Winter festivals can be magical wonderlands for all ages – if they’re planned with families in mind. A veteran festival producer knows that catering to parents and kids isn’t just a nice gesture, it’s essential for creating an inclusive atmosphere and expanding your audience. From adjusting schedules for early bedtimes to providing warm cocoa on a chilly night, thoughtful planning can turn a frosty event into an unforgettable experience for young festival-goers and their guardians. This guide offers practical, experience-based advice on making winter festivals truly family-friendly.
Adjust Schedules for Families (Earlier Headliners & Curfews)
One key to a family-friendly festival is scheduling. Children tire out early – especially in winter cold – so consider shifting major performances or fireworks to earlier in the evening. Instead of saving the top headliner for midnight, feature them at a time when families can still attend. For example, Sydney’s New Year’s Eve celebration famously includes a special 9 PM family fireworks show so that kids can enjoy the spectacle and still get to bed on time (www.sydneyconcierge.com.au). Similarly, Edinburgh’s Hogmanay introduced the “Bairns Afore” event – an hour-long family celebration with fireworks at 6 PM “for those with early bedtimes.” (edinburghguide.com). These early headline moments allow parents and little ones to experience the highlight of the festival without braving late-night conditions.
Additionally, set curfews or “quiet hours” for family areas. Many family-centric festivals wind down kid activities by evening to prevent meltdowns. If your festival spans multiple days, consider ending daytime family programming by early evening and offering encore performances or recorded streams of nighttime acts for those who leave early. By structuring the schedule to accommodate children’s routines, you ensure families feel welcome rather than forced to leave before the fun even begins.
Provide Dedicated Kids’ Programming and Zones
A truly family-friendly winter festival offers more than just accommodating schedules – it provides content tailored to kids. Dedicated children’s zones or stages with kid-friendly programming can keep young attendees engaged. Think of it as a “festival within the festival” for children. For instance, the legendary Glastonbury Festival in England runs a “Kidzfield” and Green Kids area, essentially entire mini-festivals featuring “loads of activities and top names from the world of children’s entertainment.” (cdn.glastonburyfestivals.co.uk). Likewise, at Scotland’s eco-themed Big Tent Festival, there was a whole Children’s Zone with workshops, theatre, crafts and even a playbus – and all attendees under 16 could enter free of charge (www.bigtentfestival.co.uk). Offering such programming not only delights kids but also gives parents a reason to attend knowing their children will have plenty to do.
When planning winter-specific activities, consider the seasonal charm: snowman-building contests, ice carving demonstrations, sledding hills, or holiday-themed crafts can fit perfectly. Schedule interactive performances earlier in the day: perhaps a morning puppet show, an afternoon family music concert, or appearances by costumed characters. Ensure these activities have indoor or heated backup options in case of extreme weather (for example, move the craft workshop inside a heated tent if a blizzard hits). By designing programming that captivates children – from toddlers to pre-teens – you transform your festival into a family outing rather than just an adult event that allows kids.
Indoor Breaks and Warming Areas
Winter weather is unforgiving, especially for young kids who may get cold faster. Savvy festival organizers plan for indoor breaks or sheltered warming areas so families can periodically escape the elements. This could be a heated marquee tent, an existing indoor venue adjacent to the festival grounds, or even temporary warming huts. At Canada’s Winterlude festival in Ottawa – a city famous for sub-zero winters – organizers scatter indoor and outdoor activities around the city, allowing families to “explore, play and enjoy numerous indoor and outdoor activities” over the course of the event (adventureawaits.ca). They even incorporate inviting warming elements like bonfire pits, where groups of attendees gather to warm up amid the fun (adventureawaits.ca).
If your festival site permits, create a family lounge area indoors: a place with seating, heating, and perhaps some quiet toys or books – essentially a chill-out zone for parents with infants or tired kids. This area can double as a nursing station or nap area as needed. In fact, some festivals have gone as far as providing a dedicated parents’ space; for example, Beach Road Weekend festival in the U.S. set up a private “Mom Space” for mothers to nurse or change diapers in peace (with chairs, changing tables, and power outlets) (www.beachroadweekend.com). Whether it’s a permanent building or a heated tent, having a warm retreat on-site is invaluable. It allows families to extend their stay at the festival because they have a place to regroup and recharge. Make sure to clearly signpost these indoor break areas on your festival map and program, so parents know where to find refuge from the winter chill.
