Photos With Santa Event Setup: Chair, Backdrop, Line and Light

A photo with Santa is one of the easiest holiday events for a school, church, business or HOA to run, and one of the easiest to run badly. Lines back into the hallway, kids cry, the light is harsh, and the parent with a baby waits 40 minutes. In Chicago and the suburbs, where families go from the car to the building in the cold, a warm, organized line matters even more. This guide covers the chair, the backdrop, the line, the light and the timing. For the larger corporate side, see corporate event photo backdrop guide.

The floor plan

Think of three zones: a check-in table at the door, a waiting line, and the Santa set. Put the set at the far end of the room, so the line does not block the door.

A room of about 30 x 40 feet fits this plan. In a school gym or church hall, a stage or a corner can work as the set. Leave an exit path that is not blocked by the line, and an accessible route. See ADA accessible event seating and pathways and church hall and community center event planning.

The throne chair

Santa's chair is the star. A throne-style chair, with a tall back and arms, looks right in a photo, and is comfortable for hours. Make sure it is stable, with a wide base, because kids climb. Add a small platform or rug so Santa is easy to see and the chair does not slide. A bench next to Santa works for families, since three kids can sit on it. Keep a small stool or a step for little ones.

See the royal throne chair, throne chair rental guide and lounge rentals for a sofa or bench. Ask the rental company what is available, since style and size vary.

The backdrop

• Width. 8 to 10 feet wide so a family of five fits. Taller is better than wider.
• Look. A snow scene, a fireplace, a plain red or green drop. Avoid shiny paper that glares.
• Pipe and drape is an easy option and hides a messy wall. See pipe and drape uses and sizes.
• Props. A small tree, a few wrapped boxes, a lamp post. Keep it uncluttered so children stay in the frame. See photo backdrop ideas.
• Weights. Use sandbags or weights on stands. Kids pull on things.

Line management with stanchions

A line is where families spend most of their time, so it matters.

Fencing and stanchions are easy to rent. See fencing and crowd control and event registration and check-in setup. Keep rope lines at least 36 inches wide at the narrowest point, and wider for strollers and wheelchairs.

Light

• Soft light in front. Two lamps with soft diffusers on each side of the camera, at about face height. See lighting for night event photos and lighting rentals.
• No window behind Santa. Backlight makes faces dark.
• Warm color. Most holiday scenes look best with warm white bulbs. See lighting color temperature.
• Power. Run cords along the wall and tape or cover them. See event power needs.

Timing per family

These are rules of thumb. A 2-hour event with 4-minute slots handles around 25 to 30 families, after a break for Santa. If you expect more, add a second photographer, or run two sessions. A sign-up with time slots cuts the line. A quiet hour for children who find crowds hard is a kind option. Ask a school or church to check what families need.

What most hosts find out too late

• Santa needs water and a break. A suit is hot and 2 hours is long. Put a chair and a drink behind the backdrop.
• A line in the cold. A Chicago December line out the door is not fun. Keep the line inside. See coat racks.
• Check your venue's rules. For a school, park district building or HOA clubhouse, check with the building about rental pickup times and decorations. For a business, check with the property manager. See HOA and neighbors party.
• Book early. The first two weekends of December are busy. See December holiday party rentals.

Plan your Santa event

Tell us your headcount, room and date, and we will check it with the rental companies and send one quote for the throne chair, stanchions, lighting and seating. Book a free 15-minute planning call or get a quote. One call covers the whole rental list.