November Write Club Week #3: How To Make A Strong First Impression When Meeting Execs, Producers, & Reps

Happy Week 3 of November Write Club, Stage 32 Community!

You've invested in a pitch session. You've booked a consultation with a manager, agent, or development executive. You've secured a spot in an exclusive Q&A with a working producer. Now comes the moment that actually matters: the interaction itself.

As Stage 32's Writer Liaison, I've seen thousands of writers connect with industry professionals through our platform. Some create meaningful relationships that advance their careers. Others squander opportunities through easily avoidable mistakes. The difference rarely comes down to talent—it's about preparation, professionalism, and understanding what these interactions are actually for.

Whether you're pitching a script, getting notes on your reel, asking questions in a webinar, taking a general meeting, or having a career development call, the fundamentals of making a strong first impression remain consistent. Let me walk you through exactly how to maximize every professional connection you make through Stage 32.

Plus, at the bottom of this blog are your November Write Club Week 3 Challenges! Participate and be eligible to win free prizes all month long!

Before the Meeting: Preparation Separates Amateurs from Professionals

Do Your Research

This is non-negotiable. Before any pitch session, consultation, or professional interaction, research who you're meeting with:

• Review their Stage 32 profile carefully. What genres do they work in? What types of projects are they currently seeking? What companies have they worked with?
• Check their IMDb credits. Understand their career trajectory and recent projects.
• Google them. Find interviews, panels, or articles where they discuss their creative philosophy or what they look for in writers.
• Watch their previous online webcasts or Q&As (including on Stage 32) if available. This shows initiative and helps you ask more informed questions.

When an executive realizes you've done homework on their work, it signals respect and seriousness. When you clearly haven't, it suggests you're spray-and-pray pitching without strategic thought.

Pro tip: Reference something specific about their work naturally in conversation—not in a fawning way, but to demonstrate alignment between your project and their interests. "I saw you developed [Project XYZ], which explores similar themes of family dysfunction that my script tackles" is vastly better than generic flattery.

Also, remember that not everything about an executive's professional resume and connections are readily available online. One's network is one's currency in this business and many executives keep their currency close to the vest. It's okay not to know everything about the person you're meeting with, but understanding what experiences they've had on some level can improve your own understanding of how you can collaborate together.

Clarify Your Objectives

What do you actually want from this interaction? Be honest with yourself:

• Are you pitching a specific project, hoping for a script request?
• Are you seeking career guidance about your next strategic steps?
• Are you trying to understand how your material fits current market needs?
• Are you hoping to build a relationship that might lead to future opportunities?

Clarity of purpose guides the entire conversation. Executives can tell when writers don't know what they're asking for, and it makes the interaction awkward and unproductive for everyone.

Don't go into a consultation saying "I just want general feedback" when what you really want is representation. Don't pitch a project when what you actually need is tactical career advice. Match your stated goal to your actual need.

Further, don't go into a meeting with the mindset of "I need to sell my project right now." Focus on building the relationship first. One's network is one's currency in this business, and building a network starts with making connections from scratch. Executives aren't street vendors. You don't simply walk up and leave with a treat. You are engaging with them in hopes of developing a professional relationship, so focus on having clear objectives towards that goal, and don't presume that because they are meeting with you that they automatically have their checkbooks out.

As I saw it put earlier this week: "One cannot use their connections to help EVERYONE in the entertainment industry, or they will eventually lose those connections. Yes, executives also have their own aspirations in this business with their connections who they have earned through years of relationship building. It sure feels good when an opportunity makes sense and you can be the conduit for a great partnership. Do what you can, when you can, to help each other grow and create successful outings."

Prepare Your Materials

Have everything organized and easily accessible:

• Your script (if relevant) in a properly formatted, clean PDF
• Your resume or bio highlighting relevant experience
• Loglines for your current portfolio (even if you're only discussing one project)
• Any supplementary materials requested (pitch deck, treatment, etc.)
• Links to your website, portfolio, or previous work, if applicable

Store these in clearly labeled files or folders so you're not frantically searching during the meeting. If you're emailing materials afterward, have the email drafted and ready to send immediately following your conversation (tweak/edit based on how it went).

Technical preparation matters too:

• Test your internet connection beforehand
• Ensure your camera and microphone work properly (this burned me in an impromptu meeting last week, where the website wasn't allowing microphone permissions, and I blew 5 minutes figuring that out, which made me look unprofessional.) 
• Close unnecessary applications that might slow your computer
• Have a backup device available if possible
• Check your lighting—you want to be clearly visible, not backlit or in shadow
• Choose a quiet, professional background (virtual backgrounds are fine if your actual space is distracting)

Nothing kills a strong first impression faster than technical difficulties that could have been prevented with five minutes of preparation.

