Audition Coordination Plan: Ensuring Smooth Running of Auditions

1. Pre-Audition Preparation

A. Venue Setup

1. Venue Selection:
   • Key Factors: Location accessibility, seating capacity, stage setup, lighting, sound equipment.
   • Venue Layout: Ensure a spacious waiting area, registration desk, audition stage, and feedback area for judges.
2. Equipment Check:
   • Verify that all sound systems, microphones, lighting, and projectors (if needed) are tested and functional.
   • Backup Equipment: Have spare microphones, cords, and other technical support on hand.
3. Signage and Direction:
   • Clear signs indicating registration desks, waiting areas, audition rooms, and facilities.
   • Create maps for participants to easily navigate the venue.
4. Health and Safety Setup:
   • Ensure first aid kits are available.
   • Implement COVID-19 protocols as needed, including masks, social distancing markers, and hand sanitizers.

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2. Registration Process on the Day of Audition

A. Registration Desk Setup

1. Staffing:
   • Assign staff members to the registration desk who can assist with participant check-in and direct them to the next steps.
   • Trained Volunteers: Ensure volunteers are trained to answer questions and help with form completion.
2. Participant Flow Management:
   • Contestants should check in and be assigned a registration number.
   • They will receive a wristband or audition ticket indicating their group number and audition time.
3. Document Verification:
   • Verify ID documents and parental consent forms (if applicable) for all participants.
   • If they’ve submitted a video, confirm that the link is functional and meets the guidelines.

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3. Contestant Preparation and Waiting Area

A. Organized Waiting Area

1. Comfortable Setup:
   • Ensure there are seating arrangements, water stations, and rest areas for contestants.
   • Have a schedule board displaying times and groups to ensure contestants are ready when called.
2. Announcing Groups:
   • Contestants will be organized in groups based on their scheduled audition time.
   • Public Announcements: Regular updates for the contestants about when their group will perform.

B. Orientation for Contestants

1. Pre-Audition Briefing:
   • Contestants will be given a brief about the audition process, expectations, and performance guidelines before being called on stage.
   • Ensure they are informed of any last-minute changes to the schedule.

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4. Audition Process on Stage

A. Stage Management

1. Calling Contestants:
   • Ensure smooth transitions between groups. Staff should call participants by their registration numbers or group names.
2. Performance Setup:
   • Verify that the sound equipment (microphone, speakers) is ready for each contestant.
   • Ensure any props or instruments are available for contestants who requested them in advance.
3. Judging Panel:
   • The panel should be composed of qualified judges with expertise in the relevant talent categories.
   • Ensure judges have evaluation sheets to score contestants based on criteria like creativity, technical skill, and performance delivery.

B. Timing & Smooth Flow

1. Performance Duration:
   • Set strict time limits (usually 2–3 minutes per contestant) to keep the auditions on schedule.
   • Have a timekeeper on hand to ensure each performance stays within the time limit.
2. On-the-Spot Feedback:
   • After each performance, the judging panel may provide brief feedback or comments to encourage participants.
3. Efficiency:
   • Maintain a quick turnover between performances, while also ensuring that judges have enough time to score.

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5. Post-Audition Process

A. Results Notification

1. Shortlisting Process:
   • Scorecards: Judges will score participants immediately after each performance.
   • Based on the scores, contestants will be shortlisted for the next round or invited for further evaluation.
2. Results Communication:
   • Immediate Notification: If applicable, announce the shortlisted contestants at the end of the day.
   • Email/SMS Notifications: Contestants who qualify for the next round will receive emails/SMS with instructions and feedback.

B. Exit Process

1. Exit Interviews (Optional):
   • If time permits, some participants may be asked to fill out a short feedback form or participate in a brief exit interview.
2. Thank You Gifts:
   • Consider providing thank-you gifts or certificates of participation to everyone who auditioned. This ensures a positive experience and helps maintain good relations with all contestants.

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6. Volunteer and Staff Coordination

A. Team Roles

1. Registration Team:
   • Greet participants, verify documents, and assist with the check-in process.
2. Stage Crew:
   • Ensure stage equipment is set up correctly, assist contestants with props, and manage on-stage transitions.
3. Judging Support:
   • Score Tabulation: Ensure all scores are properly recorded and delivered to the coordination team.
4. Waiting Area Coordinators:
   • Ensure that contestants are organized into groups and that they are ready when called.

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7. Contingency Planning

A. Addressing Delays

• Time Buffers: Include small time buffers between performances to account for delays.
• Backup Systems: Have backup plans for technical issues, such as spare microphones, extra batteries, and additional lighting.

B. Emergency Protocols

• Ensure staff are trained in first aid and aware of the location of emergency exits and emergency contact numbers.
• Have security personnel available to assist with crowd control and ensure the safety of all participants and attendees.

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8. Post-Event Review

After the audition day, gather feedback from staff, contestants, and judges to evaluate the effectiveness of the event and identify areas for improvement. This will help optimize future audition events.

Next Steps & Action Items

🔹 Finalize and assign volunteers and staff roles.
🔹 Confirm venue logistics, including stage setup, lighting, and sound.
🔹 Create and distribute an audition day schedule to all team members.
🔹 Prepare feedback forms for both judges and participants.

Work with judges, technical teams, and logistical support to ensure everything runs on time and to high standards.

