• Handy Hints for a Visit from Santa
     
• Working with Groups and organizing Santa's Helpers
     
• Frequently Asked Questions

 

• Download a contract booking form
   

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Handy Hints for a Visit from Santa

To help you in making Santa's visit a most enjoyable time, we have prepared the following list of suggestions.

1. HAVE YOUR CAMERA READY:
Be sure to have all cameras, camcorders and batteries necessary to take the photos you want. Be sure to recharge or have fresh batteries.

2. RESERVE A SPECIAL PARKING PLACE FOR SANTA:
It should be right where he is visiting. If he parks down the street or around the corner and has to walk all the way to your home or office, he will be winded and exhausted when he gets there. Remember, he's a Senior Citizen wearing a heavy velvet suit that gets very hot. We always budget about five minutes for parking. Any more time than that is part of your allotted time. If the visit is at your home, leave an opening at the end of your driveway. Put a temporary barrier in the space. Have some fun and put a sign out "Reserved for Santa!" or back one car down the driveway with a space in front. When Santa calls that he is there, whoever greets him outside can pull the car up in the driveway and Santa can park right behind. If your event is at a company facility, office building or hotel, try to make arrangements for Santa to park in a valet or loading area. Again you can mark the area with a fun sign. This makes it easier for him to be fresh and ready to bring joy to your guests.

3. HAVE YOUR GIFTS READY:
Santa does not bring any candy canes or gifts with him. He will hand out your candy and gifts and can carry in one bag of presents (40 lbs. or less) for children or guests. They should be well labeled. We suggest a large black marking pen and writing directly on the gift, as tags can easily fall off. All packages should fit into one 35-gallon trash bag. He will then transfer the gifts to his "Santa" bag. If you have more gifts, Santa will usually ask a couple of the 'big kids' (adults) to be honorary Elves and instruct them to bring in the extra gifts.

4. HAVE A SPECIAL CHAIR FOR SANTA:
Folding chairs, plastic chairs, and low chairs (the one's you sink into) are not good. Santa likes a chair that is sturdy and stable. A good, sturdy straight-back dining chair with no arms works well. He should be able to sit comfortably with the chair supporting him plus a child on each knee.

5. PLACE THE CHAIR IN A HOLIDAY SETTING:
Maybe in front of a decorated wall or any festive type of backdrop, and your photos will have more impact. Place a wreath, a few Christmas cards or your children's drawings on the wall to make a wonderful difference. Leave a foot or two between the chair and the tree or wall. This will allow room for others to gather around and behind Santa's chair for group photos. Fireplaces do look nice but remember putting Santa too close to a real fire is not good for his comfort or health.

6. GET EVERYONE TOGETHER BEFORE SANTA ENTERS:
Timing is everything. Santa's contracted time begins the minute he arrives. Minutes spent getting everyone together are part of your contracted time. If everyone is scattered around the house or office, you lose valuable time. Santa and you can coordinate. He should call you when he is five minutes away from arriving. That's your cue to have someone go outside to meet Santa, and for you to get everyone together and maybe to sing some Christmas Carols. If Santa is to bring in presents, the person meeting him can help him fill his bag. Then, at the right moment, Santa can pop in and join everyone in the singing. If you have a large group of children to see Santa, you should assign someone to be Santa's helper and coordinate the children as they each visit Santa.

7. THINK ABOUT PHOTOS WITH EVERYONE:
Yes, some teenagers will shy away or think it is too childish to have a photo with Santa. Don't worry; Santa can stand up for a "buddy" photo. What about grandma and grandpa? Take a photo with Santa and Grandma hugging. And, nothing is more fun than having Santa ask Grandpa if he's been a good boy.

8. BALANCE OR PAYMENT DUE TO SANTA:
If there is a balance or payment due to Santa place it inside a Christmas card or envelope. It never looks appropriate when someone gives cash to Santa. So, as Santa is departing, hand him the envelope and say, "Thank you Santa, and here is a Christmas card from all of us".

