Richland Elementary School
Haunted House
Operational Procedures
OVERVIEW:
The Haunted House, along with the Halloween Carnival, is a tradition at Richland
Elementary School. This portion of the Carnival is set-up and operated by the 5th grade
class and their families. The success of the Haunted House is based upon student and
parent participation.
THEME AND LAYOUT:
The theme and layout should be established in November of the previous year,
approximately eleven months prior to the next Haunted House. If the families taking
charge of the Haunted House would like to make changes to the previous year’s theme
and layout, the new theme and layout will be presented to The FOR Club for approval
before the end of the school year (May-June). During this time, props and equipment will
be collected and stored in The FOR Club storage unit.
ROOM PARENT IDENTIFICATION:
During the 2nd week of school, the coordinator shall identify the room parents for each
of the 5th grade classrooms. The coordinator will make contact with the room parents and
briefly explain the overview of the Haunted House.
ROOM PARENT MEETINGS:
A room parent meeting to explain the Haunted House procedures shall be held within the
first month of school. It is at this meeting that the room parents will be handed the
Operational Procedures and Policy Procedures of the Haunted House, a list of duties, and
a schedule of important dates and times. It is important that room parents are in
constant communication with the coordinator at all times. Meetings will take place as
needed, but should be held weekly beginning three weeks prior to the target date(s).
CLASSROOM VISIT:
Approximately 4 weeks prior to the Haunted House, the coordinator shall visit all 5th
grade classes to promote the Haunted House. Classes will be told of their assignment, and
be provided with a list of ideas and props that they can use. During the classroom visit,
the coordinator shall leave parent notification/permission slip forms with the teacher.
VOLUNTEERS:
Volunteers include students, parents, adult friends and family members, and Richland
staff. 5th grade students and their parents will be allowed to work as actors inside the
Haunted House. Additionally, 4th grade students will be assigned as tour guides to guide
guests through the Haunted House during operational hours only.
WALK THROUGH:
Approximately one week prior to the event, the coordinator shall hold a walk through with
the room parents and builders in the school cafeteria. The room parents and builders will
be handed construction drawings and operational procedures will be discussed. During this
time, the coordinator will check in with cafeteria staff, discuss set-up procedures, and
address their concerns and requests.
STAFFING:
The Haunted House requires the following staff:
Coordinator – Is responsible for the overall operation of the Haunted House. Oversees
the construction, general operation, and teardown of the Haunted House. Is ultimately
responsible for the safe operation of the Haunted House. Is responsible for ensuring a
safety walk through is completed before the event opens, and responds immediately to
any safety issues. Is the first person to be contacted in the event of a medical
emergency, and works closely with school staff in the event that emergency personnel
are required.
Volunteer Coordinator – Is responsible for coordinating and organizing volunteers for the
entire event. Ensures that time slots for set-up, operation, and teardown are properly
staffed. Works closely with the Haunted House Coordinator.
Room Parent – Works closely with the Coordinator, and required to keep in constant
contact with the coordinator throughout the entire planning and operating process. Is
responsible for overseeing each individual room/section of the Haunted House. Ensures
students and parents are properly and safely participating during the event, ensures that
all participants (students, parents, and guests) are safe, and protects props and materials
from vandals. Must ensure that student volunteers work in their designated areas and
take any necessary breaks.
Builder – Is responsible for the construction of the Haunted House.
Decorator – Is required to work closely with their Room Parent to design and decorate
their room/section of the Haunted House.
STAFFING CONTINUED:
Volunteer Supervisor – Is responsible for checking in and out of volunteers during the
event. This post is held at the backdoor of the cafeteria (“Cast Member Entrance”)
where all volunteers are to enter and exit the Haunted House. All cast members will be
required to check in and out with the Volunteer Supervisor.
Costume/Set Design – Is responsible for assisting the actors with costume
changes/malfunctions, and setting-up props and materials between tours.
Door Supervisor – Is responsible for collecting tickets, ensuring volunteer guides are
working their posts, and that guests enter the Haunted House in a timely fashion.
Actor (Student Position) – Is responsible for “haunting” guests in a safe and appropriate
manner. Is required to listen to all adult supervisors at all times. Is required to work a
minimum of one 1-hour shift. May choose to work a longer shift, but will not be allowed to
work more than 2 consecutive hours.
Tour Guide (Student Position) – Is responsible for ensuring that all guests are guided
safely through the Haunted House. Is required to use a flashlight in the Haunted House
at all times without exception. Must listen to adult supervisors at all times. Is required to
work a minimum of one 1-hour shift. May choose to work a longer shift, but will not be
allowed to work more than 2 consecutive hours.
CONSTRUCTION:
Construction of the Haunted House shall take place the Wednesday afternoon prior to
the target event date. Construction shall begin no earlier than 3:00 PM on Wednesday,
and will conclude no later than 9:00 PM.
The Coordinator shall oversee the entire construction process. All props will be pulled out
of storage, and placed along the outside of the cafeteria.
