Festival Character Hosts Trained for Consent and Inclusion

Introduction

Imagine a child’s face lighting up as they meet a beloved costumed character at a family-friendly festival. These character hosts – whether princesses, superheroes, mascots, or fantasy creatures – aren’t just entertainment; they are ambassadors of your event’s values. How they interact with attendees, especially children, can define the cultural tone of your festival. In recent years, festivals and theme events worldwide have recognised that training performers in consent language and inclusion practices isn’t just a nicety but a necessity. A single negative interaction (or viral video) can tarnish a festival’s reputation (www.axios.com), while positive, inclusive experiences can create lifelong memories and loyal attendees.

This article draws on decades of festival production experience to offer practical advice on making character interactions safe, respectful, and magical for everyone. We’ll cover how to partner with expert training organisations, set clear guidelines for consent and accessibility, design inclusive meet-and-greet setups, manage performer well-being, and ultimately ensure your characters embody the welcoming spirit of your festival. These insights apply to events large and small – from local community fairs to massive international festivals – wherever characters and attendees come together.

Partner with Expert Trainers for Inclusion and Consent

Creating an inclusive, consent-aware environment starts long before the festival gates open. Partner with companies or organizations that specialise in training performers on consent and accessibility. Professional entertainment groups often provide workshops for actors on how to interact with children, neurodiverse individuals, and people with disabilities in a respectful way. For example, the Wander Wild Festival in Ireland worked with autism advocacy experts (AsIAm) to train staff ahead of their event (wanderwildfestival.com), ensuring the team understood how to make the experience comfortable for neurodivergent children. Likewise, Sesame Place – a Sesame Street-themed park – implemented a staff-wide training in autism sensitivity and awareness, becoming a Certified Autism Center in the process (ibcces.org). This meant every character performer and crew member was instructed in sensory awareness, communication strategies, and how to adjust the environment for guests with special needs (ibcces.org).

Consent language training is another crucial area. Consider engaging specialists in consent-based performance (sometimes borrowed from theatre or improv training) to coach your character actors. These trainings teach performers how to read body language, ask permission before initiating touch, and handle rejection gracefully. Performers learn key phrases like “May I give you a high-five?” or “Would you like a photo together?” instead of assuming physical contact is okay. In an era where events emphasise “cosplay is not consent” for attendees (www.thetravelingbardstudios.com), your festival’s own characters must model that same respect by always seeking consent for hugs or hand-holding. Partnering with training companies ensures your team has rehearsed these scenarios and knows how to respond if a child (or adult) is shy, fearful, or simply not interested.

Don’t overlook accessibility training as well. There are consulting groups and nonprofits that help train on disability awareness – covering everything from using welcoming body language with a child in a wheelchair, to understanding how to guide a visually impaired person to a meet-and-greet spot. For instance, some character entertainment companies collaborate with sign language instructors so performers can learn a few basic greetings in ASL/BSL (American or British Sign Language). This can be incredibly impactful: at a holiday event in the UK, a “sign language Santa” was able to chat with deaf children using BSL, creating a magical experience for those kids (www.bbc.com). By partnering with experts, you equip your characters to bridge communication gaps and make every guest feel seen.

Tip: During your event planning, also gather information on attendees’ special requirements. If your ticketing platform (such as Ticket Fairy) allows adding custom questions for ticket buyers, ask if anyone in their group has accessibility needs or sensory sensitivities. Knowing ahead of time that, say, 50 attendees have autism or that several families include wheelchair users will help you tailor the training focus and logistical setup for character interactions. It’s all about being prepared and proactive in your inclusivity efforts.

Consent Language and Photo Etiquette

Teaching character hosts consent-forward interaction techniques is essential for family-friendly festivals. Performers should never assume that physical contact like hugs, lifts, or even high-fives are welcome – especially with children. The solution is to script clear photo-op rules and consent language into your character training. This doesn’t mean reciting robotic lines, but it does mean having consistent guidelines that every performer follows when interacting with guests.