9. SANTA NEVER BREAKS FROM HIS CHARACTER:
This is very important and something most adults don’t mean to do. Please don’t say things to Santa such as “Why you’re one of the best Santas I’ve ever seen”. Don’t ask questions about when he started playing Santa or where did he get his costumes. It’s very important that you treat Santa Billy as Santa Claus and not as someone that plays Santa Claus. Please help keep the wonder of Christmas for your children and others.

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FREQUENTLY ASKED QUESTIONS:

 

1. HOW DO I BOOK SANTA?
Call 919-427-6075 or complete our Contract Booking Form available here.

2. DO YOU SEND A CONTRACT?
To guarantee rates and terms quoted, all bookings are done with a contract booking form. Copies of our contract are on line. Each contract contains the details of the actual event, all of Santa’s information and contact phone numbers, so that you and our office may be in direct contact with each other. Contracts also contain all deposit and payment details, as well as other important information and deadlines.

3. IS A DEPOSIT REQUIRED?
Yes, a 50% Deposit of the total booking fee is required. Until Agreement is signed and Deposit is paid, your dates are not secure. If date is already booked, your deposit will be returned in full. If you are booking your date with less than 30 days prior to the scheduled date, please use our Pay Pal feature on our website to pay deposit amount.

4. WHAT HAPPENS IF I NEED TO CANCEL?
If cancellation becomes necessary more than 60 days out, the Deposit, less 10% of the total booking fee, will be refunded. For cancellation of any booking less than 60 days but more than 30 days out; deposit, less 20% of the total booking fee will be refunded. Cancellation 30 days out or less, the deposit will be forfeited.

5. WHAT IF I HAVE A SPECIAL REQUEST OR NEED TO MAKE A CHANGE IN THE SCHEDULE?
We understand that every party is different and special to the needs of the client, family and guests. If you have a special request just let us know at the time of booking and we will tell you if we can do it. If you need to make a change in the schedule please remember that Santa Billy is booked at many events throughout the season. He often has two to four consecutive events per day, especially on Fridays, Saturdays and Sundays. Often it is difficult to make changes after the initial booking is made, as Santa Billy has filled in all of his appointments. Because of this, changes made after confirmation are at the client's cost, and must be made to us in advance when possible. Often, we may be able to get other clients or families to adjust their schedules to meet your changes. The minimum additional charge for changes, after initial confirmation, is $50.

6. WHAT KIND OF BACKGROUND CHECK DOES YOUR COMPANY PROVIDE?
Santa Billy has a current criminal background check. It is provided by IntelliCorp. Records, Inc. Copy can be provided on request.

7. WHAT KIND OF INSURANCE DOES SANTA HAVE?
Santa Billy carries a minimum $1 million dollar entertainers' liability policy with Philadelphia Indemnity Insurance Co. A copy can be provided on request.

8. HOW EARLY WILL SANTA ARRIVE?
As it is very difficult to hide Santa, for most events or parties, Santa will call when he is about 5 minutes away. Then someone from your event can meet him and assist if necessary. For Special Events, Santa Steve will arrive approximately 15 minutes prior to appearance unless otherwise stipulated above in the agreement.

9. DOES SANTA REQUIRE ANY BREAKS?
Due to the nature of Santa’s traditional outfit, it is necessary that he have periodic breaks and that his performance location be cool and comfortable, we recommend no more than 70°. If outdoors or in a warm environment, appropriate breaks may be necessary as per health and safety regulations. It is assumed that all events will be indoors, or that arrangements have been made if event is held outdoors, and therefore cancellations due to inclement weather are not accepted.

10. CAN WE USE THE PHOTOS OF SANTA BILLY FOR OUR COMPANY ADVERTISING AND MARKETING?
Any and all photos taken of Santa Billy, whether by individuals or professional photographers, are assumed to be for private or personal use of the client and may not be used for commercial or promotional use without written permission of Santa Billy.

