Independent Contractor Handbook
Effective Date: July 28, 2026
Version: 1.1
Professional Standards • Safeguarding • Operations • Safety
1. Purpose of This Handbook
This handbook outlines the professional expectations, safeguarding requirements, operational procedures, safety standards and service standards applicable to Independent Contractors providing services through Ultimate Santa.
Our goal is simple: to provide safe, professional, memorable experiences for our clients and their guests while maintaining the quality and reputation associated with Ultimate Santa.
This handbook should be read together with the Contractor's Independent Contractor Agreement and any booking-specific instructions provided by Ultimate Santa.
Nothing in this handbook is intended to create an employer-employee relationship.
2. Independent Contractor Status
Contractors are engaged under a contract for services and operate as independent businesses.
The parties intend to create an independent contractor relationship and not an employer-employee relationship.
Contractors retain the ability to accept or decline engagements offered by Ultimate Santa. Once a Contractor accepts an engagement, however, they are expected to fulfill that commitment and comply with the service, safety, safeguarding, client and brand standards applicable to that engagement.
· Income tax remittances
· Canada Pension Plan contributions
· GST registration, collection and remittance
· Business expenses
· Insurance for activities outside the scope of Ultimate Santa bookings
The nature of the actual working relationship and applicable law ultimately determine employment status and statutory obligations.
Ultimate Santa does not guarantee any minimum number of bookings, hours, engagements or income.
3. Professional Standards & Code of Conduct
· Maintain professionalism at all times.
· Treat clients, guests, children, fellow Contractors, venue personnel and Ultimate Santa representatives respectfully.
· Represent Ultimate Santa in a positive and reputable manner while performing Ultimate Santa engagements.
· Conduct themselves ethically and responsibly.
· Follow confirmed event instructions and company standards.
· Protect confidential company and client information.
· Maintain appropriate professional boundaries.
· Provide respectful and inclusive service to all guests.
· Avoid behaviour that could reasonably damage the reputation of Ultimate Santa or its clients while representing the company.
Serious or repeated failure to meet these standards may result in removal from an event and/or termination of future booking opportunities.
4. Booking Acceptance & Commitment
Contractors may accept or decline bookings offered by Ultimate Santa.
Once a booking has been accepted and confirmed, the Contractor is expected to honour that commitment.
· Cancel an accepted booking in order to accept another booking.
· Transfer an Ultimate Santa booking to another performer.
· Arrange their own substitute without authorization.
· Change the agreed event time directly with the client without approval.
· Negotiate additional services, rates or compensation directly with an Ultimate Santa client.
If a Contractor becomes unavailable after accepting a booking, Ultimate Santa must be notified immediately.
Repeated cancellations, avoidable last-minute cancellations or failure to honour accepted engagements may affect future booking opportunities.
Ultimate Santa does not guarantee Contractors any minimum number of bookings.
5. Cancellation, Illness & Emergency Policy
If illness, emergency or an unforeseen circumstance prevents a Contractor from attending a confirmed event, the Contractor must notify Ultimate Santa management as soon as possible.
Except where immediate safety requires otherwise, Contractors must not independently cancel an event with the client.
Ultimate Santa will coordinate communication with the client and determine whether a replacement, rescheduling or other response is appropriate.
Contractors should provide as much notice as reasonably possible.
A genuine illness or emergency will be handled appropriately; however, repeated last-minute cancellations, avoidable cancellations or failure to communicate may affect future booking opportunities.
6. Arrival, Lateness & No-Shows
Contractors are expected to arrive at the event location approximately 15 minutes before their scheduled performance time, unless otherwise instructed.
This time is intended for parking, locating the entrance, checking in and ensuring the Contractor is ready to begin at the contracted start time.
Contractors should not enter the guest area significantly early unless instructed.
If delayed, the Contractor must notify Ultimate Santa management as soon as safely possible and provide an estimated arrival time.
A Contractor must never attempt to conceal a late arrival or ask a client to report a different event time.
Failure to attend a confirmed engagement without reasonable notice is considered a serious breach of company standards and may result in immediate removal from future bookings.
7. Client Protection, Non-Solicitation & Independent Activities
7.1 Client Protection
Ultimate Santa invests significant time and resources into marketing, brand development, client acquisition, administration and relationship management. Contractors are expected to protect the company's client relationships and confidential business information.
7.2 Non-Solicitation
During the Contractor relationship and for the period specified in the applicable Independent Contractor Agreement, Contractors must not, except with written authorization from Ultimate Santa:
· Solicit Ultimate Santa clients for competing services.
