Welcome to Let It Snow Productions!
Parties | Children's Entertainment | Events
Party Information & Guidance
Before you Book
1. Get your entire venues Availability including alternative dates & times
having multiple options and times from your venue
speeds up the booking process!
we will cross reference their availability with ours and give you all options! remember to ask if cleaning your party space at the end needs to be included in your hire time, we always suggest hiring space with additional time incase you need more!
2. Check your venue has one FREE Parking space Available
3. Send us multiple character options!
this saves us back and fourth about separate character availability.
Some are more available than others of course pop in your first choices!
if your chosen isnt available you do not have to ahead and book !
but this way you will see what's available.
send us one message like so
DATE
TIME
CHARACTER CHOICES
VENUE ADDRESS IN FULL
YOUR FULL NAME
MOBILE
this is all the info we need to check availability! please note without this will make the booking process longer.
Mascots
4. If you are wanting any mascot at your party Olaf or Stitch for eg you must have a room/space
that is private away from children at your venue!
this has to be right beside the party area we cannot go up or down stairs in mascot costumes.
This also has to be somewhere kids or adults will not go or see
because the mascot will be pre set out!
The assistant will be getting into costume in this space and changing clothes.
Please be aware public toilets are not functional at venues for this service so check your venue has this capacity when you check their availability.
What We need to do the Service?
Parking
As we stated above All venues we work in need a FREE parking space available
this must be at the party venue or directly close.
This is so cast and staff can timely unload equipment in costumes
being in costume make it difficult to cart equipment.
If parking must be paid this can mean we have no space on the day when we arrive
if none are available this will naturally eat into your booked time which is why we don't like to do this please be aware we are booked back to back so cant take too long finding spaces to park.
we also charge a flat rate parking fee of £4.
If Parking is limited and you are worried we wont have a space what we can suggest is that you park your Car on arrival when you are setting up in the space closest to the venue, then once we arrive you then move your vehicle and let us park in your space. you are saving the space technically for us
Choosing a venue with easy access is vital for us to do our job effectively in costume is a must for a timely party we cant park far away and lug equipment in costumes too far.
Arrival & Set Up Time needed
How much set up time do we need to set up Very little!
Please note we would be only be needing setting
up if we are hosting a party for you.
our speakers are pre charged so Characters will usually bring
the speaker in playing music and plug that in straight away!
This takes seconds we ask you to do the
following set up below for the arrival.
What do we need you to do?
1.Have out ready out one large table this should be placed near power supply
exactly where we will be running the party from!
This should be fully clear.
This will be where we do makeovers from and put our party stuff on!
ideally have your backdrop if you are having one beside our area so we can do the party in front of this to make the most of it when we are hosting the party it will be in your photos!
2. Find your venues power supply
we need one plug socket to attach our extension cable for the speaker and snow machine etc. So finding this first before setting up your party room and deciding where things go is essential.
we need a socket beside where we will host the party.
The extension cable will only stretch so far.
If we have to move guests and furniture in character to find it on arrival
this can be very non magical!
3. Bring a Blue tooth speaker of your own, we run music for the duration for we are booked but having your own additional mini speaker will help we suggest you pop this on before we arrive and turn this off once we start.
This is also a good idea just incase we are stuck in traffic for eg, and when we leave the music doesn't completely end
In the Event our equipment does not work for whatever reason we can also use this
although this never happens it's always better to be safe!
4. Mascots - if you are having a mascot Olaf , Stitch for eg you must locate a room/space
that is private away from children right beside the party area.
This has to be somewhere kids or adults will not go or see because the mascot will be pre set out! the assistant will be getting into costume in this space and changing clothes!.
Please be aware public toilets are not functional.
5. Makeover assistant for the entire party
if you have booked an assistant to do makeovers solely to your characters running the party or the first 60 mins before they jump into mascot you will also need a separate table so they can do this while your characters get on with running the party.
choose a location for this away from the characters are running the main party activities.
this is so they can build a queue for makeovers away from the main games etc.
Why do we ask you to do all of the above?
Seeing Princesses and super hero's set up equipment really isnt the most magical view.
Each venue is different and we wont know at all where anything is.
So if you have pre set up your party space you will know where all of these things are so doing this for us will mean we can give
your child the magical entrance they deserve and will remember.
If you we have all the above covered we can take over do the rest once we arrive thats then your turn to sit back and relax while we host.
