Policies and Procedures
Construction / Set-up / Tear-down
General Policies and Procedures:
- The prom is normally held on the
third Saturday in April at the Rapid City Civic Center. The
hours are from 7:00 to 11:00 pm.
- The prom is attended by
about 1,200 students each year. Our largest prom was attended
by about 1,600 students and our smallest was about 600.
- Tickets for the prom go on
sale one month in advance and sell for $15
per person. Tickets are also sold at the door on the night
of prom. Prom is totally self-supporting.
- Any junior or senior from
City Central High School / Stevens High School / Jefferson /
Career Learning Center and
their date may attend the prom.
- Student dress for prom is
formal. This means coat and tie for boys and dress for
- Posters and tickets are
printed locally. Poster design may be done by the prom
committee, an individual student, or the printer. (Tickets are
to be numbered for accurate accounting.)
- Refreshments will be served
on the night of the prom. They are free for prom goers.
- Security will be
hired for the prom. They are usually our school security. We
also hire four event staff from the Civic Center.
- The chaperones for the prom
come from the faculty of Central, Stevens and the academies.
- Post-prom activities are not
the responsibility of the prom committee. The prom committee
has all it can handle with the putting on of the prom.
- The prom budget is outlined
at one of the first meetings. The fixed costs given are based
on the last years expenses. Both schools use the prom account
from year-to-year to pay for prom expenses (Stevens manages
the account). Some costs vary
from year-to-year depending on how much is spent on music.
$500 is transferred to each schools senior class for the
following year. The money from this year's prom provides the
seed money for the next years prom.
- The junior class officers
usually act as a steering committee, however, when the
officers are too busy to work prom a prom committee
chairperson may be appointed by the advisors. The senior class
has also participated which started in 2009.
- Prom is sponsored by the
junior classes of Central and Stevens, not student council.
Student council representatives may be on the prom committee
but rank no higher than any other junior.
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- Prom planning meetings (prom
committee) begin following the end of the football season.
This means November.
- The prom committee and
its meetings are open to any junior or senior who wants to be there.
They are not limited to student council representatives.
- The prom committee meets
alternately between the two schools. Meetings are chaired by
an advisor from the school where the meeting is being held.
Sometimes the prom committee may form subcommittees between
meetings of the prom committee.
- When making decisions the
prom committee always tries to reach a consensus.
- Decisions made by the
committees are decisions kept. This means we can not change
our mind on decisions made from one meeting to the next. Since
the prom meetings are open to all juniors. Either school may
bring as many people to a meeting as they wish. It should be
expected that meetings where the DJ and theme are chosen
will be attended by more students than other meetings.
- The theme and music for
the prom are not chosen by the advisors but by the student
prom committee. The advisors may offer advise but the
ultimate decisions rest with the students attending the prom
committee meeting on the night when the theme and music are
chosen. Voting is done in several times to limit the number of
themes and finally on the top two vote getters. Each student
has only one vote. Both schools can have as many voters as
they want when decisions are reached. That is why it is
important to have prom meetings announced for several days in
the school bulletin.
- As of 2006/2007, the consensus was to
have only a DJ and move away from a DJ - band for
- Colors from prom may be
chosen but they will not be the only colors used in
decorating. Dark colors are not to be chosen because they do
not show up in a darkened room.
- Each year we choose an
official prom photographer based on bids and quality of work.
All local studios are sent a bid form. The prom committee
chooses the photographer based on quality of work, price and
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Construction / Set-up / Tear-down:
- Set construction will be
done on some evenings before the prom and on the set up day
before the prom.
- Prom set work days are
scheduled each year. Students usually work on the set 2-3
nights a week for several weeks prior to prom. The advisors
are expected to be present during this time.
- We complete decorating for
the prom the Friday before prom and tear-down the set after
- The Friday before prom is
considered the setup day. Some students will be excused to
work on the prom set for the day. Excused students must
have their teachers approval and that of the advisors. Each
school may have other requirements to be excused. It usually
takes between 50 and 75 students to set up the prom. The lunch
for the setup day is paid for out of prom funds. Students are
expected to be at the Civic Center from 8:00am to completion
on the setup day. Students who have not been approved by the
advisors will not help on setup day.
- The DJ setups on
the morning before the prom, usually beginning about 8:00am.
They must be finished by 12:00 noon. One advisor must be there
during this time.
- Prom visitation is from 12:00
- 2:00 pm on the Saturday of the prom. There is also a
visitation area open to parents on the night of the prom.
- Prom servers (at least five
per school) are needed on the night of the prom to serve
refreshments and help with the tear down. They
are provided by the freshman and sophomore class. They and their advisors
are expected to be at the prom by 6:30pm and stay through the
tear down. As of 2011, the Civic Center will do the coat check
as this process has been inconsistent in the past.
- The prom tear-down does not
start until the last song is over on the night of prom.
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- The prom account is taken
care of at Stevens High School where payments and orders are made
by the advisors. Each school will provide ticket takers as
well as a cash box on the night of the prom.
- ALL advisors are expected
to be present during the setup on Friday, the visitation on
Saturday, the prom, and the prom take-down immediately after
prom is over. Plans to attend concerts, rodeos, etc.
should not be made for the day and night of prom. All advisors
are needed for the prom.
- It is necessary for all of
the advisors to arrive early (about 6:00pm) on the night of
prom to supervise the prom servers and put up any decorations
that may have fallen down.
- One advisor must oversee the
packing up of the prom decorations. Boxes need to be labeled.
- Anyone collecting throw-out
decorations will not be allowed before 1:00am on the morning
following the prom.
- An invitation to prom is
extended to the faculty of both high schools as well as the
C/SAC administrators and the school board. One of the advisors
will be in charge of invitations.
- Prom bills should be paid
before the school year ends in May. Stevens High School is
responsible for the
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