A few of approaches that work for me: (24 years of directing high school theatre has made me bold and a lot less worried about casting disappointments)
1. I do not provide feedback. My stock answer is simply, "the person that was cast was selected for the role because of his/her audition. I saw something in him/her that I thought was right for the production." And that is the truth. It is not about who had better diction, or more character, or displayed more effort, etc. It is simply that the person that was cast was preferred. That is the nature of the business.
2. I do a lot of preparing and talking about what has become known as the "casting dilemma" I talk about how vitally important finding the right cast is for the success of the show. I talk about to parents, students, faculty, quite frankly whomever will listen. Casting is a dilemma. Figuring it out is hard. It is not personal.
3. I have a 1 week rule. No one can ask me about the casting choices for one week. Or, I simply will not answer parents/students complaints until one week has passed. I tell them that they are emotionally connected to the audition process but in one week time will have perhaps changed their perspective. That week usually subsides all anger and disappointment. I have rarely had to actually address it again.
4. I only speak the truth. Everyone knows that if they come to see me about why someone was not cast I will be honest. I will not sugar coat it. And usually my honest statement is, "the person who was cast was better this time for this show." Done.
5. I never write anything down during auditions. I know when I see it or I keep working the audition until I see what I am looking for. I want to see/feel the audition, not write about it.
6. I avoid casting by committee. I am the director. I am the one who is going to be doing all of the work. The burden to produce the play ultimately rests on my shoulders. So, I do the casting. I am the expert. I am not bias. I have the experience and knowledge and mastery of theatre. Basically I work under the idea of "if you want something done right, do it yourself." (The exception is the musical, but then I need the vocal director and choreographer to support my decision. I tell them, however, that I am the one who will have to answer to parents, so I have to be 100% in agreement with any suggestion).
7. Once you cast it, you own the decision. Do not apologize for it. I am the expert. I know what I am doing. If a cast member is not doing what I had hoped for, well that is my fault. I have to keep working to get him/her to my expectation. No looking back, no regrets.
8. I have a large pool of actors who audition for my productions. Sometimes they get cast and sometimes they don't. But they know that if they want to be involved they have to keep auditioning. I work very hard at casting the right people for the roles. Some actors are cast frequently, some less frequently. Every show is different.
Stay strong. Remember, you are the expert. Don't apologize for knowing your craft.
Cheers and good luck!
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John Rutherford
Rochester Hills MI
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Original Message:
Sent: 08-04-2015 19:04
From: Cynthia Macioce
Subject: audition procedures and casting policies
Hello to All -
I am throwing this question out there in hopes that other directors might be able to offer some insight. I am working on creating a clear and concise written casting policy document. While I do announce the guidelines/expectations of rehearsals, absences, etc. at the interest meeting at the beginning of the school year and reiterate it on a document that is included in the audition packet, the directing team still deals with parent anger when their child doesn't get the role he/she prepared ("he's worked so hard!") or doesn't get cast in a production ("...surely you made a mistake..."). How do other directors handle parent backlash? Do you meet with the parents? Do you offer a feedback session with just the students? Do you get supported by your administration when meetings do take place? I am very interested in hearing how other high school theatre programs deal with this issue. If any of you would be willing to share your casting policies, I would be very grateful for that as well!