Any and all hard construction (i.e. dot room, and hall entry), will be constructed by the
Coordinator with assistance from parent volunteers. Once hard construction is complete,
the same volunteers shall set-up the interior infrastructure to include, rope supports,
and hanging of black sheeting around the exterior and interior of each room/section.
Electrical lines will then be distributed to various parts of the Haunted House.
DECORATION:
On the Thursday following construction, the students, parents, and staff, will be allowed
into their assigned area to set-up and decorate their room/section. Decoration can begin
as early as 8:45 AM and will conclude no later than 5:00 PM. Students and adult
volunteers will be informed that they are not to remove any electrical wires, or
interior/exterior walls.
Student volunteers must check in and out with the Coordinator or designated Volunteer
Supervisor during decoration. Students will not be allowed to come and go freely during
the decorating process. Students must be supervised by attending adults at all times.
Once a room/section has been built and decorated completely, that area will be closed,
and no one except the coordinator and room parent will be allowed to enter. At 5:00 PM
the Haunted House will be closed, and all students and adult volunteers will be asked to
leave.
On Friday, from 8:45 AM until 11:00 AM, the Haunted House will re-open to allow room
parents and adult volunteers to finish any last-minute preparations. At 4:00 PM the
Haunted House will conduct a “Black-Out” test, whereby the room will go dark, and
electrical will be tested, and/or adjusted accordingly.
At 5:00 PM the Haunted House will close, and all student and adult volunteers will be
asked to leave. It is during this time that the cast and crew will be allowed to eat and
make necessary adjustments.
PREPARATION/OPERATION HOURS:
The following are the hours for construction, decoration/set-up, operation, and teardown:
Construction –
Decoration –
Wednesday, October 24, 2012, 3:00 PM – 9:00 PM
Thursday, October 25, 2012, 8:45 AM – 5:00 PM
Friday, October 26, 2012, 8:45 AM – 11:00 AM
Black Out Test – Friday, October 26, 2012, 4:00 PM – 5:00 PM
Operating Hours – Friday, October 26, 2012, 6:00 PM – 9:00 PM
Saturday, October 27, 2012, 10:00 AM – 2:00 PM
Teardown –
Saturday, October 27, 2012, 2:00 PM until completion
Richland Elementary School
Haunted House
Policy and Procedures
CLASSROOM NOTIFICATION:
Haunted House notification packets shall be distributed to all 5th graders during the first
week of October. This is an informational packet for the Haunted House that shall
include dates, times, and a brief overview of the Haunted House. Each packet will also
include any and all forms such as the Parent Notification Forms, and Permission Slips.
FORMS:
Parent Notification Forms – These forms will provide the parents an overview of the
Haunted House and will list the policies, dates, times, and responsibilities of both parent
and student volunteers. The form shall include the online volunteer sign-up information
(www.signupgenius.com) as well as the Haunted House Coordinator’s contact email address
and phone number. This form shall have a space for parents to sign-up for a volunteer
time if they do not wish to use the online service. These forms in conjunction with the
online database will be used to create a master list of volunteers to be used by the
Haunted House Coordinator, Volunteer Coordinator, and Volunteer Supervisors.
Permission Slips – It is mandatory that all students volunteering in the Haunted House
have a permission slip signed by a parent and/or legal guardian prior to the event.
Permission slips should be sent home at least 3 weeks prior to the event, and must be
returned to the Haunted House Coordinator and/or Volunteer Coordinator at least one
week prior to the event. All slips will be kept on file throughout the course of the event,
and will be verified by the Volunteer Supervisor upon student check-in.
Reminder Forms – On the Monday prior to the event, a reminder slip will be distributed
to each 5th grade teacher. These slips shall be sent home with all students. The slips will
remind students and parents of the dates, times, and procedures to follow when
volunteering in the Haunted House. This slip must indicate that all personal props must be
clearly marked with the owner’s full name and contact phone number preferably in a
permanent fashion.
VOLUNTEER CHECK IN/OUT:
The Volunteer Supervisor shall have a printout of volunteer names and their scheduled
work times.
All volunteers shall report to the Volunteer Supervisor at the backdoor of the cafeteria,
located next to Room A, approximately 15 minutes prior to their shift. The Volunteer
Supervisor will ensure that student volunteers have a permission slip on file, and will place
each volunteer’s name (student and adult) on the “Working Board” under the appropriate
location within the Haunted House.
All volunteers will be provided a brief list of policies and procedures, “Do’s and Don’ts”,
and will be briefed on safety rules and emergency procedures.
Volunteers will be escorted to their location.
All Volunteers shall checkout with the Volunteer Supervisor prior to leaving the Haunted
House. The Volunteer Supervisor will then remove the volunteer’s name from the
“Working Board”.
All volunteers must enter and exit the Haunted House through Room A.