Practice Your Pitch

Whether you're pitching a script or introducing yourself in a Q&A, you need a concise, compelling verbal presentation that feels natural and conversational.

For script pitches: Develop a 2-3 minute verbal pitch that covers:

• Your protagonist and their defining characteristic
• The inciting incident that disrupts their world
• The central conflict and escalating stakes
• Your story's unique hook or fresh angle
• Tone and comparable projects (without relying entirely on comps)
• Why you're the person to tell this story

For personal introductions: Craft a 30-60 second "elevator pitch" about yourself:

• Who you are as a writer (genre focus, unique perspective)
• Your current career stage and recent accomplishments
• What you're working on now
• What you're hoping to achieve through this connection

Practice until it's conversational, not memorized. You want to sound like you're talking about something you're passionate about, not reciting a rehearsed speech. Record yourself and listen back—does it sound natural? Would you want to keep listening?

Utilize the Stage 32 Success Team

Before your meeting, reach out to us. Seriously. That's what we're here for.

The Success Team can:

• Help you refine your pitch or talking points
• Provide context about the executive's preferences or style
• Answer questions about what to expect from the interaction
• Review your materials to ensure they're presentation-ready
• Offer strategic advice about positioning yourself effectively

We've worked with these executives extensively and understand what resonates with them. Taking advantage of this resource before your meeting significantly increases your chances of success.

Email us at [success@stage32.com] with your questions or materials for review. We'd rather help you prepare than watch you miss an opportunity.

During the Meeting: Professionalism, Authenticity, and Active Engagement

Be Punctual (Actually, Be Early)

For virtual meetings, log in 2-3 minutes early. For in-person meetings, arrive 5-10 minutes before your scheduled time. Punctuality demonstrates respect for their time—the most valuable commodity busy industry professionals have.

If an unavoidable emergency makes you late, communicate immediately with an apology and a realistic ETA. If you need to reschedule, do so as far in advance as possible with a genuine reason.

Chronic lateness or last-minute cancellations without legitimate cause might get you flagged internally as unprofessional, making future opportunities less likely.

Present Yourself Professionally

Appearance matters, even on Zoom:

• Dress as you would for an in-person professional meeting (business casual minimum)
• Grooming and presentation should be neat and put-together
• Your visible background should be clean and non-distracting

You don't need to wear a suit, but you should look like someone who takes this interaction seriously. If you wouldn't show up to a job interview in your pajamas, don't do it for an industry meeting either.

Start Strong with Confident Body Language

For virtual meetings:

• Look at the camera when speaking (not at your own image on screen)
• Sit up straight with engaged posture
• Use natural hand gestures, but keep them within frame
• Smile genuinely—warmth translates even through screens
• Minimize fidgeting or distracting movements

For in-person meetings:

• Offer a firm (not crushing) handshake
• Maintain appropriate eye contact
• Avoid crossing your arms or closed-off postures
• Mirror their energy level without being weird about it

Body language communicates confidence, enthusiasm, and professionalism before you even speak.

Listen More Than You Talk

Here's a secret many writers miss: The most impressive people in meetings are often the best listeners, not the best talkers.

When executives speak, actually listen rather than just waiting for your turn to talk again. Ask thoughtful follow-up questions that demonstrate you're processing what they're saying:

• "That's interesting—can you say more about why that approach works better in today's market?"
• "When you mention character-driven versus plot-driven, how do you see my project fitting into that framework?"
• "What would you recommend as my next step based on what you're hearing?"

Active listening builds connection and shows you value their expertise. It also gives you valuable information about how they think, what they prioritize, and whether you'd work well together long-term.

Communicate Clearly and Concisely

Respect their time by being articulate and direct:

• Get to your point without excessive preamble. Don't spend five minutes apologizing for taking their time or explaining why you're nervous.
• Answer questions directly before elaborating. If they ask, "What's your protagonist's goal?" don't give them your character's entire backstory—answer the specific question first.
• Avoid rambling. If you catch yourself going on too long, it's okay to self-correct: "Sorry, I'm getting into the weeds—the short answer is..."
• Don't fill every silence with talking. Pauses are normal in conversation and give both parties time to think.

Busy executives appreciate writers who can communicate efficiently without sacrificing substance.

Be Authentic and Show Genuine Enthusiasm

People respond to authentic passion more than polished performance. If you genuinely love your story, let that enthusiasm come through naturally. If you're excited about the opportunity to connect with this particular executive, express that sincerely.

Authenticity doesn't mean oversharing your personal insecurities, financial desperation, or complaints about the industry. It means being genuinely yourself while maintaining professionalism—talking about your work the way you would with a respected colleague, not a judgmental gatekeeper.