Stroller-Friendly Routes and Family Facilities
Navigating a festival with strollers, wagons, or toddlers in tow presents its own challenges – and winter adds ice and snow to the mix. To welcome families, design your site layout with stroller-friendly routes and accessible facilities. This means prioritizing flat, well-cleared paths between key areas, avoiding stairs or steep, icy inclines where possible. If your event is outdoors on snow, ensure paths are regularly plowed or laid with traction mats so pushchairs and little feet can move safely. Accessibility measures benefit everyone: a route that works for strollers will also help people with disabilities or older attendees. In Helsinki, for example, the urban Flow Festival worked with accessibility consultants to improve site inclusivity (www.flowfestival.com) – a mindset that winter festival planners should embrace when dealing with tricky terrain.
Consider creating a festival map highlighting family routes: perhaps marking the easiest way to get from the kids’ zone to bathrooms or to an indoor shelter without navigating dense crowds. You might even establish a few “stroller parking” areas near stages or attractions, where parents can leave buggies safely to enjoy a show (similar to how theme parks provide stroller parking outside rides). Ensure that essential amenities are convenient for families: plenty of toilets with changing tables, a few private spaces for breastfeeding (those can be within the indoor break zones mentioned), and water refill stations at a kid’s height. By thinking through the on-site movement and comforts for a family, you’ll reduce parents’ stress. A parent who doesn’t have to wrestle a pram through gravel or snow will likely stay longer and have a better experience.
Warmth and Comfort: Loaner Blankets & Hot Cocoa Stations
Little touches can make a big difference on a cold day. Providing loaner blankets or heat wraps at key areas (info booths, first-aid tents, or family lounges) can literally be a lifesaver for a shivering child. Some festivals partner with sponsors or local charities to offer blankets – either as giveaways or as borrow-and-return items – to ensure everyone stays warm. It’s a considerate gesture that parents will deeply appreciate, especially if the weather takes a turn for the worse. If budget allows, you could even set up a blanket loan station where families can check out a thick blanket with a small deposit, returning it when done. At minimum, keep some emergency warmth items (even inexpensive fleece throws or foil emergency blankets) on hand at first aid posts to distribute in a pinch.
Nothing chases away the winter chill like a cup of hot chocolate. Hot cocoa stations at your festival not only add to the festive atmosphere but also keep youngsters (and adults) warm and cheerful. Make it even more family-friendly by paying attention to dietary needs: clearly label allergens on all beverages and snacks and offer alternatives. For instance, ensure there’s a dairy-free hot chocolate option and that staff can guide those with nut or soy allergies. One winter-themed event, The Polar Express Train Ride in the UK, noted that they “offer an alternative hot chocolate and snack free from many allergens” for guests with dietary restrictions (2024.spavalleythepolarexpressride.com). This is a great practice to emulate – it shows you care about inclusivity down to the ingredients.
Place these cocoa booths and any food vendors near family areas, with prices accessible to families. Consider offering smaller “kids’ size” portions (half cups that won’t overwhelm a child). You might even integrate the hot cocoa stand into an activity – for example, a cocoa decorating station where kids can add marshmallows or sprinkles. Just be mindful of safety: hot beverages should have secure lids and moderate serving temperatures to avoid burns with children. With warm drinks, cozy blankets, and maybe a designated indoor heating spot, families will remember your festival for the comfort it provided as much as the entertainment.
Gentle Lighting and Sound in Family Zones
Winter festivals often dazzle with bright lights and loud music. However, in areas designated for families or children, it’s wise to keep lighting gentle and sound levels lower. Harsh strobe lights or blaring speakers can upset young children, especially toddlers or babies, and can be particularly challenging for children on the autism spectrum or with sensory sensitivities. Many inclusive events now create sensory-friendly spaces or times with reduced stimulation, recognizing that “bright lights, loud music and crowds… overwhelm people with sensory differences” (www.sensoryfriendly.net). As a festival organizer, you can design the family zone to be a calmer oasis amidst the excitement.
