Everything you need to know about how we work, what comes next, and how to get the most out of your time on air.
CAPXMEDIA
Alexey, you made a great call. Now let's make sure the right clients know it.
I'm Rachelle, and I'll be in your corner for every step of this. Think of me as your behind-the-scenes operator. You focus on showing up and telling your story. I'll handle everything around it.
This packet is your roadmap for getting started. Read it once, answer the questions on the intake page, send over your materials, and we'll take it from there. Seriously, that's it. We've got the rest.
Questions, thoughts, or just want to say hi — my inbox is always open and I actually read it.
Rachelle Tahil
Managing Director of Strategic Capital, CAP X MEDIA
Two quick steps. Drop your files in the folder, fill in the basics below. The faster we get these, the faster you're in front of clients.
Step 1 — Upload your files
Drop your headshot and logo here
A private Google Drive folder where you'll upload your professional headshot (high res, clear background) and company logo (PNG or SVG, transparent if possible). No email attachments, no back and forth.
Rachelle will confirm receipt within one business day. Next up: scroll down to the story page. That's where your real talking points come from.
Once we have everything (files + basics + story), we'll build your guest profile within 3 to 5 business days and send it over for approval before we start reaching out to shows.
CAPXMEDIA
01b — Your story
Four questions. No wrong answers.
Block 30 minutes for this. It's where your real talking points come from. We use your answers to write 4 to 5 sharp positioning angles that go into your guest profile. The better the input, the better the placements.
Got it
Your story is in.
That's everything we need to get started. Rachelle will reach out within one business day to confirm receipt and schedule your kickoff call. From there, we'll build your guest profile and have it back to you for approval within 3 to 5 business days before any pitches go out.
What happens with your answers
We take what you write here and turn it into 4 to 5 sharp, specific talking points that go into your guest profile. We write them for you. You just review and approve before we start pitching.
CAPXMEDIA
02 — The process
How your placements work
We handle everything from pitch to publish. Your job is to show up, be yourself, and let us take care of the rest.
01
We build your guest profile
A custom document that positions you for the right shows. This becomes the foundation of every outreach we do on your behalf.
02
We pitch you to targeted shows
We focus on client-facing podcasts where your ideal client is already listening. Not just any show with downloads.
03
You get a booking link
When a show confirms interest, we send you a link to schedule directly. Simple, no back and forth.
04
You record the episode
We'll prep you beforehand. You show up, have a real conversation, and let your track record do the work.
05
We handle everything after
Once the episode goes live, we pull the assets, write your LinkedIn posts, and clip authority moments for distribution. You just share.
CAPXMEDIA
03 — Staying in sync
What to expect from us
Visibility is a long game. Here's how we keep you informed and accountable along the way.
Weekly Monday updates
Every Monday by 9am EST, a concise update hits your inbox with exactly where things stand. Active pitches, confirmed bookings, episodes in post-production. No noise, just signal.
Recording reminders
You'll get a reminder before every scheduled recording with the host's details, prep notes, and your confirmed talking points. Show up ready.
Live tracking dashboard
You'll have access to a shared Google sheet where you can check the status of every pitch, booking, and episode at any time. Full transparency, always.
Direct line to Rachelle
Questions, schedule changes, or anything else. Rachelle is your main point of contact throughout and responds within one business day.
Timeline to expect
Most clients see their first placement confirmed within 2 to 4 weeks of submitting assets. Episodes typically air 4 to 6 weeks after recording. Plan for your first published appearance roughly 60 to 90 days in.
CAPXMEDIA
04 — Show up strong
How to be a great podcast guest
The placement gets you in the room. How you show up determines whether clients remember you.
01
Listen to the show first
Two full episodes minimum. Understand the host's rhythm, what they care about, and how guests are typically positioned. It shows up immediately in the conversation.
02
Set up your audio and video properly
Use a dedicated microphone if you can. Camera at eye level or slightly above. Quiet room, door closed. Front-facing natural light beats a ring light every time. Do a quick test run before the session.
03
Know your one clear call to action
When the host asks where people can find you, don't scatter. One destination, one action. We'll help you build this. The goal is to move listeners somewhere you can capture and follow up.
Remember
Never sell on the episode. Build trust, let the CTA do the work.
Audio
ATR2100x-USB is a solid starting point if you need a mic recommendation.
Framing
Camera captures forehead to both shoulders. Eye contact with the lens, not the screen.
Mindset
Think of it as a conversation with a peer, not a performance. Authenticity converts.
CAPXMEDIA
The best time to build your pipeline is before you need it.
Questions at any point, reach out directly. rachelle@capxmedia.com
Rachelle Tahil, Managing Director of Strategic Capital
