Every year, we run our Valentine Character Party for children from three to six years old. At the party, the children make Valentine cards, learn a dance to do with a popular costume character and then have their photo taken with the character. It is a customer appreciation day and marketing tool all rolled into one. We open it up to current students, siblings and any friends they would like to invite. It enhances the family's overall experience at the studio and introduces their friends to our program. It is not only the children that come away happy after one of these events but also the parents who are thrilled to see that their children are being offered something fun to do in a family friendly environment for FREE!
As with any customer appreciation day, they are free to the customer, and therefore anything you buy or rent is an investment towards your business. If you are just starting out as a studio owner you will, most likely, want to look around to find the best bargains. With a good plan and creativity you can make a successful event even if you are on a very limited budget. Enlist the help of your senior students and any that you currently have on scholarship. Let them set up the event for you and assist with the activities.
Once you have decided on a date that works for you, the first thing that you need to do is make up a flyer/poster that you can display at the studio, pass out in class and post anywhere that children may go such as children's clothing stores and haircutters. An excellent way to get the word out is to put a listing online with your local mother's club or children's activity website. Send a press release to your local newspaper, but since most characters are licensed and you can not use their name, word it carefully. For example, the past few years we have used the "famous white Beagle" that everyone loves and the children always have a wonderful time. Be sure your receptionist(s) knows all about the event and signing families up for it. We ask the families to RSVP to make sure the event is properly staffed and enough supplies are on hand, but there will always be the few who just show up.
On the day, select an area where the children can sit and make their valentine cards. Perhaps place all of the arts and crafts in containers so that they are easy to get to. We started off having them make the cards first and do the dancing second. However, as the event grew, we found it necessary to split the children into two groups. One group makes Valentine cards while the other group dances and then they switch. After the children have made their cards and put them in a safe place, we start to teach them a simple dance typical of whichever character we are using. Once they have run the dance a few times we bring the character into the studio with great fanfare! The children are always absolutely thrilled and fascinated and will really appreciate any interaction that the character has with them. After ten or fifteen minutes with the character, we have a photo session where the children can sit with the character. We have done it one by one or in groups, whatever works best for you. Overall, the party usually takes about an hour. Some parents stay and watch while others drop off and go. It is really up to you and how much space you have to accommodate them.
The follow up to this event is key. Once the event is over, we print out the photos, attach them to a card with our name and logo on and sign it to the child from the character. We get it in the mail to them as soon as possible. The children are always so excited to receive this card with their picture and will show it to all of their friends, making it a great marketing tool. The parents are delighted because you made their child happy and they become more loyal clients as a result.
Valentine Party Reminders
1) Choose a date that works for the studio and advertise the event.
2) Call a costume rental shop to rent the character. Try to choose one that the children love and can really identify with. If you have a limited budget perhaps you know someone who has the talent to make one. If you rent the costume make sure that you have a signed contract for it and know exactly when it has to be picked up and returned.
3) Pick someone to wear the costume, preferably someone whose movements can capture the feel of the character. Make sure they understand that it is going to be extremely hot inside the suit!! Many times the costumes are not easy to maneuver in or see out of and the children get very excited, so assign someone to be the character's helper a.k.a. body guard.
4) Buy or download the music that goes with the character. Choreograph a short dance and teach it to all the helpers so their prepared for the event.
5) Gather all of the supplies to make the cards: construction paper, hearts, ribbons, safe glue, crayons, washable markers, etc.
6) Create a sign up sheet where you will put the name and age of the child plus the mother or fathers name and their telephone number. If they are not current students make sure that you get their address also, so that you can add them to your mailing list.
7) Decorate an area for photos and assign some to take the photos. Depending on the size of your event decide if they will be taken individually or in groups.
8) Juice and cookies or cupcakes are optional but always a nice touch. Remember, many children have allergies to peanuts, wheat, etc. If you choose to serve refreshments, be selective to accommodate them.
9) During the event, double check the sign up sheet. Making sure you have all the children's names and addresses is critical to the event follow up.
10) After the event print the photos and send the cards to the children. Since our party was hosted by the famous white Beagle, we used a paw print to sign the cards. You can download examples (pdf format) of our flyer, cards and photos in the Studio Biz Forms area of the website.
Hope you have a great event!
