Audition Day Checklist

An audition day runs smoothly when the schedule, room and paperwork are ready before participants arrive. Start by booking the casting location and setting the date, then open registration and assign audition slots once availability is confirmed. In the final week, send directions and a reminder, print scripts and evaluation forms, and check the camera, sound and lighting setup. This checklist also covers the room layout, name badges, refreshments and the details that are often left until the last hour.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve casting location
Set the casting date
2 people
Create audition schedule
2 people
Invite the judges
Send invitations
2 people
Open the registration form
Process registrations
2 people
Check availability
2 people
Confirm participants
2 people
Collect dietary requirements
Allocate audition slots
2 people
Send directions
Send reminder
Print scripts and scenes
2 people
Print participant list
Print evaluation forms
Prepare name badges
2 people
Do the shopping
2 people
Charge equipment
2 people
Prepare files and forms
2 people
Check the venue and room
2 people
Chill drinks
2 people
Clean the room
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up the waiting area
2 people
Set up the audition kit
3 people
Test camera and sound
2 people
Set up lighting
2 people
Set up the coffee and tea station
2 people

Event

Staff the registration table
2 people
Receive participants
2 people
Register attendance
2 people
Hand out name badges
Guide participants to the waiting area
2 people
Announce auditions
Assist with auditions
2 people
Film auditions
2 people
Hand out evaluation forms
Collect evaluation forms
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the waiting area tidy
Store files securely
Check out the last participants

Aftercare

Switch off equipment
2 people
Back up recordings securely
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Pack equipment
2 people
Collect lost and found items
Return rental items
2 people
Thank participants
Process selection results
3 people
Archive recordings
2 people
Return borrowed materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 45
Folding chairsqty 10
Clothing rackqty 2
Clothes hangersqty 30
Mirrorqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 40
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Equipment

Cameraqty 2
Camera tripodsqty 2
Laptopqty 2
Memory cardsqty 6
External Hard Driveqty 2
Extension cordsqty 6
Power stripsqty 6
Speakerqty 2
Microphoneqty 2
Microphone standsqty 2

Lighting

LED lampsqty 4
Light standsqty 4
Light diffusersqty 2

Decorations

Name badgesqty 60
Badge holdersqty 60
Directional signsqty 12
Announcement board
Tableclothsqty 8

Office

Clipboardsqty 15
Ballpoint pensqty 40
Markersqty 12
Notepadsqty 20
Printer paperqty 500
Tapeqty 4
Scissorsqty 4
Staplersqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4

Cleaning

Waste binsqty 6
Mopqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the audition date only after confirming the casting location and judges. Keep at least one planning block between closing registration and sending final time slots so you can resolve availability conflicts.
Close or review registrations early enough to process participant details, dietary requirements and availability before allocating slots. Send each participant their exact time, directions and a reminder rather than relying on one general schedule.
Prepare printed materials in separate bundles: scripts and scenes for participants, a participant list for the team, and evaluation forms for the judges. Print spare copies before the day in case a scene, form or name badge is lost.
Check the room layout before audition day, including tables, chairs, the clothing rack, mirror and coat racks. Leave a clear route to the audition area and place directional signs where someone unfamiliar with the venue will see them.
Charge the camera, laptop and other equipment at least one day ahead, then test memory cards, tripods, microphones, stands, LED lamps, extension cords and power strips in the actual room. Chill drinks and set out cups, glasses and serving trays after the room has been cleaned.

Frequently asked questions

How far in advance should I plan an audition day?: Book the casting location and set the date at least 4 to 6 weeks ahead. This gives you time to invite judges, open registration, process applications and build a workable audition schedule.
When should audition registration close?: Close registration at least 7 days before the audition day when possible. Use that week to check availability, collect dietary requirements, allocate slots and send directions and reminders.
What should I print for an audition day?: Prepare scripts and scenes, the participant list, evaluation forms, name badges and any announcement or directional signs. Print them 1 to 2 days before the event and keep spare copies of every form and script.
When should I test audition equipment?: Charge and test the camera, laptop, memory cards, microphones and LED lamps at least 24 hours before participants arrive. Test the complete setup in the room, including tripods, stands, power strips and extension cords.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.