6 Best Podcast Guest Application Forms + Template (Copy & Use)

Posted by Liam Austin on January 17, 2025

Podcasts are like today’s talk shows – except instead of Hollywood sets, it’s you running the show from your home office, kitchen table, or wherever you find your best groove.

As a podcast host, you’ve probably noticed your inbox may get a lot of guest pitches daily. And let’s be real – some are great, and some… not so much.

So, how do you make sure you’re bringing on the right quests without turning the screening process into a full-time job? That’s where a podcast guest application comes in handy.

After working with over 400 podcasters and guests through Talks and virtual summits, I’ve seen how the right system can cut through the noise and make the whole process smoother.

If you’re on the fence about using a guest application for your show, this is the playbook you’ve been waiting for.

What is a Podcast Guest Application?

A podcast guest application is like a filter for your inbox. It’s your way of saying, “Tell me exactly why you’d be a great fit for my show,” all in one place. Instead of chasing details across ten back-and-forth emails, you get everything upfront:

• Who they are.
• What they bring to the table.
• Why your audience will love hearing from them.

Think of yourself as a coach picking the team. You want guests who can show up, deliver value, and keep your audience coming back for more.

Podcast Guest Application Template

Think of this template as your playbook. It’s designed to help you find the perfect guests for your podcast episode without wasting time. Whether you’re just starting your first episode or you’ve been podcasting for years, this template keeps things simple, organized, and effective.

[Show Name] Podcast Guest Application Form

Please complete this form to apply to be a guest on the [Show Name] Podcast.

1. Basic information: 

• First name
• Last name
• Email address

2. Tell us about yourself:

• What are you an expert in?
• What main topics are you excited to talk about?
• Is there anything off limits/you want to avoid?

3. Promotions and extras:

• Tell me about any programs, launches, or offers want to talk about!
• Please include a bio we can use to introduce you!
• Please list any social handles you want highlighted.
• Please include a headshot for episode promotion.
• Will you promote your appearance on the podcast?

4. Proof of expertise:

• Do you have any previously recorded podcasts, interviews, blog posts, social media posts that you think I should read before before the interview to get to know you and your expertise better?

5. Payment details:

• Are you open to unpaid opportunities, or do you require a fee for appearances?

Copy this, tweak it to fit your style, and you’re all set! This form helps you get the info you need upfront without the back-and-forth.

Here’s why it’s a standout:

1. Easy to use: No tech headaches. You can get it up and running in no time.
2. Cuts through the fluff: It gets straight to the point, so you’re not stuck wading through irrelevant details.
3. Vet guests quickly: It gives you all the info you need to decide if a guest is a good fit for the episode – before you spend time on a call or email chain.

6 Best Podcast Guest Application Forms

The best forms are clear, focused, and built to uncover exactly what makes people the right fit for your show.

If you’re planning to create one, these examples are worth paying attention to.

1. Shockingly Different Leadership guest application

If you’re looking for a platform that celebrates unique stories and thought leadership, Shockingly Different Leadership’s guest form ensures the guest’s voice stands out.

Why it works:

• Showcasing individuality: This form is tailored for those interested in being a guest with unique insights and experiences. It gathers details like their bio, specific topics, and past media appearances to highlight their standout qualities.
• Simple yet effective: It streamlines the process by collecting essential information upfront, ensuring a smooth interview experience.

2. Mommy Dentists in Business guest application

Mommy DIB’s application targets professionals balancing dentistry careers and motherhood. It gathers details about your experience, topics of interest, and previous podcast appearances to ensure a good fit for their audience.

Why it works:

• Personalized approach: They’re focused on the unique balance between dentistry and motherhood, making sure the guest’s story resonates deeply with their audience.
• Comprehensive details: It collects a broad range of information, from professional experience to how personal experiences impact professional success.

3. Conscious Design guest application

Aimed at professionals in design and innovation, this Google form collects information about your background, areas of expertise, and topics you’d like to discuss. It ensures guests align with the podcast’s focus on conscious design practices.

Why it works:

• Aligned focus: The form ensures every guest’s contributions are tailored to the show’s mission of promoting thoughtful and sustainable design.
• Clear communication: It gathers essential details upfront to create a smooth and meaningful conversation.

4. Jotform’s guest application form

Jotform is a software that offers a highly customizable template designed to suit any podcast host’s needs. It includes fields for guest contact information, proposed topics, and relevant experience.

Why it’s one of the best:

• User-friendly: Its drag-and-drop interface allows you to tailor it for your show and it’s easy for you and your guests to navigate it.
• Automated workflows: Simplifies organizing responses and scheduling interviews.

5. Bean Ninja’s guest application form

Bean Ninja’s podcast guest application form focuses on precision, asking targeted questions that make sure the guest fits the podcast’s niche.

Why it works:

• Laser-focused questions: Bean Ninja’s form makes sure only highly relevant podcast guest applications make it through.
• Audience-focused: It asks how your story or knowledge connects to the podcast’s listener base.