When do we arrive?
we most likely arrive 5 mins before your start time , remember we have back to back bookings most days it is ideal to ask your party guests to arrive slightly earlier then us so they don't see us arrive in cars.
What we don't cater for
Outdoor Parties
unfortunately due to the British weather being so unpredictable since aug 2025
we now do not offer outdoor parties for the below reasons.
1.wigs are so expensive and winds can completely ruin them, rain also.
2. having a wig on your head in scorching heat can be so unsafe for cast members for long periods of time in direct sun to run a party costumes are also too hot to function.
3. Gardens can be messy on the feet, princess shoes and costumes are so expensive so trailing mud in these unfortunately is no longer an option as our costume collection is so expensive.
We will sometimes go outside at your party if the location setting and weather is right on the day for us but this would be for a short period not a place we could run the party from. We ask you supply a well air conditioned space for performers to deliver your
service.
Party bags
Party bags are not included in our packages we dont supply them.
Youll need those pre purcased if you wish to have them.
we can sometimes hand your bags out at the end if you need if we have time in your package.
Do we supply prizes? Passy parcel?
We ask you to supply prizes and sweets for our Passy parcel bags
ideally a large bag of sweets is best then we can share these out if someone wins! .
in parties we can do Passy the parcel!
how we do it is we have draw string bags that we use, we just ask you to supply sweets to go in them this also ensures all your children receive sweets that are approved by you! also this helps with any allergies.
we will fill these once you give us these!
or If you want to supply your own passy parcel wrap it yourself and pop it to a cast member on arrival.
In our experience some children get upset if they don't win games so we like to make all children winners in a bid to have no tears, we will advise you to to have sweets enough for all children attending so we can hand them out to all of them at some point.
This is not necessarily needed we can do it without but if you wish to do this,
this works for us!
Additional Info
Please make sure your party floor is clear and has no tripping hazards including shoes laying on the ground.
When picking our area to host your party from
imagine us being on a stage at one end of the room and we perform to your guests as if we are hosting a dance class or performing a panto!
If your venue has a stage thats great , but note this is not needed specifically.
Seats
If you have seats all around the room for adults to sit on this will help to make the most of the activity space.
Make over assistant/ Makeovers on arrival by cast
If in your package you have makeovers / sparkles etc on arrival we will use the table you have pre set up!
What does the makeover part of any
package consist of?
Makeovers by Characters
Face parkles , face gem , hair sparkles
less is able to be done for makeovers naturally as they need to get on with running and hosting your party as they have no assistance booked
so its more a sprinkle of magic at the start and straight on with the party.
Full makeovers by a Plain assistant
who will become a mascot at the end or just do makeovers
Super hero makeover
Coloured hair spray - Mowhawk
Hair sparkles ,Face sparkles , face gem/ earring gem, Tattoos
Princess makeover
Nails or Tattoo
Face sparkles , Hair sparkles , Face gem/Earring gem
All of our products are hypoallergenic
Bouncy Castles
Although bouncy castles are fun for children they can be very loud hard to be heard over and distracting for Children at the party we are hosting.
For us they are hard to work alongside to Control the environment it makes it harder for our entertainers to be heard and children have so much happening so can be over stimulating for them
In our experience having entertainment and a bouncy castle at same time doesn't work effectively for optimum engagement on our packages.
This can add to an element of chaos and unorganised atmosphere to your party.
If this is fine for you and you dont mind if the children dont want to do the activities and games that is fine, but Please note this will be harder for cast to gain control of the children to get them to engage.
We find having a bouncy castle works best with us if it is almost as a second stage activity once we leave as the next thing thats happening that is what we feel works best or before us and switched off when we arrive.
We feel you gain the value for money on both entertainment products.
We are very experienced & happy to run your party with either but please be aware distractions for parties can make it harder to get the whole crowd to join in activities.
Cake presentation
Can we present the birthday cake?
yes we do this at the end of party and finish with photos for Birthday Child
and Guests after we have ran your party!
Please note we ask you to move the cake we cannot do this
& includes lighting your candles.
unfortunately for health and safety and due to how flammable wigs and costumes are we cannot do this ourselves.
We do the cake presentation at every party at the end so we can go directly into photos, if you dont wish for us to do it let us know!
Atmosphere
Having a positive atmosphere for children is what works best for our performers, venues where alcohol is sold and is being consumed that are loud and more of a adult mature setting can make the experience we offer watered down and not magical.