COSTUMES:
All student volunteers shall be in costume prior to check-in, and dressed according to the
theme of their room/section. Students that are unable to find a costume to match their
theme must be dressed in black from head to toe (black long-sleeve shirt, black pants,
black shoes, and/or a black morph suit).
Adult volunteers that plan to work inside the Haunted House must arrive in costume, and
dressed according to their assigned theme, or in all black from head to toe. Adult
volunteers working at the doors and/or behind the scenes may dress as they see fit.
WORK ASSIGNMENT:
Volunteers are required to work only in their assigned area. Wandering from one section
to another is strictly prohibited.
PROPS:
Volunteers are encouraged to bring their own props for use in the Haunted House. Any
and all personally owned props must be clearly labeled with the owner’s full name and
contact phone number if the owner wishes the prop to be returned to them. During the
teardown process, all personally owned props shall be placed on the stage in the cafeteria
for pick-up. All props must be picked-up no later than the Monday immediately following
the Halloween Carnival. Any props left on the stage after 3:30 PM on Monday will be
considered a donation, and placed into storage.
ELECTRICAL:
The Haunted House Coordinator is responsible for ensuring all electrical is run to the
appropriate locations. Students are prohibited from touching any and all electrical lines,
and adult volunteers are prohibited from running electrical lines to outlets without
permission from the Coordinator.
Electrical props including, but not limited to, fog machines, black lights, and animated
items are permitted, but must receive prior approval from the Haunted House
Coordinator.
ACTING:
All volunteers acting inside the Haunted House are required to act according to theme
they are assigned.
“HANDS-OFF” POLICY:
All volunteers are strictly prohibited from touching guests.
EMERGENCY PROCEDURES:
The Haunted House will operate under normal school emergency procedures. Working fire
extinguishers shall be on-site and distributed at various locations within the cafeteria.
Volunteers will be instructed in basic emergency procedures including, but not limit to,
evacuation procedures and routes, and first-aide procedures and reporting.
Richland Elementary School
Haunted House
Coordinator Timelines (Approximate)
2ND WEEK OF SCHOOL:
 Room Parents identified.
 Notification of first Haunted House Meeting sent home to parents.
 Set-up online volunteer database on www.signupgenius.com.
3RD WEEK OF SCHOOL:
 First Haunted House Meeting at school.
4TH WEEK OF SCHOOL (NO LATER THAN THE FIRST WEEK OF OCTOBER):
 Haunted House Coordinator to visit all 5th grade classrooms. Discuss room themes,
costume ideas, and props.
 Notification Packets with volunteer forms and permission slips sent home.
 Haunted House Coordinator to touch base with all Room Parents.
3 WEEKS PRIOR TO THE EVENT:
 Weekly meetings begin (most likely held in conjunction with the FOR Club
Halloween Carnival Meeting).
 Re-send copies of Notification Packets including volunteer forms and permission
slips.
 Check for receipt of any completed forms and file accordingly.
 Check the online volunteer database and update accordingly.
2 WEEKS PRIOR TO THE EVENT:
 Hold a weekly meeting.
 Check for receipt of any completed forms and file accordingly.
 Check the online volunteer database and update accordingly.
1 WEEK PRIOR TO THE EVENT:
 Hold a weekly meeting.
 Firm-up volunteer schedule, and send a tentative schedule home to 5th grade
parents.
 Reminders to turn in signed permission slips sent home.
MONDAY PRIOR TO THE EVENT:
 Finalize volunteer schedule, and input into online master schedule.
 Ensure all permission slips are turned in, and file by teacher, then student’s last
name.
 Conduct Room Parent/Builder walk-through in the cafeteria. Meet with cafeteria
staff and review operating procedures for Friday.
WEDNESDAY PRIOR TO THE EVENT:
 Construction begins at 3:00 PM, and ends at 9:00 PM.
 Run electrical lines.
 Pull props out of storage.
THURSDAY PRIOR TO THE EVENT:
 Decoration begins at 8:45 AM, and ends at 5:00 PM.
FRIDAY:
 Finish room decorating from 8:45 AM – 11:00 AM.
 Conduct a lights-out test from 4:00 PM – 5:00 PM.
 Conduct a safety check for security and safety hazards (correct immediately).
 Haunted House is open from 6:00 PM – 9:00 PM.
 Unplug all electrical cords from surrounding walls prior to closing down for the
night.
SATURDAY:
 Repair walls and re-organize rooms/areas.
 Ensure event is properly staffed and all instructions have been given.
 Conduct a safety check for security and safety hazards (correct immediately).
 Plug in electrical.
 Haunted House is open from 10:00 AM – 2:00 PM.
 Close doors at 2:00 PM.
 Begin teardown in order:
o Place all personally owned props on the stage.
o Pack stored props in boxes and place outside of the cafeteria along the wall.
o Remove large props that do not fit in boxes.
o Remove and roll-up plastic sheeting.
o Remove walls.
o Take down rope supports.
o Sweep entire floor.
o Push back tables, and re-set cafeteria back to normal.
o Store props.
o Go HOME and relax!