11. WHAT WILL SANTA BE WEARING?
Santa Billy has a natural white beard and wears real Santa Suits with leather boots and belt. It is our goal that his presentation be as authentic as possible. You may pick the look you want by checking the gallery of photos and making a note of which style suit you would like him to wear. Please insert desired suit on booking contract. If Mrs. Claus and/or helpers are included with our booking, they too will be appropriately dressed.

12. DOES SANTA BRING A CHAIR OR SUPPLY A BACKDROP WHERE WE CAN TAKE PHOTOS?
In most cases Santa Billy does not supply any chair or backdrop, but arrangements can be made for them to be provided for an additional fee. Just call 919-427-6075.

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Handy Hints for Working with Groups
Guidelines for Santa's Helpers

 

The following are guidelines for company employees, family members and volunteers working as Santa's Assistants or Helpers and coordinating groups, long lines and crowds visiting Santa.

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• Stanchions or railings are good for controlling large lines. Most people will respect a rope or barricade, leaving helpers more time to work with families and Santa. A simple barrier can be made by a row of chairs.
   

• Things work best with two or more assistants or helpers. While one helper is working with a family and Santa, the second helper can work with the next family in line.
   

• Make sure hands and faces are clean. Sticky or dirty hands can get in Santa's beard or on his suit and everything will have to stop if Santa has to clean up. Dirty hands are also known to be one of the top transmitters of common germs and viruses. Parents are usually very good at keeping the kids clean, but in a hectic event like this, kids can surprise all of us.
   

• Be sensitive to the needs of very young children. If parents must leave the line to attend diaper changes, allow them re-entry into the line.
   

• As the family comes to the front of the line the helper should ask the children their names. Then when the children meet Santa, the helper can introduce them by saying, "Santa, here are Jamie and Susan".
   

• The best photos are taken in the first five seconds. Children in strange situations can often be afraid. Parents should stay with their children as they go up to Santa to help reinforce support to the child. Helpers should inform the parents to take their child or children up to Santa and then quickly move out of the photo area.
   

• The helper should stay with the parents and keep them to the side until all photography is done. Do not let the parents move back into the photo area until the children are ready to leave Santa. When Santa is done with the children, allow the parents to collect their children and guide them to the exit area. If all is going well with Santa, you can then move on to the next child or group of children.
   

• Santa's helpers should never handle babies or infants. Even though most helpers love holding babies, this must be left to the parents. A parent should always place their infant into Santa's arms or on his lap.
   

• Parents with toddlers and young children up to three or four should be escorted by the helper to Santa. Although Santa can usually lift a toddler, it is always safer to have a parent lift the child up onto Santa's lap. This is in case the child gets last minute fears and tries to squirm off Santa's lap. Safety is important.
   

• Scared or frightened children take special handling. If a toddler is afraid of Santa, the parents should hold the child in their arms, with the child facing them and the child's back to Santa. Have the parent talk to the child, distracting him or her from Santa as they walk up to Santa. The parent should set the child in Santa's lap and quickly back out of the photo area while keeping the toddler's attention with whistles, shouts, or whatever action will distract the child from the fact that they are sitting in Santa's lap. The photographer should then quickly take the photo. (This takes teamwork between the family, staff, Santa and the photographer)
   

• If there is a newborn to six months old baby, have the parent take the baby up to Santa. Seat other children in the family first and then have the parent take the baby to Santa last. Then let the photographer take the photos. After the photo is taken, the parent can remove the baby and Santa can talk with the other children.
   

• Keep the lines moving. If a family has their own camera, mention to them the event photographer will take the first photo and then the family can take one from the side area. Do not allow the parent to move back in front of the camera until Santa is done talking with the child or children. (If the line is short and Santa has time, the family can take a few more photos if needed. We never want to upset any family.)
   

• Everyone should try to have fun. There is no use in worrying about anything. If the work gets too hectic, tell someone. Maybe someone can switch places.

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