Consider some of these consent best practices for character meet-and-greets:

• Always Ask, Never Grab: Characters should ask before touching or hugging. A simple “Would you like a hug or a high-five?” empowers the child to choose. If the child says no or seems hesitant, the performer can give a friendly wave or bow instead. This aligns with event safety codes of conduct which state you should have someone’s consent before touching them (www.thetravelingbardstudios.com) – a rule that applies both ways.
• Let the Child Lead: Train performers to be led by the child’s (or attendee’s) comfort level. Some kids will run up for a bear hug; others will hang back. Characters can crouch down to the child’s eye level (if physically able) and open their arms invitingly without lunging forward. A gentle approach and waiting for the child to come closer (or not) shows respect for personal space.
• Clear Posing Rules: Decide in advance what poses are allowed or off-limits for photos. For example, performers should not pick up children or allow kids to climb on them (for safety and liability reasons) unless a parent is holding the child. Likewise, any joke poses must be family-appropriate. By giving performers a “pose playbook,” you avoid awkward or unsafe scenarios. It can be as simple as side-by-side standing, handshakes, high-fives, or holding a prop together.
• No Forced Smiles: Not every child will want a photo or even to meet the character up close – and that’s okay. Make sure your characters know never to pressure a guest for a photo or interaction. If a child is wary, the performer can still wave and say “Hello” from a distance, then gracefully move on. Parents will appreciate that you prioritise the child’s comfort over a photo-op.

Beyond these points, it’s wise to communicate the rules to your audience as well. Post signage at meet-and-greet lines with friendly reminders like “Our characters love high-fives and hugs – but only if you’re okay with it! Let them know what you’re comfortable with.” This sets expectations that consent is a two-way street. Some comic conventions explicitly remind attendees that costumes are not an invitation to touch; similarly, your festival can remind guests to respect the personal space of both fellow attendees and performers.

Also, consider equipping character attendants or handlers (staff who accompany the costumed characters) to help enforce boundaries. These attendants can politely intervene if, for example, an overexcited adult fan gets too handsy with a mascot, or if a crowd of kids starts pulling on a princess’s dress. Your characters should never be left alone in potentially dicey situations – a handler ensures everyone’s consent and comfort is being observed. It’s all part of a consent-aware approach to festival hosting.

Sensory-Friendly Character Adjustments

Family festivals often welcome attendees with a wide range of sensory needs. Loud noises, bright lights, and chaotic crowds – which are common in festivals – can be overwhelming for some children (and adults). Your character hosts can play a big role in making the environment more comfortable through sensory-friendly adjustments.

Start by training performers to recognize sensory overload. If a child is covering their ears, avoiding eye contact, or looking distressed, the character should respond in a calming manner. For instance, a character might speak softly (or not at all, for non-speaking mascots) and slow down their movements. Rather than the typical boisterous cheer, a character can give a gentle thumbs-up or a quiet wave. Small modifications like these can prevent a child from being frightened or overstimulated.

You can also designate certain meet-and-greet times or areas as “Sensory Friendly” sessions. During these times, you might limit background music, reduce flashing lights, and control crowd size so it’s less overwhelming. Some festivals have had success with quiet hours or relaxed performances – an idea borrowed from theatre. In fact, many performing arts events now offer relaxed performances with slight sound and lighting modifications and even “social stories” to prepare attendees for what will happen (www.wfae.org) (2020.sydneyfestival.org.au). A festival can do the same for character encounters: provide a short visual guide in advance (perhaps in the festival app or website) explaining, for example, “At 2 PM, SuperHero Sam will be at the Calm Corner for a low-key meet-up. The area will be quieter and less crowded.” Families of children with autism or sensory processing differences will deeply appreciate this accommodation.

Another effective strategy is to script adjustments for common sensory sensitivities. For example, flash photography can bother some people, so instruct your characters to offer a heads-up or alternative: “We can take a photo – and we don’t have to use flash if you don’t like bright lights.” Some kids might be afraid of a full-face mask or costume head; in such cases, the character’s handler might gently explain and introduce the character from a distance first, or use a puppet/miniature version of the character as an icebreaker. The key is flexibility – your performers should feel empowered to deviate from the usual routine to accommodate a guest’s needs.

