SayPro Audition Tour Plan

Audition Tour Locations & Dates

Target Cities & Dates

Province/Region	City/Town	Audition Date	Venue
Gauteng	Johannesburg	April 5, 2025	Joburg Theatre
Western Cape	Cape Town	April 12, 2025	Artscape Theatre
KwaZulu-Natal	Durban	April 19, 2025	Playhouse Company
Eastern Cape	Port Elizabeth	April 26, 2025	Opera House
Free State	Bloemfontein	May 3, 2025	Civic Theatre
North West	Rustenburg	May 10, 2025	Community Hall

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2. Logistics

Venue Setup & Equipment

Venue Requirements:

• Stage Setup: Proper stage dimensions for performances, microphones, and lighting.
• Sound & Lighting: Professional sound equipment, including microphones and speakers.
• Waiting Area: Separate space for contestants to wait, with adequate seating.
• Registration Desk: Staffed with personnel to check-in contestants.
• Security: Ensure crowd control and secure access to the venue.
• Audio/Visual: Video recording and live streaming equipment for documentation and public access.
• Backup Power: Arrange for a generator or alternate power supply.

Technical Setup:

• Sound Checks: Perform a sound check the night before the event to ensure all microphones and speakers are functional.
• Live Stream Setup: Ensure proper internet connection for streaming.
• Recording: Arrange for high-quality recording of performances.

Travel & Accommodation:

For SayPro Staff:

• Transportation: Arrange flights, buses, or cars for staff members traveling to different cities.
• Accommodation: Reserve hotel rooms for all staff members (organizing team, judges, technical team) in each city.
• Meals & Refreshments: Ensure catered meals and snacks for staff and participants.

For Judges & Performers:

• Judges: Ensure comfortable travel and accommodation for judges at each venue.
• Contestants: Provide information on transportation options for local contestants, and offer assistance where necessary.

Local Support Teams:

• Venue Coordinators: Ensure the smooth operation of auditions, registration, and overall logistics.
• Technical Support: Hire local technicians for sound, lighting, and video recording.
• Security: Local security staff to manage crowd control and ensure the safety of contestants and equipment.
• Stagehands: Support for setting up and breaking down stages and equipment.

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3. Staffing Requirements

National Team (SayPro Headquarters)

• Event Manager: Oversees the entire audition tour. Responsible for coordination between local teams and leadership.
• Logistics Coordinator: Manages travel arrangements, accommodation, and general logistics.
• Communications Lead: Handles media, public relations, and social media campaigns.
• Judge Liaison: Communicates with judges regarding criteria, expectations, and feedback collection.
• Data & Reporting Officer: Tracks participation data, feedback, and prepares regular reports.
• Technical Director: Oversees the audio-visual setup, including sound, lighting, and live streaming.

Local Team (Per City)

• City Coordinator: Local contact responsible for organizing registration, managing contestants, and assisting with venue logistics.
• Registration Desk Staff: Greets contestants, checks-in registrations, and provides support.
• Stage Manager: Ensures the smooth flow of auditions on stage, including managing contestant performance order and assisting judges.
• Technical Team: Manages all technical aspects (sound, lighting, and video recording).
• Security Team: Manages access to the venue and ensures safety.
• Community Engagement Coordinator: Local representative to manage audience and contestant relations, ensuring a positive experience.

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4. Contestant Registration & Communication

Pre-Audition Registration:

• Online Registration: Contestants will sign up via SayPro’s website. A registration form will collect the following:
  • Name, Age, Gender, City/Town
  • Performance Category (singing, dancing, acting, etc.)
  • Contact Details
  • ID Verification Documents
  • Performance Sample (if applicable)

Registration Day Process:

• Check-In Desk: Set up at each venue where contestants can register and receive their audition number.
• Contestant Briefing: Provide an orientation with details on the audition process, judging criteria, and expected behavior.
• Waivers & Agreements: Contestants must sign agreements related to media usage, rights to performance footage, and terms of participation.

Communication Campaign:

• Social Media Announcements: Regular posts on SayPro’s social channels, encouraging contestants to register and participate.
• Radio & Television Coverage: Local radio and TV spots promoting the auditions.
• Flyers & Posters: Distributed at local cultural centers, schools, and public spaces in each city.

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5. Audition Day Process

Contestant Flow:

• Arrival & Registration: Contestants arrive at the venue, check-in, and receive their audition number.
• Waiting Area: Contestants are directed to the waiting area before their performance time.
• Stage Performance: Each contestant performs in front of judges, following the assigned order.
• Judge Evaluation: Judges score each contestant based on established criteria.
• Feedback: After each audition, contestants receive general feedback or encouragement.

Judge & Performance Coordination:

• Judging Criteria: Provide judges with scoring rubrics, focusing on talent, stage presence, and overall potential.
• Timing: Set strict time limits for performances to maintain a smooth flow and schedule.
• Breaks: Schedule regular breaks for judges to prevent fatigue and ensure fairness.

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6. Data Collection & Reporting

Audition Data:

• Participation Metrics: Number of registered contestants per city, gender breakdown, and performance category.
• Judge Scores & Feedback: Capture all feedback and scores for future rounds.
• Audience Engagement: Track social media mentions, audience attendance, and overall engagement.
• Logistics Data: Report any challenges or areas of improvement related to travel, accommodation, and venue management.

Reporting:

• Daily Reports: Summary of the number of contestants auditioned, any issues encountered, and judge feedback.
• Weekly Progress Updates: Analysis of trends in participation, regional talent, and judge feedback.
• Final Report: A comprehensive overview of the entire tour, key metrics, challenges, and recommendations for future auditions.