How to organise an audition day without losing track

An audition day runs smoothly when the schedule, people and room are prepared in that order. Start by securing the casting location and date, then build time slots around the judges’ availability before opening registration. Once participants are confirmed, send precise arrival information and prepare scripts, evaluation forms and name badges. On the day itself, leave enough time for lighting, sound, cameras, seating and a quiet check-in area rather than trying to set everything up between auditions.

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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

1
Reserve casting location
2
Set the casting date
2 people
3
Create audition schedule
2 people
4
Invite the judges
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Check availability
2 people
9
Confirm participants
2 people
10
Collect dietary requirements
11
Allocate audition slots
2 people
12
Send directions
13
Send reminder
14
Print scripts and scenes
2 people
15
Print participant list
16
Print evaluation forms
17
Prepare name badges
2 people
18
Do the shopping
2 people
19
Charge equipment
2 people
20
Prepare files and forms
2 people
21
Check the venue and room
2 people
22
Chill drinks
2 people
23
Clean the room
3 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up the reception desk
2 people
27
Set up the waiting area
2 people
28
Set up the audition kit
3 people
29
Test camera and sound
2 people
30
Set up lighting
2 people
31
Set up the coffee and tea station
2 people

Event

32
Staff the registration table
2 people
33
Receive participants
2 people
34
Register attendance
2 people
35
Hand out name badges
36
Guide participants to the waiting area
2 people
37
Announce auditions
38
Assist with auditions
2 people
39
Film auditions
2 people
40
Hand out evaluation forms
41
Collect evaluation forms
42
Serve coffee and tea
2 people
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Keep the waiting area tidy
46
Store files securely
47
Check out the last participants

Aftercare

48
Switch off equipment
2 people
49
Back up recordings securely
2 people
50
Wash dishes
2 people
51
Collect waste
2 people
52
Clean the room
3 people
53
Put furniture back
3 people
54
Pack equipment
2 people
55
Collect lost and found items
56
Return rental items
2 people
57
Thank participants
58
Process selection results
3 people
59
Archive recordings
2 people
60
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 and judge availability before publishing the registration form. Build a schedule with realistic changeover time, such as 10–15 minutes between participants, so late arrivals do not disrupt every following slot.
Close or review registrations early enough to process availability, dietary requirements and confirmations. Send each participant their slot, directions and a reminder at least 24 hours before arrival.
Prepare one labelled pack per audition slot with the relevant script or scene, evaluation form and participant details. Print a spare copy of the participant list and forms in case the laptop or printer is unavailable.
Check the room before setting up tables and chairs: test power outlets, extension cords, microphones, speakers, LED lights, camera tripods and memory cards. Charge the camera, laptop and other equipment the evening before, not on the morning of the auditions.
Create a clear arrival flow with directional signs, name badges, coat storage and a waiting area. Keep drinks and cups available, but place them away from scripts, evaluation forms and recording equipment to prevent spills.

Frequently asked questions

How far in advance should I organise an audition day?: Secure the location and date at least 4–6 weeks ahead, especially if judges or specialist equipment are involved. Open registration only after the basic schedule and room capacity are clear.
How long should each audition slot be?: Allow about 20–30 minutes per participant, including arrival, instructions, performance and notes. Add 10–15 minutes between slots for resets, questions and delays.
When should I send audition day reminders?: Send the confirmation as soon as a participant receives a slot, including directions and arrival instructions. Send a final reminder 24 hours before the audition with the exact time and anything they need to bring.
What should I check in the audition room on the day?: Check the seating, tables, lighting, camera angle, memory cards, power strips, microphones and speaker before the first participant arrives. Finish the technical check at least 60 minutes beforehand so you have time to fix problems without shortening the schedule.

Start this plan in Lizzt

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