;
• if it's a video, then we send clothing and makeup tips (very basic, like ”no contrasting stripes”, “no shiny things”, “no highlighter”). We warn that before recording, we use matting powder to avoid unnecessary glare;
• we remind that the podcast does not require any special preparation and the most important thing in it is to come in a good mood. Everything else can always be corrected in post-production.

What to say to a guest before recording

For a podcast guest, it's crucial to create a sense of control and predictability. We inform them about timing and rules of engagement. We notify the guest about timing upon arrival at the studio. The rest is communicated after technical setup to ensure they remember before recording begins.

• Timing. We inform the guest that typically, the first 10 minutes are for technical setup, followed by 5-10 minutes for warm-up, before starting the recording.
• Script. It is often worthwhile to inform guests in advance about the conversation's structure, allowing them to prepare accordingly.
• Show interest in the guest. Larry King's sage advice is to take an interest in your guest and listen—and that advice remains timeless. To capture their attention, start with small talk about current affairs (even the weather), then ask about what they care about—and let them know that you've researched them and their company beforehand. You can also discuss the present moment: how do they feel right now? Listen carefully to all their answers. The goal of this stage is to break the ice, show the guest how important and interesting they are to you, and gain their trust.
• Format. We explain the podcast medium's uniqueness, emphasizing that listeners prefer personal stories and genuine emotions over expert advice. We reassure them that a perfect announcer's voice or rehearsed storytelling isn't necessary. The ideal scenario is when the conversation feels like a genuine exchange in a friend's kitchen.
• Editing. Often the guest's biggest concern is what will happen if they can't articulate a thought the first time, get stuck, or say something wrong. In this case, we warn them that they can stop and rephrase phrases if needed.
• Team members' roles. We warn about potential technical interruptions, explaining that producers, editors, or other team members might request additions or clarifications to ensure a smooth final edit.
• Guest introduction. We ask guests to introduce themselves, acknowledging that this is often the most challenging part. We offer the option to re-record the introduction at the end of the conversation when everyone is more relaxed.

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That's it for now. Catch the balance, experiment, and email me about your findings.

And if you want to read more insights into the craft and art in podcasting, check out our blog: https://hatchupstudio.com/blog

Have a great week!