Managing Auditions with Google Schools

This article was originally published to blogspot on August 20, 2017.

​Last year, when I directed Romeo and Juliet, I printed off a few dozen audition packets. When I ran out and couldn't make it to the copier, I worried that the kids who came by to get them would meet that obstacle and decide not to turn out again. I worried that if I wasn't in my room at all times, that someone with potential might miss their chance. I worried an awful lot, but you tend to do that when launching an endeavor as big as a full-length Shakespeare play at a new school.

Then I got an idea from my colleague, our choir director. He suggested for our musical that we make all of the audition tracks available in a Google Drive folded. The benefits?

• We don't have to individually share the link with students who are interested
• People who aren't part of our school Google network can't access it
• We can leave a URL on the call board and we won't miss anyone who isn't in one of our classes

Since then, my school has gone to Google Drive for all Performing Arts auditions.

The first document, marked with a number 1 to ensure proper sorting, is always a Read Me. In includes instructions in an ordinal list with links to the pertinent documents:

Auditioning for Zap Pronto? Here are the steps to follow:

1. Print the Audition Form. Fill it out and include any appointments, sports, etc that conflict with the rehearsal and show dates.
2. Print out the Rehearsal Contract. Read it. Sign it. Have your parents do the same.
3. Schedule your audition here. Please remember that we can track changes, and play by the rules.
4. Rehearse the auditions sides and become familiar enough with the text that you can look up from the paper. You may print and mark up sides as you wish, or you can use the printed sides provided during the audition.
5. Show up ON TIME, well-rested and hydrated. Remember to breathe. Please don’t apologize to us for your performance, even if you feel like it wasn’t your best. We’ll see you soon!

ONCE CAST, YOU WILL NEED TO SHOW UP FOR THE FIRST REHEARSAL READY TO PAY YOUR ACTIVITY FEE of $25.

The entire rehearsal schedule (over-schedule, you can always cancel dates!) is provided up front. The rehearsal contract is included, and students must print and sign it or they aren't allowed to audition. The Google Sheets document with audition times is left editable by anyone with the link, but there's a helpful reminder that we can track changes incase someone thinks it's a good idea to change a rival's time. Finally, audition tracks or sides are provided so that students have plenty of time to practice.

We share this archive with a TinyUrl, a scannable QR Code, and a link in the Linktree for the Drama Club instagram.

Finally, we include a preview of the show shirt. Because who doesn't love a custom T-Shirt?

Use my free rehearsal contract sample to make your own:
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