Your guest cancels last minute before a recording. How do you salvage the situation and keep the show going?

I always keep a back up recording. This is something we are required to do in radio broadcasting, so I’ve brought that into podcasting. So you can stay calm, and if you are on a deadline and need to release an episode, you can use your back up. This would be or should be one of the options you can utilise. You could do an individual podcast where you offer your opinions or answer questions guests have entered in to find your website or podcast. This will be quite entertaining and engaging for guests. Remember it’s your podcast, you can decide on the direction you need to take.

Instead of seeing the cancellation as a setback, view it as an opportunity to try something different. A solo episode can be a great way to connect more personally with your audience, sharing your own thoughts, stories, or expertise on a topic you’re passionate about. Alternatively, a listener Q&A session can engage your audience in real-time, making them feel valued and involved. If you have a co-host or team member available, an impromptu discussion can bring a fresh dynamic to your podcast, offering listeners a new perspective or behind-the-scenes insight.

We quickly assess the situation, explore backup options, and consider alternate content that fits the episode's theme. Whether it’s bringing in a substitute guest, diving into a solo discussion, or using pre-prepared segments, our goal is to deliver a valuable episode without missing a beat. Staying composed allows us to think clearly and make swift decisions, ensuring the show goes on with the same quality our listeners expect. Flexibility and a cool head are our best tools in these moments.

Consider leveraging the cancellation as an opportunity to engage more directly with your audience. You could host a live Q&A session, ask for listener-submitted questions, or discuss current events or recent developments in your niche. If time allows, you might even record a shorter, behind-the-scenes episode that gives listeners insight into your podcasting process. Communicate the change openly with your audience, explaining the situation and framing the episode as a unique, spontaneous addition to your content lineup.

Consider structuring your solo episode with a clear beginning, middle, and end to keep the conversation focused and engaging. Start with a strong introduction that sets the stage for the topic, delve into key points or stories, and wrap up with a concise conclusion or call-to-action that ties everything together. If possible, incorporate elements that would have featured in the original episode, such as discussing the intended guest's background or the theme they were to cover. This helps maintain continuity and reassures your audience that, despite the change in plans, the content remains relevant and valuable.

It is always easier if you are not alone, so try to find a co-host at the very beginning. Storytelling structure also helps a lot. In my podcast, we have a structure of six story blocks per episode. Two for each co-host and two for the guest. If the guest drops out, the hosts just take three stories each.

Consider using the opportunity to conduct a live recording session where listeners can interact with you in real-time. This format allows for dynamic content creation and gives your audience a sense of participation in the episode. You can also encourage listeners to share their thoughts or experiences related to the topic you're discussing, creating a more interactive and engaging episode.

Assigning specific roles to team members during this impromptu episode can streamline the process and ensure everyone contributes effectively. For example, one team member could handle the technical aspects, another could curate audience questions or discussion points, and someone else could assist with real-time research or fact-checking.