Family Involvement
While we are fortunate enough to have a professional production staff, parent volunteers
are an essential component of each EDMT show. Both you and your child have roles in
the production. For example, a typical EDMT show includes a total of about 1000 hours
of volunteer time. This is divided among the families of all cast members.
You may have experienced a volunteer commitment requirement if your child has
participated in a sports program. Similarly, by having a performer in a show, you agree
to contribute at least 20 hours of your time in any of the areas listed below. Parents work
under the guidance of the Parent Volunteer Coordinator or simply a coordinator in each
area in exchange for a refund of the deposit paid at registration.
There are a number of ways you can help, from creating sets, to selling advertisements,
distributing promotional flyers and show posters, scheduling fund raising events, selling
concessions, flowers, store items or tickets, monitoring rehearsals or supervising backstage,
sewing costumes, among many other roles. We encourage you to consider coordinating a
whole area, which will automatically earn you 20 hours.
Please read the examples below and consider where you would like to participate. There
will be an opportunity to sign up for various roles at the Parent Meeting.
Mandatory
Load-In/Strike: Mandatory requirement for EACH family: 3 hours either helping
move sets into the theater (load in) or taking down the sets after the last performance
(strike).
This volunteer role entails working with others to load the set pieces into and out of the
theater. You may elect to fulfill more of your parent volunteer hours by staying for the
full time of either load-in or strike. Families may also attend a Set Shop Clean-Up Day
to prepare the set shop for the next set construction. Check the show calendar for more
information.
Prior to Move-In at the Theater
Parent Volunteer Coordinator: Generally responsible for making sure all volunteer
opportunities/needs are filled. Should be personable and organized since you will be
the liaison between parents and production staff as well as do clerical work including
preparing weekly e-mail communication. Parents new to EDMT can assist someone more
experienced for the first show.
Rehearsal Monitor: Attend a rehearsal to monitor cast member behavior, keep noise
levels down, facilitate clean up after rehearsal and make sure everyone gets picked up
safely after rehearsal ends. (Written guidelines are provided; you will work as part of a
scheduled team).
Attendance: Take accurate attendance at each rehearsal. Requires the ability to arrive at
3:15. Daily notification to the producer or parent coordinator and follow up with parents
regarding any absences.
Promotion Coordinator: Assemble a team and coordinate the distribution and
placement of flyers, posters and road signs promoting the show. I.E. Pizza Poster Blitz!
Raffle Coordinator(s): Coordinate on site raffle sales at Raley’s, Safeway, Borders, etc.
to increase sales and promote show. Distribute and collect additional raffle books sold.
Budget provided.
Costumes: Assist costume designers with taking performer’s measurements, record
keeping, and accessory construction and or shopping for various items for costumes or
props. May include taking make-up, leotard, and shoe orders and coordinating distribution
of items.
Seamstresses: Assist in costume sewing or assembly.
Clerical Office Help: Assist parent coordinator with various copying, projects and
administrative duties throughout the production to include typing and proofing personal
ads, personal messages, and performer biographies.
Ad Sales for Playbill: Solicit local businesses to sell advertisements to be placed in
the playbill. Training provided. This is simple! (One hour deducted from parent hour
requirement for every ad sold is just ONE of the incentives offered with this volunteer
role).
Set Construction & Painting: Help put together and paint the set pieces and backdrops
for the show. No experience necessary. Dates to be advised closer to showtime.
Tickets Sales Coordinator: Process and fill pre-orders via phone or online system.
Training provided. Bring will call tickets to each performance. Coordinate ticket sales
volunteers and coordinate set up and sell tickets one hour before each performance.
T-Shirt Order/Cast Photo Coordinator: Collect orders from cast, place orders, and
distribute orders.
EDMT Store Coordinator: Decide with committee members on items to sell at show,
place orders, stock table in lobby before show to sell before, during, and after shows.
Coordinate store sale volunteers to ensure adequate coverage for store sales for each
scheduled performance. Budget provided.
Concessions Coordinator: Purchase the snacks, ice, and beverages for sale before,
during, and after each performance. Coordinate concession sale volunteers to ensure
adequate coverage for concessions for each scheduled performance.
School Show Coordinator: Distribute flyers/postcards (provided) to schools announcing school show dates and times, and follow up with teachers to schedule field trips for all
school shows. Facilitate the ushers working the school shows, collect money from contact
at each school upon arrival. Coordinate with facility person regarding busses, entrances,
exits, etc.
Usher Coordinator: Coordinate usher volunteers to ensure adequate coverage for
each performance. Will be required to train usher volunteers prior to opening night to
explain duties, theater rules, etiquette etc. Must be available every show to ensure proper
coverage.
Graphic Artists: Help design show promotional material.
Move-In/Strike: Working with others to load the set pieces into and out of the theater.
Plan on a 4-hour minimum. All families are required to participate in either load-in or
load-out. Families may also attend a Set Shop Clean-Up Day and prepare the set shop for
the next set construction.
Cast Party Coordinator: Secure a venue for cast party at the end of the run. Purchase
(minimal) decorations and organize the food, beverage, and entertainment. Make flyers
for cast. Collect funds (if applicable). Collect and solicit staff gift donations. Training and
budget provided.
Examples of Roles After Move-In
House Manager: Responsibilities include ensuring the safety and comfort of the
audience during performances, front of house duties including liaising with the backstage
during performances and with the ushers, box office interface and problem solving.
Backstage Coordinator: Be at all tech rehearsals to take notes on what cast members
will need help with backstage to ensure a successful run. Assigns backstage monitors
specific duties (props, dressing rooms, quick changes on stage right or left, etc.) and
ensure all performers’ safety, respectful behavior, noise control, and meeting cues at the
proper time. Works closely with Stage Manager.
Backstage Monitors: Assist Backstage Coordinator with cast member preparations,
behavior, noise control, and assisting cast members with costume maintenance and
quick changes during performances to ensure proper cues. Recommend volunteering for
a minimum of 3 performances as there is a learning curve and it takes time to become
acquainted with and proficient in backstage performance needs and flow.
Concessions/Store Sales: Sell refreshments and EDMT store show memorabilia in
the lobby before, during (intermission), and after each performance.
Lobby Photo Display: Collect all newspaper articles and laminate for display on the
photo display board in lobby.
Lobby Decor : Work as a team to create welcoming, show-themed display in lobby.
Set up one day prior to opening night, includes setting up tables with table cloths, signs,
displaying headshot photos (file provided by show photographer), any and all other
decorations must be hung using blue painters tape only. Also must periodically check and
maintain the décor. Budget provided.
Photography Liaison: Coordinate sitting times for optional cast member portraits.
Attend photography sessions and be available as needed. Work with show photographer.
Props: From the wings, manage the prop table by assisting cast members in dealing with
their props.
Stage Crew: Work in the wings to assist cast members and move set pieces and
scenery.
Spotlight Operators: Two people operate spotlights from the platforms at the theater
during ALL tech rehearsals and performances. Training provided.
Tickets Sales: Sell tickets at the door up to 60 minutes prior to each performance and
1⁄2 hour into each performance.
Ushers: Welcome, take tickets, and direct members of the audience to their assigned
seats. Be available to assist audience members during the show and monitor the lobby
during the performance. Clean all theater seating after each performance.