Set Captain Agreement

Set Leads use the link on your Family Dashboard to sign

Fun on the Strongman Set, 2019

Thank you for agreeing to be a Set Captain for Prom! This is an amazing experience year after year, and it is the efforts of parents like you who make it so memorable. Decor sets the mood and is a critical part of the prom experience. As such, it is very important you understand what the expectations are for the sets and for you as a Set Captain. We are so appreciative of your efforts to make the look and feel of prom match the vision! When you are selected for a Set Captain position, you will have a link on your Family Dashboard which will allow you to sign this agreement electronically.

As Set Captain, you agree to the following:

  • Work with Directors and Set Designers to plan initial design, develop the budget, and assemble a supply list
  • Work within the given budget, purchase supplies. (Please be aware that any purchases above budget will be your responsibility.)
  • Communicate with supervising Director any needs of personnel or difficult to find supplies so we can meet those needs in a timely manner.
  • Return phone calls or emails from Director/Designers within 48 hours.
  • Transport all supplies, props, and set pieces to work days (if working on those days), and day of prom.
  • Stay on site during work day until all projects for your set are complete. Do not "drop off" projects.
  • Arrive day of prom at 8:00 AM (or time set by Directors contingent upon arrival of other vendors) to supervise assembly of Set. Some years we get access on the day prior to prom day, so you may get early access, depending on the venue’s schedule.
  • Stay during prom setup until your assigned set is complete.
  • Return after prom to supervise break down of set and repacking of all parts. If you can not do this, you may appoint someone else familiar with the set to do this.
  • Attend the Night of Prom Adult Staff Meeting. Although you will not be required to be onsite on prom night, this meeting has valuable information and a breakout session specifically for set leads. It is also an opportunity for you to share the vision for your set with the Cast Members who will be staffing your set during prom and for them to ask questions.

Prom will provide the following:

  • Funds, as agreed in the budget, to produce the set.
  • Occasionally, we are able to provide rented items to assist you. We will communicate that to you during the planning stage.
  • Provide work days where you and your team can work on set pieces.
  • Extra adult volunteers, if you desire, to assist before prom to create the set.
  • Extra help day of prom to assemble the set.
  • Extra help night of prom to disassemble the set.
  • We will return your emails, text or phone calls within 48 hours.
  • Support and guidance through the entire process. You are NOT alone in this endeavor! We commit to help you in any way we can.

You may choose your team from parents you know, or we can send people your way. It is up to you. If you choose to staff your own team, email the names of each person and the amount of work they have done in advance to to give them proper credit for their time. Please communicate with us if you would like to complete some of your set during prom’s scheduled work days. If you are hosting your own work day and need help with finding some helpers, please let our Adult Coordinator know (use email above) as early as possible so they can add your work shift to the list and have callers reach out to available parents.

For Prom Weekend, please send the list of people you are planning to have come help you to the Family Service Lead so we can have their nametags made in advance and make your check-in time go quickly. Let the Set Designers know when you’re arriving and where you’ll be unloading and they will meet you and your team at that entrance with your sign-in page and the nametags for your team.

Thank you again for all that you are doing for the good of this organization and for the many students who are being blessed by this Prom event.