If we do not feel the venue is safe or not a healthy environment we may have to leave and cut the party short. If we feel something is not safe we reserve the right to remove our service and performers.
Please note some venues that serve Alcohol do not work in experience
so please check your venue is suitable for our services if you think this may apply. to your venue firstly before booking.
As we have been in the industry 10 years we know most venues and what works for our offering.
Venues that suit our hosted parties are
Church halls , Community centres , function rooms for children's parties , Soft play , larger homes with ample indoor and outdoor space.
Mixed Parties of Boys and Girls
You'll be surprised to hear that we mostly host parties with boys and girls attending , which are infact full class parties or mixes! our Activities suit both.
If you have asked for princesses to attend and it is a mix boy and girls attending the games and activities will be suited to both! we 80% do mixed parties!.
If you would like a party for just princesses or super hero's
we can do more Princess lead activities or super hero activities
please inform us of any requests were happy to accomodate.
Changing your Characters after confirming your booking
and on the day Changes
Sometimes your child may ask for different characters closer to the party time
we will always try and change characters where possible but ask customers to understand we can only change these if it is physically possible with the same cast member your originally booked.
When this hasn't been possible children are always
happy to see the original ones booked.
Sometimes your party crowd may not engage in certain activities on the day, this can happen with parties of varied ages attending for eg older children mixed with the little ones, it can be hard to run a party that will suit a broad age spectrum.
In this case changes to your activities may have to be made on the day to suit the crowd one running order unfortunately does not suit all so please be aware we may have to change activities on the day if something isn't working or age appropriate for your crowd.
If you want something in particular please tell your party hosts at the time of the party we can accomodate anything for you if its not to your liking!
Cast Members/ Sickness
In the event of lateness or staff sickness cast can be replaced or moved around at any moment we have to sometimes do this.
Please be aware that when booking us running your party you are not booking a specific performer in a photo on our website or page, all performers who are cast in roles are only cast to their ability or lookalike so note our standard is high and if it isnt same person it will be same costume same standard and
same level high quality cast member!
Please be aware the Elsa for eg in the photo may not be available on the day or on another party but someone of the same standard would be in place if needed,
we do like to only have same people playing same roles this is as we do parties all time but sometimes we do need to move cast around.
All of our costumes are of highest standards so cast do look similar in our wigs and costumes , if a specific cast member has met your little one before please inform us on arrival so we can reiterate this in conversations!
Cast members which are hard to replace last min if we have sickness are
KPOP Perfomers
- Jasmine , Mirabel , Isabella , Bruno ,Moana , Tiana ,Mulan , Raya, Aladdin , Grinch , Captain Jack Sparrow, Spiderman & Father Christmas
please be aware that these roles are unique and only specific performers can play these! In the event of sickness another performer may not be available and alternative cast choice and cast members will have to be suggested if they are unable to work.
If you are booking one of these Characters please note not anyone can play these roles this can be for varied reasons , ability to do the voices , Correct heritage or tone to play the roles. Please have an understanding of this as we will only place performers in roles they can logically do.
Lateness
Its vary rare that our parties and arrival runs late but in the event this happens or traffic is bad our team will call or message you soon as we can, and get to you as soon as we can.
we do strive for perfection but sometimes isn't possible.
The traffic isn't great on weekends and although we are very experienced in where is usually is busy on the roads , and note we do leave in time , lateness cannot be helped sometimes please bare this in mind.
This is unlike us and very rare and only happens 1% but having a flexible venue with no time constraints combats issues like this in the inevitable event we are unfortunately late.
As we sometimes work in a chain of parties in one day something can happen on the day that is unforeseen and can leave us 10 mins behind.
We unfortunately don't arrive in a wave of a wand we do have to travel to each location in full costume.
IMPORTANT
giving us correct venue address is vital
not your home address where the party takes place if this is not your home we need your mobile and the full postcode! please make this the last correspondence with us adresses can get lost in lots of conversations about the party what is most common is just having the postcode and no street address on enquiry , we suggest on final payment confirming again your venue location , characters and mobile so it is fully clear.
If your venue isn't easy to find.
Please pre send us advance notice of this and instructions how to find you
you can drop a pin by mobile for location or have someone out on the road looking out for us!
Google maps sometimes doesnt find New build estates.
