Welcome to Let It Snow Productions!
Parties | Children's Entertainment | Events
Party Guidance
What We need to Complete the Work Booked
Parking
All venues we work in need a FREE parking space
this Must be close to the party if you want your party to run on time!
This is so cast and staff can timely unload equipment costumes make it difficult to cart equipment.
If parking must be paid This must be added additionally to the cost of your Package
we 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
If you cannot access the venue as a normal one and easily, please make us aware on booking this may eat into your time we have bookings back to back so cant loose time.
If there is on street parking or no place to park please make us aware prior this may effect us working the job for you, If we cannot get parked at your venue easily and timely this may make your party time start later.
Having 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 back and fourth.
TYNE TUNNEL DELAYS!
Unfortunately Works are now being done on Tyne tunnel on weekends until march 2025 what this means is a normal 15 mins journey is now becoming 35 / 40 mins! should we be stuck in this traffic which is one lane only we can suggest some things you can do to maximise your time.
1. Book your venue 30 mins longer than you may need.
2.Play your music playlist on your speaker until we arrive
3.If you have food for the Children Feed them at the start so this is taken care
of and something to do this helps.
We are based in NE6 - Some routes we can avoid the Tunnel some we cant so please bare this in mind, if latesness should happen your team would contact you by mobile and update you dont panic try all of the above and know we will get there soon as possible.
We despise lateness and do everything in our power to combat this but due to the severity of the traffic now on weekends we have to have this in mind.
Parties hosted by us
Arrival Time & Set Up
How much set up time do we need to set up?
Very little! our speakers are pre charged so cast will usually bring the speaker in playing music and plug that in straight away! This takes seconds.
If your table is pre set up like we have asked for your assistant she will only need a min to open her case and unload her sparkles on the table!
So please be aware we ask you to set up the room using our guidance , table , Plug etc so we can just walk in and get on with making magic.
Due to the nature of our job being a character and being magical having parents pre do this helps keep the magic for the kids! Seeing Princesses and super heros set up equipment isnt the most magical.
so if your booking is 1:30 your magical guests may arrive at this time exactly so dont panic if we are not on site at 1:15 just make sure we have all set up as expected and we can take over do the rest thats then your turn to sit back and relax while we host.
what we suggest is Pop your speaker on for guests to have music on arrival
Once we leave you will then also have a music system to play songs
while they eat so the music isn't fully cut off.
In the Event our equipment doesnt work for whatever reason we can also use this!
This is handy on the day!.
See what we need for set up for 60/90 mins below.
Things to consider when booking us
Weather - Outdoor Parties
Heat
Please be aware if you are having a Garden Party it must have some form of shade on sunny & Hot days in order for us to be able to do our job safely, While being in the garden is great on a normal day for guests in cool clothes this isnt the same for us, cast can over heat in thick wigs & costumes cast also being inside mascots, its almost like having a huge towel on your head and multiple layers
They can get sunstroke and Heat Exsaustion
Please take this into consideration when booking us for a
Garden Party working conditions. A Garden Gazebo is a solution to open sun.
If the Heat is to much outside with no shade we may have to take the party inside in cooler area.
This will disrupt your party and eat into your time.
Water to drink for cast must be supplied whilst working outside in Summer temperatures.
Please be aware if the heat is Unsafe and you do not have alternative areas to move the party inside, we may have to cut your party short as high temperatures with no shade are unworkable working environments for long periods.
Venue saftey is the Customers responsibility when inviting us to host your party we have no idea the environment before we arrive.
We trust you have a safe environment to do the Job you have booked us for.
Rain
If the weather should change to Rain if we are placed outside you must have an indoor area pre planned
incase we need to move the party inside.
If it rains and we do not have a safe space to work inside we may have to cut the party short as we cant perform outdoors in bad weather.
This is due to staff health and saftey and the huge expense of our wigs and costumes being damaged.
Garden Parties are a risk unfortunately due to weather so please plan for alternative issues on day if you wish to use this as a location to avoid disappointment, we can only work with what we can.
Party Bookings of 60 and 90 Mins
What do you need to set up for us?
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.
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)
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.
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.
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 4 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?
Full makeovers by an assistant are:
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
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 so its more a sprinkle of magic at the start and straight on with the party.
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!
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.
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.
Please have this area needed in mind for cast to change when booking the mascot packages! 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.
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.
Prizes
Do we supply prizes?
We ask you to supply these.
ideally a large bag of sweets is best then we can share these out.
on our 90 mins parties we do sometimes offer Passy the parcel which has sweets on each layer of the drawstring bags but this is subject to availability on day. If you want to supply your own passy parcel pop it to a cast member on arrival.
In our experience some children get upset if they don't win 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!
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.
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!
We do this at every party at the end 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. The Children are also our responsibility 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.
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.
Changes
Sometimes your party crowd may not engage in certain activities on the day, this can happen with parties of all 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 aactivities 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
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 if have sickness issues that are hard to replace 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.
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.
Please see top note regarding Tyne tunnel works
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.
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.
Party size
Please note we do not offer parties that are 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 just a visit.
In experience larger parties of that size over 40 aren't workable for us to Host and gain control of.
Our fully hosted parties do not suit any larger than 35
what would be suggested for a party of over 35 size where we would just arrive for photos , cake and some interaction for 30, 60 or 90 mins think each child takes roughly 2 mins to meet and greet characters with a photo opportunity this will help you know what time youd need for a meet and greets for a party.
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 Cancellation in your service or flow on the day. 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.
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.
Sundays
Please be aware in 2024 we do not work all Sundays we only work one per month.
Saturdays we have multiple teams for children's birthday parties.
Sundays - 1 per month usually middle of the month.
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
if your location is longer than this we may be unable to do your booking due to having multiple bookings also to concider, if we go too far out of area it can make us late for other appointments, Issues now with Tyne tunnel have now made it harder to go further as all journeys are taking longer than expected. We can offer midweek appointments after school parties & in half term for out of area or later appointents on weekends so 4pm onwards so you are the last booking so we dont have other appointments to make , but please bare this in mind that a mid day appointment request if you are far out would be unlikely unless it was midweek. if you enquire we can tell you whats possible.
Areas we do NOT cover at all for parties are
TEESIDE , HARTLEPOOL , DARLINGTON
Booking
Your party is only secured with £20 booking fee note characters can not be changed unless this is doable by chance on the day.
The final payment also must be paid same account one week before if this is late or not paid the booking isn't complete and can risk your booking not happening in the event of no final payment we would 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.
so note the final process is the last payment if you do not complete this we will not be able to attend. Please ensure we have your mobile on enquiry if you deactivate your facebook we may have no way of contacting you.
If you are having difficulties paying please inform us asap.