. Pre-Audition Coordination

A. Judges’ Preparation

1. Judges Briefing:
   • Pre-Audition Meeting: Schedule a meeting with the judges at least 1-2 days before the audition to discuss the judging criteria, scheduling, and roles.
   • Clear Expectations: Provide judges with detailed evaluation sheets and criteria to ensure consistency.
   • Code of Conduct: Outline professionalism guidelines to ensure fairness, respect, and objectivity in their evaluations.
2. Performance Review Process:
   • Brief judges on how feedback will be delivered (e.g., verbal or written) and that they should provide constructive, encouraging comments.
   • Discuss how to handle ties or discrepancies in scores.

B. Technical Team Preparation

1. Pre-Audition Setup:
   • Venue Walkthrough: Conduct a site visit to inspect all technical equipment, including sound systems, microphones, lighting, and video recording equipment.
   • Check Functionality: Test all equipment for sound clarity, lighting levels, and camera angles (if filming the event).
   • Backup Plans: Prepare backup equipment in case of technical failure (extra microphones, batteries, etc.).
2. Role Assignment:
   • Sound Engineer: Designate a sound engineer to oversee the audio quality and microphone setup for each contestant.
   • Lighting Specialist: Ensure that lighting is appropriate for each performance, particularly for contestants who rely on stage presence or visuals.
   • Camera Crew: If the auditions are being filmed, assign a camera team to manage recording and filming (for review or promotional material).

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2. On-the-Day Execution

A. Judges’ Coordination

1. Arrival & Setup:
   • Judges should arrive 30-45 minutes prior to the first audition to ensure they have enough time to settle in, review materials, and discuss any final details.
   • Ensure judges have a dedicated space near the stage to view performances comfortably.
2. Time Management:
   • Ensure judges are aware of the time per contestant and remind them to stay on schedule for all auditions.
   • Timekeeper: Appoint a team member to monitor audition times and provide gentle reminders to judges when time limits are approaching.
3. Scoring and Feedback:
   • Judges will score contestants in real-time, and feedback should be recorded clearly and concisely after each performance.
   • For group performances, each judge should have an individual scorecard for consistency, and final scores will be compiled after all performances are complete.

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B. Technical Team Coordination

1. Sound & Lighting Checks:
   • Sound Engineer: The sound engineer should monitor the audio quality throughout the event to ensure that microphones and speakers are working correctly. Perform regular checks between auditions to ensure clarity and volume levels are appropriate for all contestants.
   • Lighting Specialist: Continuously monitor the lighting setup to ensure proper visibility for all performances and make adjustments as needed during the event.
2. Stage Transitions:
   • Ensure smooth transitions between performances, which means quick adjustments to microphones or instruments, as well as lighting changes between acts.
   • Backstage Communication: Maintain a communication system between backstage and technical staff to notify when the next contestant is ready to perform.
3. Contingency Management:
   • Have a contingency plan in case of technical failure (e.g., audio issues, lighting problems). For example, having a backup microphone and technical support staff available at all times.

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C. Logistical Support Coordination

1. Flow of Contestants:
   • Organize a well-structured waiting area and a clear calling system to direct contestants to the stage as their group is announced.
   • Have signage that clearly directs contestants to their registration desks, waiting areas, and stage entrances.
2. Volunteer & Staff Support:
   • Ensure all staff and volunteers are assigned specific roles (e.g., registration, backstage support, stage managers, etc.).
   • Backstage Manager: A dedicated manager should be responsible for ensuring that each contestant is prepared and ready when called.
3. Registration & Check-In Support:
   • Have a team of volunteers who help contestants with the check-in process, including verifying their registration, providing wristbands, and guiding them to the waiting area.
   • Assign staff to manage the sign-in desk, ensuring quick and accurate processing of participants.

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3. On-the-Day Communication Plan

A. Internal Communication

1. Communication Systems:
   • Use walkie-talkies or headsets for clear and direct communication between the judges, technical teams, and logistical support.
   • Have a centralized communication hub where all logistical information (performance times, technical issues, changes) can be communicated in real-time.
2. Schedule Reminders:
   • Ensure that the timekeeper communicates with the judges about the timeline for each audition and provides reminders when the audition time is nearing its end.
   • Keep a backstage manager in constant contact with technical staff to manage any quick changes (e.g., sound adjustments or contestant requirements).

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4. Post-Audition Evaluation & Review

A. Feedback Collection

1. Judges’ Feedback:
   • At the end of each audition day, collect the feedback and scores from the judges. Ensure that they are submitted on time to maintain transparency and consistency.
2. Technical Team Review:
   • Technical Debrief: After the event, have a meeting with the technical team to review what worked well and what issues arose during the event. Discuss how to improve for future auditions.
   • Equipment Check: Inspect all technical equipment to ensure that everything was returned to its proper state and no equipment was damaged.

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5. Contingency Planning & Crisis Management

A. Managing Delays or Issues

1. Flexibility in Schedule:
   • Build a small buffer time into the schedule to allow for potential delays. If any technical issues occur, have backup equipment on hand, and adjust the schedule as needed without affecting the overall flow.
2. Unexpected Situations:
   • If any contestant or judge experiences a personal emergency, ensure there are backup judges or contestants ready to step in.

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6. Post-Event Debriefing & Finalization

A. Review Process

1. Final Report: After the auditions conclude, hold a post-event debriefing to discuss what went well and areas for improvement. This will include input from judges, technical teams, and logistical staff.
2. Performance Evaluations: Compile final scores, feedback, and outcomes from all audition locations to determine the next steps for the selected contestants.

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Next Steps & Action Items

🔹 Confirm Judges and technical team availability.
🔹 Organize a pre-event briefing to ensure everyone is aligned.
🔹 Prepare and test all technical equipment before the event.
🔹 Finalize the scheduling system and registration flow.