Avoid these authenticity killers:

• Over-apologizing ("Sorry, this is probably terrible...")
• Self-deprecation that undermines confidence in your work
• Desperation that makes the executive uncomfortable
• False confidence that reads as arrogance
• Trying too hard to be someone you're not

The executives on Stage 32 are looking for writers they'd enjoy working with over months or years of development. Be someone they'd actually want to collaborate with.

Don't Take Feedback Personally

This is crucial: Feedback about your work is not judgment of your worth as a human being.

If an executive offers criticism, challenging questions, or suggests your project isn't right for them, respond professionally:

• Thank them for their honesty and perspective
• Ask clarifying questions if you don't understand their concern
• Acknowledge valid points rather than immediately defending
• Remember, this is business, not personal rejection

Writers who become defensive, argumentative, or visibly hurt by constructive feedback signal they'll be difficult to work with during development (which is ALL feedback and revision). Executives remember these reactions and avoid those writers in the future.

The writers who thrive are those who can hear "this isn't working" and respond with "interesting—can you help me understand why, so I can address it?"

Ask Thoughtful Questions

Always have questions prepared that demonstrate you've thought strategically about your career and this interaction:

Good questions for pitch sessions:

• "Based on what you've heard, what concerns would you have about this project's marketability?"
• "If you were advising me on next steps for this script, what would you recommend?"
• "What types of projects are you actively seeking right now?"

Good questions for consultations:

• "In your experience, what separates writers who break through from those who plateau?"
• "How do you see my work fitting into the current market landscape?"
• "What would make this project more compelling to someone in your position?"

Avoid questions Google could answer or that suggest you haven't done basic research. "So what does your company do?" is not impressive—it's lazy.

After the Meeting: Follow-Up Separates Relationships from Transactions

Send a Prompt Thank-You

Within 24-72 hours (longer is okay if you met on a weekend), send a personalized thank-you email:

• Reference something specific from your conversation
• Express genuine appreciation for their time and insights
• Reiterate any action items or next steps discussed
• Keep it brief and professional (3-4 paragraphs maximum)

Example:

Subject: Thank you - [Your Name] / [Project Title]

Hi [Executive Name],

Thank you so much for taking the time to speak with me yesterday about [Project Title]. Your perspective on the current market for [genre] and specifically your thoughts about [specific feedback they gave] were incredibly valuable.

As we discussed, I'm going to [specific action item—revise the second act, develop that character further, etc.] and would love to reconnect once I've implemented those changes. I'll follow up in [specific timeframe] to see if you'd be open to reviewing the revised version.

I really appreciate your generosity with your expertise and time.

Best regards, [Your Name]

This email accomplishes multiple things: it's professional, it shows you listened, it confirms next steps, and it keeps the door open for a continued relationship.

Follow Up Appropriately on Action Items

If the executive requested your script, send it promptly (within 24-48 hours) with a brief, professional email. Don't wait weeks or assume they'll forget—strike while the iron is hot.

If they suggested revisions before resubmitting, respect that timeline. Don't send revised material two days later, claiming you "fixed everything"—that suggests you either didn't take the notes seriously or your revisions were superficial.

If they gave you a specific timeframe for follow-up ("check back with me in a few months"), honor that. Following up too early reads as pushy; too late suggests you weren't really interested.

Stay Connected Without Being Overbearing

Use Stage 32 or other social networking sites to connect professionally after your meeting (if it went well and there were positive signals -- this is less advised if the meeting did not go well). Include a brief personalized note: "Great speaking with you about [topic] through Stage 32—looking forward to staying connected."

Engage thoughtfully with their professional posts occasionally (genuine comments, not just "likes"). Share relevant industry articles or achievements, but don't bombard them with constant updates about your work.

The goal is staying on their radar as someone they remember positively, not becoming the person whose name makes them think "oh god, not again."

Leverage Stage 32 Lounges for Continued Engagement

After your meeting, share appropriate updates in the Stage 32 Lounges:

• If you received valuable feedback, share general insights (without violating confidentiality) that might help other writers
• If you made a meaningful connection, express gratitude for those who facilitated it
• If you're implementing feedback, ask the community for resources or perspectives on specific challenges

Executives browse the lounges and notice writers who engage thoughtfully and professionally with the community. It reinforces positive impressions and demonstrates you're serious about craft development.

Common Mistakes That Undermine First Impressions

Let me be direct about what not to do:

Pitching multiple projects in one session unless explicitly invited to do so. It reads as unfocused and desperate.

Asking "Will you represent me?" or "Can you get this made?" in your first interaction. These are outcomes of relationships built over time, not transactional asks.

Complaining about other executives, platforms, or industry experiences. It makes you seem difficult and unprofessional.

Talking about how much money you've spent on contests, coverage, or services. Executives don't care about your sunk costs.

Overselling with hyperbole ("This is the next Game of Thrones"). Let your work speak for itself.