Use warmer, softer lighting in family tents or kid activity areas – for example, fairy lights, lanterns, or diffuse LED lighting instead of intense spotlights. Avoid any rapid flashing lights near play zones. Similarly, manage the sound bleed: if there’s a stage nearby, try positioning speakers away from the family area or set volume limits during certain hours. You could even set aside specific “quiet hours” or sensory break times in the kids’ zone where no loud performances occur, giving children a chance to relax (www.sensoryfriendly.net). Gentle background music or acoustic performances can entertain without overwhelming. The goal is to create a haven for families: a place where children aren’t alarmed by sudden pyrotechnics or deafening bass, and where overstimulated kids (or parents) can catch their breath. Train your sound and lighting engineers on these needs so that production effects in other areas don’t inadvertently flood the family zone. By being mindful of sensory impacts, you make the festival enjoyable for visitors of all temperaments and ages.
Staff Training, Safety Protocols, and Reunification
No family-friendly planning is complete without robust safety measures – especially protocols for lost children and reunification. Even the most attentive parents can get separated from a child in a busy festival crowd, and when that happens, your team must be prepared to respond calmly and efficiently. At any large event with families, lost-child reports are common – one events safety firm noted handling “25 to 35 different incidents of lost children across a single weekend” at multiple family events (se.gel.agency). The good news is that with proper preparation, most of these situations are resolved quickly and with minimal distress. Seasoned festival producers ensure all staff and volunteers are trained to deal with missing child situations; at well-run family festivals, reunifications can happen so fast “the children are unaware they had even been lost” (www.festivalkidz.com) (even if the parents might be a wreck afterwards).
Implement a clear lost child protocol and rehearse it with your team before the festival. Key elements might include:
– Child registration or ID wristbands: Many festivals issue special wristbands for kids where parents write their phone number (se.gel.agency) or register their contact info at the gate. This simple step dramatically speeds up reunions.
– Lost child center: Set up a dedicated, clearly-marked area (for example, near the medical or information tent) where found children are brought and looked after by trained staff. Equip it with some toys, blankets, and friendly personnel to comfort the child while waiting.
– Communication plan: Decide how you will alert staff and, if necessary, the crowd. Some festivals use coded PA announcements (to avoid alarming the public), while others may broadcast descriptions if needed. Ensure that every security staff member, volunteer, and vendor knows where to direct a lost child or a panicked parent seeking help.
– Reunification protocol: Train staff on verifying guardianship when reuniting (asking for the parent’s ID or the code on the wristband, for example, before handing over a child) to prevent any ill-intentioned interference. Develop a step-by-step checklist so nothing is left to chance in the heat of the moment.
It’s also wise to coordinate with local authorities on these plans, and have a direct line to on-site police or security in case a situation escalates beyond a routine reunification. Encourage parents at the festival entrance to take a photo of their child that day (so you have an up-to-date picture if needed) and to point out staff uniforms to their kids, teaching them that event staff are “safe adults” to approach for help (www.festivalkidz.com). The more proactively you prepare families and staff, the less likely a lost child incident will turn into a crisis. By demonstrating professionalism and care in these scenarios, you boost parents’ trust and confidence in your festival.
Marketing and Ticketing Considerations for Families
Designing a family-friendly festival experience is half the battle – you also need to communicate those family perks to your audience. In your marketing, highlight the features that would appeal to parents: early show times, kids’ zones, free entry for young children, or any special family packages. Use photos and videos of families having fun at past events (with permission) to paint a picture of an inclusive, joyful winter celebration. Partnering with parenting blogs, local schools, or community groups can get the word out to the right audiences. If your festival has taken extra steps – like on-site childcare services, children’s workshops, or allergy-friendly food offerings – make sure these are clearly mentioned on your website and social media. Parents will plan ahead and are more likely to buy tickets if they know your event will cater to their needs.
Speaking of tickets, consider family-friendly ticketing options. Many major festivals allow children under a certain age to attend free or at a reduced price with a paying adult – for example, Glastonbury lets kids 12 and under attend at no cost with adult guardians (cdn.glastonburyfestivals.co.uk). You might create a discounted “family bundle” ticket (e.g. two adults plus up to 2 children for a flat rate) or offer early-bird deals for families. Work with your ticketing provider to set up age-specific tickets or add-ons easily. Modern ticketing platforms such as Ticket Fairy make it straightforward to create special ticket categories (like child tickets or family passes) and to collect necessary information (like children’s names and ages during checkout). Removing financial barriers for families – or adding extra value – will not only boost sales but also earn goodwill. Just be sure to clearly explain any age restrictions or ID checks (for example, if teens can attend alone or if all minors must be accompanied) in your ticket FAQ to avoid confusion at the gate.
