📸 Santa's Photo Room - Letter Sealing Station Setup

Purpose: The line manager in Santa's Photo Room operates a sealing wax station to officially seal children's letters to Santa before their photos. This creates a special keepsake for families and manages the photo queue flow.

📋 Materials & Equipment Needed

Item	Quantity	Purpose	Est. Cost
Electric Wax Melting Pot	1	Safely melts sealing wax without open flame	$25-40
Sealing Wax Sticks	20-30 sticks	Red and gold colors for official North Pole look (approx 150-200 seals total)	$15-25
Brass Wax Seals	4 designs	Variety for kids to choose: Snowflake, Sleigh, "North Pole," Reindeer	$30-50
Small Tray/Plate	1	Surface for sealing (heat-safe, easy to clean)	$5-10
Wet Wipes/Towel	As needed	Clean wax from seals between uses	$5
Extension Cord	1	Power for electric wax melter	$10
Small Side Table	1	Dedicated surface for sealing station	Use existing

Total Estimated Cost: $90-140 (one-time materials, reusable across all 30 shows)

🔧 Station Setup

Pre-Event Setup Checklist

Position small table near photo queue line (accessible but not blocking flow)
Plug in electric wax melter, allow 10-15 minutes to heat
Place 4 brass seals on table where kids can see them
Have wet wipes/towel ready for cleaning seals
Test one seal to ensure wax is properly melted and flowing
Keep extra wax sticks nearby for refills during event
Ensure table is at comfortable working height for line manager

⚙️ How Sealing Works (Operational Flow)

Timing: While Families Wait in Photo Line

As families arrive in photo queue - Line manager asks: "Did you write a letter to Santa in the Post Office?"
If yes - Invite them to sealing station while they wait
If no - Continue with normal photo queue management
Sealing process - Takes approx. 30-45 seconds per letter
After sealing - Family returns to queue with sealed letter, waits for photo turn

Flow Tip: Sealing happens BEFORE photos, not after. This keeps families engaged while waiting and prevents bottleneck at exit. Line manager can seal multiple letters during slow photo moments.

🔥 Safety Protocols

⚠️ Important Safety Rules:

Line manager controls all wax handling - Kids and parents do NOT touch melter or hot wax
Electric melter only - No open flames, candles, or lighters
Stable surface - Table must not wobble or tip
Keep out of reach - Melter positioned where small children cannot grab it
Cool before handling - Sealed envelopes need 10-15 seconds to cool before giving back
First aid kit nearby - In case of minor wax contact (rare with electric melter)

📖 Line Manager Script (See Separate Document)

Refer to line-manager-sealing-script.html for complete talking points and the "Official Filing" explanation.

🧹 End-of-Night Cleanup

Closing Procedure

Turn off electric wax melter (allow to cool 20-30 minutes)
Clean brass seals with wet wipes (remove all wax residue)
Wipe down table surface
Store wax sticks in container (keep organized for next show)
Unplug melter once fully cooled
Store all sealing materials together for next event

💡 Tips for Success

Keep it moving - Sealing should be quick (30-45 sec). Don't over-explain, just create the magic moment.
Choice matters - Letting kids choose their seal design makes it feel more special
Compliment the letter - Brief positive comment ("Santa's going to love this!") makes kids feel proud
Manage expectations - If line gets long, prioritize photo flow. Sealing can happen in batches during slow moments.
Backup plan - If melter malfunctions, apologize and explain letters are still "officially registered" without seal. Don't let technical issues ruin experience.

Estimated Usage: Assuming 60-70 kids per show write letters, and each wax stick makes ~7-8 seals, you'll use about 8-10 sticks per show. A pack of 20-30 sticks should cover 2-3 shows before needing refills.

Santa's Photo Room - Letter Sealing Station Setup Guide
Created: November 14, 2025 | For: Christmas Event 2025