Underselling with false modesty ("It's probably not very good but..."). If you don't believe in your work, why should they?

Asking for favors like free coverage, introductions to their contacts, or bypassing normal processes. Earn those considerations through relationship-building first.

Treating the executive like a gatekeeper to defeat rather than a potential collaborator to work with. Adversarial energy kills opportunities.

The Real Purpose of These Interactions

Here's what many writers misunderstand: These meetings aren't just about selling one script. They're about beginning relationships that could span your entire career.

The executive you pitch today might not be right for your current project, but could champion your next one. The consultation that doesn't result in immediate representation might provide the insight that transforms your approach. The webinar Q&A, where you ask one smart question, might make you memorable when that executive has a future opportunity.

One great example of this was from our past contest winner Richard Zelniker, who, after earning a general meeting with Executive Producer Brodrick Haygood for winning the 1st Annual Rom Com Contest, spent 2 years toiling away on other projects before eventually collaborating as a writer/director on his 2025 film THE VORTEX with Brodrick as his EP. Your material is being considered by someone with the power to advance your career - that's valuable regardless of timeline.

Industry success isn't transactional—it's relational. The writers who thrive are those who understand they're building a professional network over the years, not just trying to make one sale.

Every interaction is an audition for future collaboration. Show up prepared, professional, authentic, and genuinely interested in learning—and you'll stand out from the 90% of writers who treat these opportunities as one-off transactions.

Final Thoughts: You're Ready for This

If you've read this far, you're already more prepared than most writers entering these interactions. You understand that first impressions matter, that preparation separates professionals from amateurs, and that relationships built on mutual respect and genuine engagement create sustainable careers.

The executives on Stage 32 want to discover talented writers. That's why they're here. They're not hoping you fail—they're hoping you're the writer whose work excites them enough to champion.

Your job is simple: Be prepared. Be professional. Be yourself. Listen actively. Follow up thoughtfully. Treat every interaction as the beginning of a potential long-term relationship.

Do that consistently, and you'll not only make strong first impressions—you'll build the industry connections that actually advance your screenwriting career.

Lastly, we have a great webinar available on How to Prepare For and Nail a General Meeting (In Person and Online) taught by Jeff Portnoy, Literary Manager at Bellevue Productions.

Check it out (CLICK HERE) and please use code PATBLOG to watch for free!

Now go make the most of those opportunities. We're here to help you succeed.

This Week’s November Write Club Challenges!

As we move into Week 3 of November Write Club, we’re building on one of the most important lessons in this industry — the difference between a transaction and a relationship.

This week is all about preparation, perseverance, and showing up with intention. Whether you’re meeting with executives, connecting with collaborators, or posting in the community, how you present yourself determines the impressions you leave — and the relationships you build.

And remember: November Write Club isn’t just for writers — it’s for all creatives. This is your space to strengthen the habits and connections that will support your career long after this month ends.

Everyone who completes the Week 3 challenges will be automatically entered to win:

• 1 FREE Stage 32 Executive Pitch Session
• 1 FREE Arc Studio Pro Annual License
• 1 FREE Pilot or Feature Script Coverage

These are tools that help you sharpen your craft and show up prepared and confident when your next opportunity arises.

At the end of the month, we’ll also select one Grand Prize Winner to receive a Lifetime Arc Studio Pro License — a resource built for long-term perseverance and growth.

Congratulations to Our Week Two Winner!

A huge congratulations to Juliana Philippi!

Juliana, Ashley from our Stage 32 team will reach out to you today with more information. Fantastic work — and remember, every week is a new chance to win. Keep engaging, keep showing up, and keep building momentum.

Your Week Three Write Club Challenges

Complete the three challenges below to be entered for this week’s prizes:

1. Comment on this blog: Share one insight from this blog that resonated with you — whether it’s about preparation, professionalism, building relationships, or making strong first impressions.

2. Post in the Stage 32 Screenwriting Lounge: What are you doing to prepare yourself for future meetings, pitches, or collaborations? What habits or strategies help you persevere when the industry feels slow or competitive?

3. Comment on at least three other members’ posts: Offer encouragement or thoughtful insight. Think of this as relationship-building, not box-checking — the same mindset Pat emphasizes for industry interactions applies inside the Lounge.

And don’t forget to follow @Stage32, @Stage32Scripts, and @rbwalksintoabar to stay up to date on all November Write Club announcements and opportunities.

Show up with intention. Prepare like a professional. And remember: every interaction — even here during November Write Club — is a chance to build a relationship that lasts.

You’ve got this.

Let's hear your thoughts in the comments below!

Got an idea for a post? Or have you collaborated with Stage 32 members to create a project? We'd love to hear about it. Email Ashley at blog@stage32.com and let's get your post published!

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