6. Filament’s guest application form

Filament’s podcast guest application form caters to professionals in B2B tech marketing, making sure applications are tailored to the podcast’s niche.

Why it’s one of the best:

• Niche-specific: Ensures every guest aligns perfectly with the podcast’s goals with fields about the guest’s area of expertise, past speaking engagements, and suggested topics for discussion.
• Expert-level: Targets thought leaders who can deliver value-driven insight.

Do You Need a Podcast Guest Application?

As a podcast host, you want your show to stand out – whether that means bringing in top-notch guests or keeping your podcast’s vibe real and engaging. So, how can a podcast guest application help you?

1. Streamline the selection process

You don’t need to spend hours scouring emails and messaging back and forth. A guest application form helps you keep track of everything – so you can quickly see who’s a good fit for your audience. Less back and forth, more quality.

2. Focus on quality over quantity

Instead of saying “yes” to every guest request, a solid guest application form lets you assess who really fits your show’s theme and goals. It’s not about numbers – it’s about bringing on guests who deliver value and keep the audience hooked.

3. Keep things organized

You’ve got enough on your plate without chasing down every little detail about a guest. When you apply a well-structured guest application form, you gather all the essentials upfront – topics, expertise, their product or service, even links to past appearances – so you’re prepared and efficient.

When to Share Your Podcast Guest Application

Timing is everything – just like setting up the perfect shot in soccer. You don’t just send the ball flying without a plan, and you shouldn’t leave guest bookings up to chance, either.

If you’re starting to feel overwhelmed by random guest pitches or struggling to find people who actually fit your show’s vibe, it’s time to bring in a guest application form as a part of your digital strategy.

Another great time to roll it out? When you’re scaling your podcast. Maybe your show is gaining traffic, and suddenly, you’ve got people sliding into your DMs asking for a free promotion. A podcast guest application form puts you in control, so you can filter through the noise and find guests your audience will really love.

How it boosts your podcast

Sharing your podcast guest application in the right places makes a massive difference – it’s like putting the goalposts in the right spot so you can actually score. 

Here’s where to make it work:

• Your website: Create a “Be a Guest” or “Pitch Yourself” section that’s easy to spot so they can submit their application.
• Social media: Post the link on channels where your dream guests hang out. Add a quick video or post explaining what kind of guests you’re looking for.
• Email signature: Add the application link to your email signature. It’s subtle but super effective, especially when networking with potential guests through your newsletter.
• Community groups: If you’re active in online communities or forums, share the form there. It’s the best way to attract guests and let people know you’re open for pitches for your next podcast.
• Talks.co: Once someone connects with you on Talks, upload your guest application to your profile. It’s the easiest way to streamline the process and keep everything organized in one place.

How to Create a Podcast Guest Application

Crafting a podcast guest application isn’t rocket science, but there are a few things you’ll want to get right.

So, what goes into it?

• Basic info: Name, business, contact details. Easy to reach? Check.
• Bio: A short and sweet intro. Keep it authentic, not robotic.
• Expertise: Provide specific topics they can speak on. Think beyond “business tips” – show them in action.
• Audience fit: Ask how their story resonates with your listeners.
• Proof points: Past appearances, social proof, or any achievements that make them stand out.
• Payment details: Be upfront if you offer paid spots or if the gig is unpaid. Clarity here avoids awkward conversations later.
• Call to action: Include a clear next step – scheduling a call, linking to their website, or inviting them to share more.

How to Find Podcast Guests

Start with your existing network – clients, colleagues, or fellow entrepreneurs who know their stuff. A quick post on LinkedIn or Instagram can do wonders to let people know you’re looking.

Next, check out Talks. It’s a goldmine for finding guests who match your niche and monetizing your podcast. Plus, it saves you the hassle of endless back-and-forth emails. Talks connects you with experts who are ready to share their stories.

How to spot a guest who will actually bring value

Not every guest is a good fit, and that’s okay. Instead, focus on guests who:

• Have a clear message that resonates with your audience.
• Can offer actionable advice.
• Know how to hold a conversation (trust me, this matters).
• Are willing to sign a podcast guest release form.

Check their social media, past podcast appearances, or content they’ve created. If they’ve got good energy and their expertise aligns with your show, you’ve got a winner.

Building a pipeline of guests

Imagine having a list of go-to guests ready to jump on your show whenever you need them. That’s the dream, right? To build that pipeline:

1. Keep an eye on industry events or webinars where speakers shine.
2. Join groups or forums where your ideal guests hang out.
3. Use Talks to create a steady stream of high-quality prospects.

Ready to Build Your Application Form?

Setting up a podcast guest application form might feel like extra work upfront, but it’s an easy way to keep things organized and find the right people for your show. Once you’ve got that dialed in, it’s just another tool to help your podcast run smoother.

So, build your form, set it up, and let your inbox breathe a little easier.

Ready to take it up a notch? Head over to Talks to discover how you can connect with incredible guests – or be featured as one. It’s simple, effective, and exactly what you need to boost your visibility.

Create your free Talks account today and let’s make more interviews happen!