Visibility should not come at the cost of someone else’s trust.

1. Human-led research and fit review

Every opportunity should be reviewed for actual relevance before outreach. Depending on the platform, that includes recent activity, subject focus, audience, format, previous guests or speakers, geography, eligibility, deadlines, contact instructions, fees, and exclusions.

Tools may help us organize records, identify possible research leads, standardize fields, or prevent duplicates. They do not replace the human decision that a specific expert is credible and relevant for a specific opportunity.

2. Personalized, contextual communication

Outreach should explain why the expert fits the recipient’s program, audience, or current topic. We do not treat a first name inserted into a generic template as meaningful personalization.

• Reference the program accurately.
• Lead with audience value, not self-promotion.
• Use only the information needed to evaluate fit.
• Follow published submission instructions when available.
• Avoid exaggerated urgency, false familiarity, or manipulative subject lines.

3. Accurate representation

Credentials, titles, client outcomes, publications, books, awards, audience numbers, media appearances, research, and firsthand experience must be represented accurately. We do not invent or inflate qualifications to make a pitch more attractive.

Experts are responsible for providing truthful current information. The team may edit wording for clarity but should not change the underlying claim.

4. Expertise boundaries

Particularly for medical, legal, financial, scientific, political, or public-safety topics, the campaign must distinguish professional qualifications, personal experience, opinion, and areas outside the expert’s competence. Media outreach should not position someone as a source for subjects they cannot address responsibly.

5. No host fee and no hidden paid placement

Experts pay Expert Appearances for research, representation, outreach, and coordination. Podcast hosts and event organizers do not pay us to receive or consider a client.

Our standard podcast campaigns avoid pay-to-play interviews. When an event has a disclosed application fee, sponsorship requirement, ticket requirement, promotional commitment, or speaker cost, that information should be recorded and approved by the client before proceeding.

6. Respectful follow-up

Follow-up is useful because messages are missed and schedules are busy. It becomes harmful when a recipient has declined, requested no contact, or received excessive repeated messages.

• Use a limited, professional follow-up sequence.
• Stop after a clear decline.
• Honor unsubscribe and do-not-contact requests.
• Do not contact multiple personal channels aggressively.
• Record responses so another team member does not restart the pitch.

7. Independent editorial control

Hosts, journalists, producers, and organizers control whether to accept an expert, what to ask, how to edit, when to publish, and whether to cancel. We do not imply that payment to us buys editorial approval from a third party.

8. Data minimization and privacy

We collect and use contact information that is publicly available, provided by the recipient, supplied through professional databases, or shared by a client for legitimate campaign operations. We should store only what the team needs, protect access, correct inaccurate records, and remove or suppress contacts when requested.

9. Reliable coordination

Once interest is established, the team should communicate availability accurately, avoid double-booking, share required forms and links, confirm time zones, record rescheduling, and ensure the expert understands the format and audience.

10. Client conduct

Clients are expected to respond in a reasonable time, honor confirmed commitments, prepare for the appearance, avoid aggressive selling, and communicate respectfully. Repeated no-shows, false claims, abusive behavior, or refusal to follow agreed boundaries can lead to campaign pause or termination.

11. Corrections and complaints

Recipients can request correction, suppression, or no further contact by replying to the message or emailing hello@expertappearances.com. We review complaints, update campaign records, and adjust team process when a valid issue is identified.

Last updated: August 13, 2026. These standards are operational commitments, not a guarantee that every individual communication will be error-free. Report concerns so they can be corrected.