Don’t forget the value of physical aids in sensory-friendly interaction. Props like communication cards (with symbols for “high-five,” “hug,” or “wave”) can let non-verbal children signal what they want. Providing a small Quiet Zone nearby can help too: a space with some bean bags, fidget toys, and noise-cancelling earmuffs where overstimulated kids can retreat (wanderwildfestival.com) before or after meeting a character. At Ireland’s Sensoria, a festival designed for neurodivergent families, they created calm spaces and careful crowd control as part of making the event welcoming for all (council.ie). Even if your festival isn’t exclusively neurodivergent-friendly, adopting some of these measures will set it apart as inclusive and compassionate.

Accessible and Welcoming Meet-and-Greet Spaces

It’s not enough that your characters are trained – the environment in which attendees meet them must also be accessible and comfortable. When planning meet-and-greet points, incorporate seated, step-free areas so that no one is excluded due to mobility or health issues.

Firstly, ensure every official character meet location is wheelchair accessible. This means avoiding narrow spaces or stages without ramps. If your festival has characters on a platform (say, a Santa’s grotto or a fairy princess throne), install a ramp or have the character come down to ground level for visitors with wheelchairs or strollers. A simple ground-level backdrop area with a clear path can often be the best solution. Cannes Lions Festival, for example, notes all its venues for wheelchair access clearly and ensures attendees can navigate the festival easily (www.canneslions.com) (www.canneslions.com) – your family festival should do the same on a smaller scale for character stops.

Provide seating for those who need it. Grandparents, pregnant mothers, or children with fatigue might be in the meet-and-greet line; a few benches or chairs in the waiting area can be a huge relief. Better yet, if space allows, create a seated greeting option: perhaps a low bench where characters can also sit next to guests for photos. This way someone who cannot stand comfortably can still interact at eye level. An example of thoughtful design was at a recent children’s comic expo in Singapore, where the official mascot had a seated photo zone – kids could sit next to the mascot on a bench, and those with limited mobility found it much easier than a standing pose.

Crowd management is another part of inclusion. Long queues can be tough for attendees with disabilities or small children. Consider a simple reservation or batch system for popular character meets: e.g., hand out time-slot tickets (old-school or via an app like Ticket Fairy’s scheduling tools) so families aren’t stuck waiting in a massive line. Some events use a “virtual queue” where you get a text when it’s your turn to come to the character area. At minimum, train the character’s handler to scan the line for anyone who might be struggling – if they spot a child in a wheelchair under the sun, or a kid with autism getting anxious after waiting too long, they can subtly fast-track that family’s turn. Such kindness goes a long way to show that your festival truly cares about everyone’s experience.

Finally, clarity and visibility are key. Mark the meet-and-greet spots on your festival map with the universal accessibility symbol if they are wheelchair-friendly. Ensure the paths to get there are not only step-free but also free of tripping hazards (power cables, uneven ground, etc.). If your festival is in a large field or park, lay down temporary flooring or mats in high-traffic areas to help wheelchairs and strollers roll easily. This kind of infrastructure planning might seem minor in the grand scheme of festival logistics, but it can make or break the day for a family with accessibility needs. When characters are placed in accessible, welcoming spots, it sends a message: “We see you, and we want you here.”

Break Rotation to Maintain Magic and Safety

Anyone who has worn a mascot suit in summer will tell you: performing as a character is physically demanding work. Heavy costumes, limited vision, and constant enthusiasm can tire out even the fittest actor. That’s why implementing a rotation and break schedule for character hosts isn’t just about performer comfort – it’s about maintaining the magic for attendees and keeping everyone safe.

Industry best practices suggest that costumed characters should not stay “in character” for more than 20–30 minutes at a time without a break. In fact, professional mascot teams often operate on a “20 minutes on, 20 minutes off” rule (or 30 on/30 off) (www.themascotzone.com). This means if a princess is greeting kids for half an hour, she then swaps out or rests for the next half-hour while perhaps another performer fills in. Whatever schedule you choose, make sure the rest period is at least as long as the performance stint (www.themascotzone.com). The reason is simple: costumes get VERY hot and heavy, and proper breaks prevent heat exhaustion and injury, while guaranteeing the performer stays sharp and cheerful (www.themascotzone.com).

