Holding auditions can be a nerve-racking event the first few times that you hold them. My biggest concerns are always that I want to seem prepared for my musical auditions and collected enough that I can give each person the attention and consideration that they deserve. There are plenty of ways to make sure that you are prepared - have your materials ready, your process in order…maybe even some documents set up so that everything runs smoothly.
Besides those things though, something that will help you feel as confident as possible is having a solid audition team around you. There are key players that I always make sure I have when I am holding auditions for a musical. Each one of these people are important and help to make sure that you seem prepared, that the theater seems professional and that everyone auditioning feels respected. And by respected, I mean that they get the attention they deserve and they can tell that their time is valued because everything running efficiently is obviously important to you.
These things are important even at the school level, but if you are ever directing a musical for a community theater (where most of my experience comes from) or a semi-professional theater in the area, respecting the time of the people coming to lend their talents to you is important to keep talented folks coming.
WHAT ARE OPEN AUDITIONS?
Unlike scheduled auditions, where people who want to audition have to contact you prior to auditions to schedule a time, open auditions offer a time frame when anyone that wants to come can show up and audition. This type of audition is used more often in a community theater setting than a school setting, but it depends on your program. Either way though, there are tips and tricks and things to think about that can help In any scenario.
The Greeter
You need at least one person (can be more if you have the volunteers) who will sit outside the audition space and greet people as they show up to audition. It is important that this person is your calm, collected and kind face of the theater program. They should be welcoming and put people at ease. Auditioning is stressful and this person sets the tone for the whole experience. Many times this role can be a parent helper... preferably not a retired old man with a blue vest that is overly eager to push a cart on you. "I'm just here for dishwasher pods, man. I have no problem just..... sure, I'll take a smiley face sticker. Thanks."
As people coming to audition are greeted, they should be added to a numbered list to keep track of who is up next. They should also be given any paperwork that you want handed out. That could include an audition sheet (a sheet where you collect appropriate information regarding these specific auditions), possibly a character list describing the roles you are auditioning for, an expectation sheet so they understand your audition process for the musical, etc.
I create an online form that, as people come, they can fill it out and it generates the results on the shared spreadsheet that everyone helping can see. I also hand out an audition sheet that collects important info such as preference of role, major schedule conflicts, etc. And, I have a sheet that explains my process - what to expect at the audition and how callbacks will be handled. The greeter has them fill out the form on a laptop or tablet, hands them their sheets of paper (and a pen) and invites them into the theater where auditions are happening to quietly take a seat, fill out their form and wait to be called.
The On-Deck Area
The on-deck area, just like in baseball, is the spot where people come before they are up to bat - or audition. This area needs at least one person, but I would not go more than two. They need to remain focused and quiet. Often, I have my stage manager run this spot.
The on-deck person is in charge of getting the next-up person ready to come on stage to audition. They call out the next-up number and ask them to come over to their area while the current person is auditioning. They can give any directions about the next step, actually auditioning. Our person tells them to hand their audition sheet to me and give their music to the pianist.
Even more important than that, they take a photo of the auditioner that you can pull up later to help remember who is who (very important if you are new to the program or have a good size group of new kids).
When our on-deck person takes that photo, they also have them hold a white board in front of them with their number on it. That way you can make sure that the name, your notes and photo all line up.
Who is on stage, in front of the people auditioning?
I say "who is on stage" because I hold my auditions in the actual theater when possible. So, the greeter is in the lobby and the on-deck area is at the bottom of the stairs that lead onto the stage. That means that your auditioners (who are sitting quietly in the theater, filling out their forms and waiting to be called) are also all able to sit and watch what is happening. Maybe you don’t like that? That’s ok. But, I prefer it because I honestly try to make my decision based on how people audition at that exact moment. And, if the other people auditioning are seeing what you see it is hard for them to dispute your decisions or blame you for pre-casting or playing favorites… unless they are delusional about their own talent level. Like me and my singing. (Not really - I know I'm not a singer! But I try)
I absolutely recommend having the bare minimum of people on stage while people are auditioning. Again, most of these people are battling nerves and stress - the more people there are the harder it is for them. AND, the more chance there is that someone is distracted and/or distracting. Both are bad for the person auditioning.
I do not think you need more than:
Yourself
Choreographer
Music director
Pianist (can be same as music director)
There are other people that you might want to hear the opinion from or who you feel deserve to be present… the stage manager, the costume designer, etc. But, there is no need for them to be on stage with you. I have these people site in the theater space where they can still hear, but are not in an intimidating position.
I have auditioners prepare a one minute selection of a song of their choice. So, when they come on stage, they hand me their audition sheet and give their sheet music to the pianist. The pianist talks through their music with them for tempo and feel and then asks them to stand on the “x” that you have on the floor - positioned at a comfortable distance from you where you can see them but don’t feel like they are about to attack you.
No “x” means that your auditioners will feel free to roam and you will get nervous people standing 3 feet in front of you singing “On My Own”. It’s NOT comfortable!
Depending on your theater program - many directors make the singing audition easier by having everyone prepare the exact same song. That way they don’t need sheet music and it makes the process a little bit easier for them - welcoming people that are new to the experience a little more. You can offer either as an option too. This way might be ideal as it's easier for the less experienced but also helps prepare those who are truly passionate for future auditioning experiences.
Once they are done singing, you remind them to grab their music back… cause 50% of them will want to immediately run away in relief that it is over. And I would always welcome them to sit and hang out quietly or they could feel free to take off.
Wrapping it up...
Having the right team of people to make sure that your musical audition process runs smoothly is critical. Not only so that you put your best foot forward for everyone that comes to audition, but for your sanity as well. Be prepared so you can be confident and enjoy yourself cause auditions can be one of the most fun parts of directing a musical. It can honestly feel like an honor at times to be able to sit and watch some of the talent that comes and sings just for you. Good luck!
And, if you haven’t already, make sure to download our Character Breakdown Spreadsheet to help you get prepared for your musical production.
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