Budgeting and Risk Management for Family Features
Incorporating all these family-friendly elements will affect your festival budget and operations plan – but in a positive way. Allocate a portion of your budget specifically for family services and safety. This may cover hiring children’s entertainers, purchasing extra equipment (like changing tables, playground toys, craft supplies), renting heaters and tents for indoor areas, and training staff or hiring security specifically for the lost-child team. You might also want to invest in insurance or licenses if you are running activities like children’s rides or petting zoos (common at some winter festivals). Don’t view these costs as expendable – they are an investment in widening your audience demographic. A reputation for being welcoming to families can set your festival apart in a crowded market.
Risk management is crucial when kids are involved. Besides lost-child incidents, consider other potential risks: children more readily get hurt on uneven ground or can slip on ice; they can be sensitive to extreme cold or even get sick from overexposure. Mitigate these risks with common-sense steps: regularly sand or salt icy walkways, have a first-aid station stocked with pediatric supplies (children’s doses of medicine, small bandages, etc.), and station some security near family areas (not in an intimidating way, but as a reassuring presence). If your festival features any potentially risky attractions (say, sledding hills or ice skating rinks), enforce proper supervision and safety rules (like requiring helmets for kids or limiting younger children to smaller slides). It’s wise to have an emergency action plan specifically including children – e.g. how to handle if a child is reported missing for more than a few minutes, or if a child is found alone after closing time.
Finally, learn from both successes and failures. Maybe last year’s winter festival had a fantastic Santa’s Grotto that drew huge lines – this year, you might allocate more space or time slots to meet the demand. Or perhaps you heard feedback that the family zone was too close to a noisy stage; you can reposition it or add sound baffling this time. Survey parents during or after the event for their input. Continuous improvement is key to risk management and overall quality. By budgeting wisely and planning for contingencies, you’ll create a safer environment and uphold your festival’s family-friendly promises.
Key Takeaways
- Schedule with kids in mind: Plan earlier headliner shows or fireworks so families can enjoy marquee moments without staying out late in the cold. Major cities like Sydney and Edinburgh have set great examples by holding family fireworks in the early evening (www.sydneyconcierge.com.au) (edinburghguide.com).
- Offer kids’ content: Provide dedicated children’s programming and zones (crafts, performances, play areas) as part of the festival. Festivals from Glastonbury to local winter carnivals create “festival-within-a-festival” experiences for young attendees (cdn.glastonburyfestivals.co.uk).
- Ensure warm retreats: Set up indoor heated tents or lounges where families can take breaks. Include amenities like nursing areas and play corners. Warming stations, bonfires, and readily available warm drinks can be literal lifesavers in winter (adventureawaits.ca) (adventureawaits.ca).
- Make the site accessible: Design your festival layout for stroller and wheelchair access with clear, flat paths free of snow or hazards. Provide family conveniences like stroller parking, child-friendly toilets, and a map of easy routes.
- Mind the comfort details: Little extras count – offer loaner blankets or hand warmers and serve hot cocoa (with clear allergen labeling) to keep everyone comfortable and included (2024.spavalleythepolarexpressride.com).
- Create calm family zones: Use gentle lighting and moderate sound levels in family areas. Avoid overwhelming sensory elements; consider implementing sensory-friendly times or spaces so all children (including those with sensitivities) can enjoy the festival (www.sensoryfriendly.net).
- Train and prepare staff: Have a robust lost-child protocol and ensure every staff member knows their role in it. Use ID wristbands for kids (se.gel.agency) and establish a safe, welcoming lost child center. Practice reunification procedures so that if a child wanders off, your team reacts swiftly and safely (www.festivalkidz.com).
- Communicate and welcome families: Highlight family features in your marketing. Offer family tickets or kids-free entry deals to encourage attendance (cdn.glastonburyfestivals.co.uk). Show that your festival is not just tolerant of children, but actively welcomes them.
- Prioritise safety and comfort: In budgeting and planning, treat family accommodations as must-haves, not luxuries. A family that has a safe, enjoyable time at your winter festival will become loyal fans and spread the word, helping your event grow.
By putting these principles into action, festival producers can create winter events that delight young and old alike. A well-planned family-friendly festival doesn’t just benefit the parents and kids who attend – it enhances the overall atmosphere of the event, making it more vibrant, inclusive, and successful for everyone.
25th August 2025