Welcome to Let It Snow Productions!
Parties | Children's Entertainment | Events

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Power Supply

 

You'll need a power socket for our Party equipment please make a note of this when you set up your room if we have to move chairs or move furniture to locate this , it can make our entrance messy lose time in your party sorting furniture and can look very unmagical!

 

 Ideally having this power socket pre located and free from

adults seats and fully clear is the best for us.

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We need space for all our things including Music system , box of party props equipment etc to take out and have in a safe place

 so try to remeber this when setting up your party to leave space for us to run your party with our things.

 

A Power socket is also used for not only our music system but also our snow machine- (This is more like bubbles and evaporates easily , any mess is cleaned up by our staff)

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We do have a power extension cord but this is only going to stretch so far so being close to a power supply is customers responsibility

hugely vital to do the party.

If you are having an outdoor party please have a power cable outside that we can plug into on arrival for our Our designated area.

 

Please have your Party area fully clear for us to host the party this needs to be beside the power supply and away from other seats in the room. The floor also must be clear and have no tripping hazards.

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When picking our area to host your party imagine us being on a stage so end of one room and we perform to your guests!

If your venue has a stage thats great also , but note this isnt needed specifically but just a free space facing your Guests as if we were the Dj and host

This is Enough!

 

 If seats are all around the room on each wall we will not have enough space to do actives and games effectively so do leave some walls next to each other free of chairs

we sometimes do a treasure hunt activity we stick symbols to the walls with blue tack.

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Make over assistant/ Makeovers on arrival by cast

If in your package you have makeovers / sparkles etc on arrival we will need a table and 2 chairs set up ready near our power supply for us arriving.

This is where we will plug in our Hollywood lights Kit for Makeovers 

Ideally again near a plug socket if you want the

Makeover station light case to be lit up! If not please note we wont be able to light it up.

What does the makeover consist of?

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Full makeovers by an assistant are:

Super hero makeover

Coloured hair spray - Mowhawk

Hair sparkles ,Face sparkles , face gem/ earring gem, Tattoos 

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Princess makeover 

Nails or Tattoo

Face sparkles , Hair sparkles , Face gem/Earring gem 

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If they are done by cast so in a x 2 cast classic party:

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. 

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Please have the above ready so we can walk in and get on with your magical package this will make the most out of your time with us,

An Ideal location for us is away from Any other table and not around a

busy space so we can have a queue of children Like a facepainter

If we have to set this up on arrival this will eat into your time!

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Mascots 

If you have any mascots booked in your package for e.g Olaf/ Hulk, Mickey etc you need a room or area on same floor completely away from children and guests in order for us to do this service

This must be an area with no Public to view us getting into costumes.

 This also has to be near or beside our performing area.

Mascots have Restricted viewing so this has to be on the same floor and close to your party, you dont want Hulk falling down steps do you!

 

This is so your assistant can get into character costume discreetly like a make shift back stage!

if this is unavailable on the day this may make your party not run on time,

or in some cases unable to get into character costumes.

we cant have children seeing Performers get half into characters in doorways or car parks without a head!

Please do think about this space ahead that we need to house your mascot so we can lay it out ready to jump in

 make sure that your venue can cater for this little extra

room if you are wanting mascots!

A Toilet that children dont have acess to sometimes will work but not ideal.

 

 A baby changing area isnt ideal as we have had cases of parents using these when we need to get into mascots or annoyed we are using this space which is totally understandable but not an area we would suggest.

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Please have this area needed in mind for cast to change when booking the mascot packages! This has to be a safe and secure area.

Ideally messaging us prior so we know ahead of the time.

Please be aware it is the customers responsibility to have this space for us to do the service.

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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.

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Prizes

Do we supply prizes? Passy parcel?

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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.

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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!​

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Party bags 

Party bags are not included in our package 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.

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Cake presentation

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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 any 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!

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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.

The Children are also our responsibility to some degree so if we feel something is not safe we reserve the right to remove our service.

 

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.

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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.

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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.

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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. 

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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.

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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! 

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Cast Members/ Sickness

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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!

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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! 

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Cast members which are hard to replace last min if we have sickness are

- 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.

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Lateness

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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.

Please see top note regarding Tyne tunnel works

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 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 

Please note that also 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.

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If your venue isn't easy to find.

Please pre send us advance notice of this and instructions how to find you written 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.

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Party size 

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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.

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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.

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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.

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Refunds 

Please read our refunds and cancellation policy on our website page for full information.

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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.

 

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.

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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 mins travel time each way from our base in Heaton per booking 

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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!​

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Areas we unfortunately do NOT cover at all for parties are 

TEESIDE , HARTLEPOOL , DARLINGTON 

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Booking

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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.

 

If this is late or not paid the booking process isn't completed.

This can risk your booking not happening if no final payment is made.

 we would always try contact you one more time to request payment if we dont hear back your booking would be cancelled we cant send staff to bookings without payment. 

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The final process is the last payment 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.

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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.

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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.

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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.

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