Christmas at Hever Castle & Gardens takes 12 months to plan so preparation for this year started in November 2020.
It is an all hands on deck affair with staff members from retail, maintenance, housekeeping, visitor services, marketing and gardening all involved.
The first thing to be decided for Christmas at Hever Castle is the theme for the following year (before the current Christmas event has started).
In 2021 the theme will be Pinocchio with the interactive festive trail in the grounds including colourful characters.
Event and Programming Assistant Caz Church started working on props in January and continues working on them throughout the year. Everything is made in house.
All the contractors for Christmas at Hever Castle from Father Christmas to the fairground attractions are confirmed by the end of January.
With the theme to work with and the debrief done Retail Manager Ashley Collins attends the main Christmas trade fairs.
He looks for new stock for the Hever Shop for Christmas at Hever Castle as well as any additions needed for the decorations in the Castle.
He says: “Some of the stands have over £1m worth of decorations. There are 3,000 stands with 60,000 people from around the world. Most of the companies I use in Europe only supply three or four organisations in the area so it is pretty exclusive.”
When Ashley returns from the fairs he only has a few weeks to plan what he would like to order as he needs to confirm his stock requirements by the end of February for arrival from the first week of September.
Adding the extra Christmas stock to the system is a big job for those working in the Hever Shop. Usually there are 3,000 items at one time sold in the shop – Christmas adds an extra 1,500.
In May/June meetings take place with heads of departments for more detailed planning of the Christmas at Hever Castle event including any additional storytellers, where any extra food provision is needed as well as marketing materials.
Every year the historic attraction tries to have one or two new things to improve the visitor experience.
Marketing starts by the August bank holiday weekend and annual members can start booking in September with non members a week later.
From the end of August there are monthly planning meetings.
At the end of September visitor services, maintenance and retail have separate meetings to put together a more detailed time frame of actions needed.
A calendar with a daily countdown from 1 October is put together.
Festive items will go on sale in the shop for Christmas at Hever Castle from the third week of September and getting it out early does pay off!
September is also the time to start thinking about the decoration of the Castle. As items arrive everything is grouped together in terms of the room it will go in and all the lights are checked.
On average each tree has a minimum of 200 lights on them or candle lights.
Head Gardener Neil Miller puts in the order for trees in October for the Castle, the bed and breakfast, grotto and Christmas trail. This year the Christmas trees were purchased from Hole Park, a local company based in Cranbrook.
From October the lighting starts to go in for Christmas at Hever Castle.
The second week of November the trees come in. They have to last 6-8 weeks so they are put in at the last minute and well watered (especially the ones near the open fires). Some of them have to be replaced and are done just before Christmas.
Extra operations staff are drafted in every day from the second week of November doing jobs such as building the grotto and putting together the Christmas trail (which is different every year).
A staff preview event is held to iron out any teething problems before the event opens to the public the following day.
Then after the Christmas event ends everything is taken down and the trees are shredded and recycled for compost.