Casting Checklist

From choosing the show to posting the cast list, in order, so nothing slips. Timelines assume roughly eight weeks from announcement to first rehearsal — compress with care, not with hope.

Casting Checklist

8–10 weeks out — Lock the foundation

Confirm performance rights & licensing are SIGNED (not “in progress”) — never announce a show you don't have.
Set performance dates and hold the venue for tech week too.
Build the role list: who plays what age, vocal parts, which roles could double.
Recruit your table team: director, music director, choreographer, stage manager — decide who has a vote and who has a veto.
Draft the rehearsal calendar skeleton (nights per week, tech week, blackout dates) so you can be honest at auditions.

5–7 weeks out — Announce & recruit

Book audition dates, times, and a warm room with a piano (or a speaker and a plan).
Publish the audition notice — include the full commitment picture, what to prepare, and how to sign up.
Post everywhere your community actually is: socials, email list, local paper, lobby board, nearby theatres' green rooms.
Personally invite people. The best casts are half walk-ins, half “the director asked me to come out.”
Prep audition forms: contact info, roles interested, CONFLICTS (make them list dates, not vibes), and photo/media consent.

Audition week — Run a great room

Staff the check-in table — a friendly face at the door sets the tone for the whole production.
Decide your scoring shorthand with the table team BEFORE the first actor walks in.
Keep notes on everyone — tonight's ensemble member is next season's lead.
Collect every conflict in writing before actors leave the building.
Thank every single person for coming. They gave you their evening.

Callbacks — Answer specific questions

Call back only for real questions (chemistry, range, dance level) — a callback is a request for more free time.
Send sides/material at least 24 hours ahead.
Read pairings against each other; mix combinations on purpose.
Check conflict lists against your rehearsal calendar for every finalist BEFORE you fall in love with a cast.

Casting week — Decide & offer

Cast the show on paper, with an alternate in mind for each lead — someone always says no.
Make offers privately (call or email) and give a response deadline — 48 hours is fair.
Wait for every acceptance before anything goes public. An offer isn't a cast list.
Personally thank the people you didn't cast, and mean the invitation to next time. This is the step that builds a theatre.

Announce — Start the company off right

Post the cast list once it's complete and accepted.
Send the welcome packet same-day: full rehearsal calendar, contact sheet, and who to ask about what.
Schedule the read-through within two weeks while the excitement is hot.

Rule of thumb: every casting decision is remembered for years — decide like it's a small town, because it is.

Template from Overture — free casting & production tools for community theatre · overturestage.com/resources