How to Think Realistically About Guest Outreach for Your Podcast

At PodTechs, we love working with ambitious podcast hosts. Dreaming big is what gets shows off the ground. But when it comes to booking guests, especially in the early stages of your podcast, it’s important to align your outreach with where your show currently stands.

The 1x–10x Rule: A Simple Way to Set Expectations

One of the most common missteps we see? Aiming too high too soon. If your podcast has 500 listeners, it’s not realistic to expect a guest with a million followers to say yes.

Here’s the basic guideline we recommend:

  • If your podcast reaches 500 people, focus on guests with 500 to 5,000 followers.

  • If you reach 2,000 people, aim for guests with 2,000 to 20,000 followers.

  • If you have 10,000 listeners, then guests with 100,000 followers may become realistic.

Think of this as your Guest-Audience Fit. You’re looking for guests who are in the same ballpark—or maybe a few leagues ahead—but not playing in a completely different stadium.

Why Would a Big Guest Say Yes?

It’s worth asking: Why would someone with a massive audience say yes to a podcast with a small audience?

The honest answer? They probably won’t—unless there’s:

  • A strong personal connection

  • A niche topic they’re passionate about

  • A unique hook that stands out

  • A strategic reason (like promoting something to your exact audience)

Visibility is currency. If someone is already getting hundreds of requests, they’re going to focus on the ones with the most reach.

So Where Should You Focus?

Here’s where your energy is better spent:

  • Peers in your niche – Guests who are in a similar space and audience size.

  • Rising stars – People who are actively growing their platform and open to exposure.

  • Value-aligned guests – Guests who deeply resonate with your mission, even if they have a smaller following.

These types of guests are more likely to say yes—and more likely to deliver genuine, engaging conversations that help you grow.

Play the Long Game

You don’t need a celebrity to make your podcast successful.

What you need is a consistent track record of great episodes, real conversations, and a growing audience.

As your numbers go up, your guest opportunities grow too. Trust the process.

Need Help with Guest Strategy?

We work with podcast hosts to build realistic outreach strategies that support long-term success. We’ll help you identify the right guests, draft outreach messages, and develop a game plan that grows with your show.

Let’s start building a guest list that makes sense now—and opens doors later.