What to buy and bring for audition day

An audition day needs more than scripts and a room. You will need a clear check-in setup, places for participants to wait and change, practical refreshments, and reliable equipment for recording or evaluation. This shopping list covers the items that are easy to overlook, from spare memory cards and extension cords to badge holders and directional signs. Use the quantities below as a planning guide, then adjust them to your number of participants, judges and audition rooms.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 6 bottles
- Still water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paper cups - 100 pieces
- Paper stirrers - 100 pieces
- Napkins - 200 pieces
- Mini croissants - 60 pieces
- Mini muffins - 60 pieces
- Mini sandwiches - 80 pieces
- Vegetarian wraps - 30 pieces
- Vegan wraps - 20 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted pretzels - 3 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Lemons - 10 pieces
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Plan one chair per waiting participant, plus one seat for each judge and coordinator. Keep a few folding chairs available so a late change in room layout does not disrupt the schedule.
For a full day, allow at least two coffee cups or glasses per person if you are not washing up during the event. Buy extra drinks for the judges and crew, who may stay longer than the participants.
Bring at least two charged memory cards and one external hard drive if auditions are recorded. Transfer files during a break rather than waiting until the end of the day.
Use one name badge and badge holder for every participant, judge and crew member, with at least 10% extra for replacements. Place directional signs at the entrance, waiting area and audition room.
Count power points before setting up cameras, LED lamps, laptops and speakers. Take enough extension cords and power strips to reach every station, and keep cables away from walkways.

Frequently asked questions

What do I need for an audition day?: You need seating, tables, name badges, signs, refreshments and any recording or lighting equipment required for the auditions. For a starting quantity, provide one chair per person in the room and at least one badge per participant, judge and crew member.
How many chairs do I need for auditions?: Plan one chair for every person waiting, plus seats for the judges and the coordinator. Add 10% extra chairs or keep folding chairs nearby if participant numbers or the schedule may change.
What equipment should I bring to record auditions?: Pack a camera, tripod, charged memory cards, a laptop and an external hard drive. Bring at least two memory cards and check all batteries and chargers the day before the audition.
How much food and drink should I buy for audition day?: For a full day, allow two to three drinks per person during the first few hours, then about one drink per person for each additional two hours. Add a separate allowance for judges and crew, and confirm dietary requirements before shopping.

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