To do this seamlessly without “breaking character” in front of guests, plan out how rotations will work. If you have multiple individuals trained as the same character (say, two people alternate being the festival mascot), you can schedule one to appear for the first session and the other for the next, and so on. If you only have one performer per character, then schedule regular set times with gaps. For example: Merlin the Wizard will greet guests from 11:00–11:30, 12:00–12:30, 1:00–1:30 and so forth. Publish these in your program so parents know when to find their kid’s favourite character, and use the off-duty intervals to recharge out of sight.

During breaks, never allow a character to de-costume in public view. Seeing a mascot with their head off or a princess switching out of character could break the illusion for little ones. Always have a private, staff-only area (a break tent or backroom) very near the meet-and-greet location, so performers can slip away quickly when needed (www.themascotzone.com). Train the handlers to manage this handover smoothly: for instance, just as one Cinderella walks around the corner to leave, another Cinderella (fully dressed and refreshed) can emerge elsewhere, so it appears to the crowd that the character is continuously present. If that’s not possible, the handler can simply announce “Snow White will be back at 3 PM for more photos!” and gently disperse the crowd. It’s better to pause the activity than have an exhausted performer trying to push on—fatigued performers are more likely to make mistakes, get overheated, or drop the act (understandably).

Rotating breaks not only protects the performer’s health but also maintains the high-quality interaction festival-goers expect. A tired, sweaty mascot might get sloppy or less patient, whereas a rested performer comes back energetic and in full character, keeping the fantasy alive. In one instance, a large outdoor expo in California found that after implementing a strict 30-minute rotation policy, their character actors reported better stamina and the attendee feedback improved – no more reports of “the mascot seemed grumpy.” Safety-wise, you also reduce the risk of an accident (like a performer fainting in costume, which no one wants to happen mid-festival). Simply put, regular breaks are non-negotiable for quality and safety. Build this into your production schedule and assign stage managers or character coordinators to enforce it.

Characters as Cultural Tone-Setters

Think of your festival’s characters as walking, dancing, high-fiving embodiments of your event’s culture. How they behave and engage with people will telegraph what your festival stands for. Are your characters friendly, inclusive, and responsive? If so, attendees will sense that warm, welcoming vibe throughout the event. On the flip side, if characters are unorganized, aloof, or worse, behaving in biased ways, it can seriously undermine your festival’s message and reputation.

A well-known cautionary tale comes from 2022, when a video from Sesame Place Philadelphia went viral – it showed a costumed character seemingly ignoring two Black children who reached out to them, while moments before the character had high-fived white attendees. This sparked allegations of racial discrimination and a PR crisis (www.axios.com). The park had to launch a thorough review and mandate anti-bias training for all its employees to repair trust (www.axios.com). The lesson for festival producers is clear: every character interaction matters, and performers must be trained to treat all guests with equal enthusiasm and respect. In this case, whether the slight was intentional or a misunderstanding, the impact was that those children and thousands who saw the video felt a negative message. Don’t leave your festival open to that – make inclusivity a core value that your character team lives by.

On a more positive note, festivals can actively use characters to celebrate diversity and inclusion. Consider incorporating characters that represent different cultures, genders, and abilities in your lineup. If your festival has a mascot or icon, you can design it to be culturally inclusive. Modern mascots often reflect a blend of influences – for example, a festival mascot might wear elements of dress from multiple cultures or have an interactive story that teaches unity. As one mascot design company noted, mascots and their storylines can promote “important social messages about teamwork, respect, and acceptance” (www.macotok.com). For instance, at a multicultural children’s festival in Australia, the organisers introduced two mascots: one a kangaroo and one a dragon, to represent the indigenous and the immigrant communities coming together. The performers playing these mascots made a point to greet families in different languages (English, Spanish, Mandarin and more) reflecting the backgrounds of attendees – a small gesture that spoke volumes about inclusion.

Your character hosts can also champion accessibility and kindness in actionable ways. They might hand out “communication stickers” that invite kids to signal if they want a low-sensory interaction. Or perhaps your festival’s princess characters include a princess who uses a wheelchair or a superhero with a cochlear implant (there are entertainment companies now offering just such inclusive characters for hire). The mere presence of these inclusive characters sends a powerful message to attendees: that everyone can belong in the story. It’s heartwarming and validating for children to see themselves represented, and it builds a culture of acceptance among all attendees.

