Casting contracts: templates, PDFs and signed versions
Keep the contract with the application, from the first draft to the signed copy. A practical workflow for agency teams.
Read the article ↗How to plan event staff shifts and assignments
Start with the positions that need covering, then place people against them. Keep provisional planning distinct from confirmed work.
Define the requirement first
For each event day, identify the location, role, time range and number of people needed. Use the event dates as the basis and add separate periods when the project requires them. A clear requirement makes it easier to see shortages before assigning names.
Keep breaks within the shift
A 09:00–19:00 shift with a 12:00–13:00 break remains the same shift. The assigned person still covers one of the required positions; adding a break must not create a different requirement. Keep the break visible so the team can coordinate actual coverage during it.
Plan before everyone is confirmed
You may need to place people provisionally to understand whether the team is complete. In CastVent, provisional assignments can be planned and unconfirmed resources are identified. You can also add coordinators or other staff who did not apply through the casting call.
Review the daily plan
A timeline by person and day helps reveal clashes, gaps and long working periods. Check roles and locations, not only names. For an overnight shift, mark that it ends the following day. Expand the relevant days and review overlaps before confirming.
Confirm and communicate
Once the plan is ready, confirm assignments individually or with the available bulk action. Applicants see their own confirmed assignments, with dates and hours, in their portal. Keep a contact list available for the team coordinating the event.
Use the experience next time
After the work, add useful, factual post-event notes to the relevant application. The agency’s application history helps future planning without exposing private notes to the applicant or to other agencies.
See CastVent in action
Demonstration interface in Italian. Events, people and materials are fictional; profile images are illustrative.
All articles
Casting management software: choosing a plan, storage and users
Choose around the work your agency actually does: selection, contracts, staff planning, online interviews and wardrobe.
Read the article ↗Agency users and permissions: organise your casting team
Give each collaborator a clear role while keeping personal applicant accounts separate from agency access.
Read the article ↗People, paperwork and schedules. In one place.
Try CastVent free for 30 days. No card required. No automatic charge.
The current service uses Italian tax and administrative rules. Choosing English or French changes the language, not the tax regime or the applicable contract model.