This is sometimes why we have been late on rare occasions and this is avoidable on the day if we know we may have issues finding you. We cannot be held responsible for a venue which is unfindable on google maps.
Party size
Please note we do not offer to host a party that is more than 35 children!
prices quoted are only for 35 children no more.
Please see what package you have as they all have suited numbers.
If you need a larger package the largest amount we go up to is 40 children if you need this you'd also need extra staff at extra cost to help manage.
If we attend a party and it is way over the numbers agreed an extra cost can be applied on arrival or we may be unable to do a full party ran by us and just a visit in time given .
In experience larger parties of that size over 40 aren't workable for us to Host effectively and gain control of.
Joint Birthdays
we have no issue doing a joint party but note the numbers must be under 35 the same as a usual party to qualify for our services.
failure to tell us the party size and it being over the numbers agreed may result in disruption, downgrade or watered down activities due to crowd size.
We also may not have two Gifts for Birthday Children please make us aware on your final payment and last message where you re confirm everything, if you dont we cant guarantee we will have extra gifts and crowns.
Refunds
Please read our refunds and cancellation policy on our website page for full information.
Complaints
Complaints must be made on the day the booking takes place and done in person at the party so we can try resolve this for you discreetly on the spot do this asap.
This is better as we can speak to you in person and try and resolve issues there and then in a bid to correct as soon as possible! we are happy to adapt for you if something isnt working for you.
Please note this must be done away from children & Party Attendees & Respectfully please make staff aware of any issues on the day asap not at the end once the party is over we cannot change anything and have to get to the next party.
if you choose not to speak to staff to help in any query
please see our complaints procedure.
note we do not respond to emails in detail about any of our activities or complaints we can only do this via phone so next step is to make a request for a call back from Brooke she will call you midweek to discuss any issues please be aware party days are so busy so cannot do this on the spot.
Travel
We travel to locations in Newcastle , Gateshead , North Sheilds , South Sheilds , Sunderland, Durham and Morpeth - please be aware some postcodes in Morpeth , Durham and Sunderland may
have a travel and extra time fee if you are more than 10 miles each way from NE6 our base.
we operate and take appointments on a 30 /35 mins travel time each way from our base in Heaton per booking
if your location is longer than this we may be unable to do your booking so please state on enquiry where exactly it will be.
best to get multiple times from your venue rather than one a specific time
usually we offer early morning appointment 10am or after 2pm if you a are further away on weekends, we do also suggest midweek school holidays for further away venues!
Areas we unfortunately do NOT cover at all for parties are
TEESIDE , HARTLEPOOL , DARLINGTON
Booking
Your party is only secured with £20 booking fee and confirmation of your information in a clear format
DATE , TIME , VENUE ADDRESS , MOBILE
characters can not be changed unless this is doable by chance and works with our other bookings on the day.
The final payment also must be paid to the same account one week before you must check back in one week before with us to complete the booking & confirm your final payment & info is correct. So please email us to check in!
If this is late or not paid the booking process isn't completed.
This can risk your booking not happening or a no show
if no final payment is made.
Please note the final process is the last payment and check in if you do not complete this we will not be able to attend.
Please also ensure we have your mobile on enquiry this is incase you deactivate your facebook
we may have no way of contacting you.
If you are having difficulties paying please inform us asap. we do not take cash.
Liability/ Health & Saftey
We are fully insured and have public liability insurance
should there be an accident that we are liable for while we are doing our service. You can also ask for a copy of this for yours or your venues records ahead of the party we will send this directly to the email of the venue.
we do remind customers that the party they are asking us to attend is their event & sole responsibility of the customer that correct health and safety practices are taken out.
It is the customers responsibility to ensure the venue is a safe place for our performers and all of the guests invited.
We would ask that all children are accompanied by an adult whilst
offering the service.
we are entertainers that are hired to be guests performing and entertaining at your party ran and managed by you, we do not accept any liability for the venue booked or guests attending or anything that is out of our control.
we will always demonstrate safe practices within our service.
But it is customers responsibility to make sure your venue isn't over capacity on the day and it can be evacuated in the event of a fire safely.
By booking our service you agree to these terms.
If you have given us prizes & sweets to hand out please note it is your responsibility to ensure all children are able to have these and this follows their diet requirements .
PAT TEST
Our equipment is renewed yearly
so will never needed be subjected to a PAT test if a venue asks for this please inform them of this.