Remember, these characters will appear in countless social media photos and festival marketing materials. When people see a character kneeling down to respectfully greet a child in a wheelchair, or giving a gentle high-five to a child wearing noise-cancelling headphones, it highlights your festival’s values in action. Characters truly set the cultural tone – they are the most visible, relatable touchpoint for your audience. Through them, you can demonstrate that your festival is fun and fundamentally respectful and caring. This not only delights the families present, but also enhances your brand image to anyone who hears about the event.

Community Engagement and Continuous Improvement

To genuinely excel in consent and inclusion, it helps to involve the community in your efforts. Engage with parent groups, disability advocates, or past attendees for feedback on your character interactions. You might organise a small pre-festival meet-and-greet session with a few families (particularly those who have kids with special needs or who are very frequent festival-goers) to observe how your characters perform and what could be improved. Treat it like a dress rehearsal with real audience input. The community members will feel valued that you sought their advice, and you gain insights that can fine-tune your festival experience.

Some festivals have formed advisory panels that include parents of children with disabilities, who consult on everything from the layout of family areas to the training of staff and characters. The results speak for themselves: festivals that incorporate such feedback often receive glowing praise from the community. You’ll hear things like “They really thought of everything – even the characters were prepared for our needs.” That kind of word-of-mouth is priceless. It builds a loyal following and can even attract sponsors who champion inclusivity.

Additionally, consider partnering with local schools or drama programs to recruit character performers who are passionate about working with kids. These individuals often bring a real love for community engagement. With proper professional training layered on, they become incredible assets who naturally embody the festival’s inclusive spirit. For example, a city children’s festival in Mexico partnered with a local theatre troupe known for inclusive plays; those actors took on the persona of storybook characters at the festival and were a huge hit because they were already attuned to engaging diverse audiences.

Finally, be transparent about your festival’s commitment to consent and inclusion. Announce it in your marketing (“All our character hosts are trained in consent and accessibility to ensure a safe, fun experience for every child!”). Not only does this set expectations, it also pressures you and your team to hold yourselves accountable. After each event, do a debrief: gather your character performers and staff to discuss what went well and what challenges arose. Continuous improvement is key – there are always new things to learn or adjust, especially as our understanding of inclusion evolves. By creating a culture where feedback is welcomed and acted on, you set up your festival characters (and indeed your whole team) to get better each year.

Key Takeaways

• Invest in Training: Work with specialist trainers or organizations to educate your character performers in consent, disability awareness, and inclusive communication. This upfront investment pays off in safer, more positive interactions.
• Consent is Key: Establish clear guidelines that characters always ask for permission before physical contact. Script friendly ways to seek consent and make sure both performers and attendees understand the rules of respectful engagement.
• Sensory-Friendly Matters: Implement sensory adjustments like quiet meet-and-greet sessions, reduced noise/lighting, and flexibility in how characters interact. Small changes help children with sensory sensitivities feel comfortable and included.
• Accessible Meet & Greets: Design character areas to be step-free and welcoming. Provide seating, wheelchair access, and manageable queues (or appointment systems) so that all families – regardless of ability – can enjoy meeting characters without barriers.
• Rotate and Rest: Schedule frequent breaks and rotations for costumed characters (e.g. 30 minutes on, 30 off) to protect performer health and keep the magic alive. Never let characters remove costumes in public, and always have a private retreat nearby.
• Characters = Brand Ambassadors: Recognise that your characters set the festival’s cultural tone. Train and empower them to exemplify inclusivity, diversity, and kindness. Their behavior will leave a lasting impression of what your event stands for.
• Engage the Community: Solicit feedback from attendees (especially parents and disability advocates) about character interactions. Use their insights to continually improve and show that you value every guest’s experience.

By focusing on consent and inclusion with your character hosts, you ensure that family-friendly festivals truly live up to their name – festivals that welcome families of all kinds, celebrating joy with respect and understanding. In doing so, you create not just unforgettable moments, but a legacy of kindness and safety that future festival producers can carry forward.