· Redirect Ultimate Santa clients to themselves or another provider.
· Encourage clients to cancel or reduce services booked through Ultimate Santa.
· Distribute personal business cards or promotional materials at Ultimate Santa engagements.
· Promote independent services during Ultimate Santa engagements.
· Use confidential client information obtained through Ultimate Santa to pursue independent business.
Contractors must not use Ultimate Santa client relationships or confidential information to circumvent the company.
7.3 Independent Business Activities
Contractors may operate their own businesses and accept independent work, subject to their Independent Contractor Agreement and obligations regarding confidential information, client relationships, branding and accepted Ultimate Santa engagements.
· Represent an independent booking as being affiliated with Ultimate Santa.
· Use Ultimate Santa branding for independent bookings.
· Use company-owned costumes, scripts, photographs, documents, training resources or marketing materials without authorization.
· Interfere with an active Ultimate Santa client relationship.
7.4 Confidentiality
Confidential information may include:
· Client names and contact information
· Event details
· Pricing structures
· Contractor information
· Contracts
· Internal documents
· Training materials
· Marketing strategies
· Business processes
· Performance scripts and proprietary materials
Confidential information must not be copied, shared, published or used for purposes unrelated to authorized Ultimate Santa services. Confidentiality obligations continue after the Contractor relationship ends.
7.5 Breaches
A breach of client protection, confidentiality or contractual obligations may result in removal from the Contractor roster, termination of future booking opportunities and any remedies available under the applicable Independent Contractor Agreement or law.
8. Client Communication
When instructed to do so, Contractors are responsible for contacting the designated client contact approximately one week before the event.
The purpose of this communication is to confirm operational details such as:
· Event address
· Scheduled arrival and performance time
· Parking
· Entrance location
· On-site contact
· Accessibility considerations
· Relevant event instructions
Contractors must not use this communication to:
· Renegotiate pricing.
· Sell additional services.
· Promote independent services.
· Discuss internal company matters.
· Change contracted services without approval.
Questions involving pricing, contracts, complaints, refunds or significant booking changes should be directed to Ultimate Santa.
9. Communication With Ultimate Santa
Contractors are responsible for maintaining current contact information with Ultimate Santa.
· Email address
· Mobile phone number
· Emergency contact
· Relevant availability information
Contractors are expected to monitor booking-related communications when they have active engagements and respond within a reasonable timeframe.
If availability changes after accepting a booking, Ultimate Santa must be notified promptly.
Contractors are not expected to remain continuously available and may decline future booking opportunities.
10. Costume, Grooming & Presentation Standards
The quality of our performers and presentation is an important part of the Ultimate Santa experience. Contractors must arrive fully prepared and event-ready.
· Costumes must meet Ultimate Santa standards.
· Costumes must be clean and in good repair.
· Clothing and footwear must be appropriate for the character, venue and weather.
· Wigs, beards, hair, makeup and grooming must be clean and professionally presented.
· Modern accessories or personal items that unnecessarily break character should not be visible while performing.
· Costume changes or substitutions that materially affect the approved character appearance should be discussed with Ultimate Santa in advance.
Character performers are expected to maintain character while visible to guests whenever reasonably practical.
Contractors using their own costumes are responsible for maintaining them. Company-owned costumes, props and accessories must be handled carefully and returned as requested.
11. Company Property & Equipment
Ultimate Santa may provide Contractors with costumes, props, equipment, signage, keys, documents, marketing materials or other company property.
· Remains the property of Ultimate Santa.
· Must be used only for authorized purposes.
· Must not be used for independent bookings without written authorization.
· Must be stored and handled responsibly.
· Must be returned promptly when requested.
Loss, theft or damage must be reported to Ultimate Santa as soon as possible.
12. Compensation & Payment
Contractors must invoice Ultimate Santa for services rendered when required.
Payment is generally issued by e-transfer twice monthly, on the 15th and the last day of each month, unless otherwise agreed.
Contractors are responsible for their own tax and statutory obligations associated with their business.
Compensation for individual engagements will be communicated when the booking is offered or otherwise agreed between Ultimate Santa and the Contractor.
Any issue involving client refunds, service failures, damages or compensation adjustments will be reviewed based on the circumstances and the applicable Independent Contractor Agreement.
Contractors may not collect additional payment, gratuities represented as required fees, or service charges directly from an Ultimate Santa client unless authorized.
13. Intoxication & Substance Policy
Ultimate Santa maintains a zero-tolerance policy for impairment during engagements.
· Consume alcohol or impairing drugs immediately before or during an event.
· Attend or perform an event while impaired.
· Possess or use illegal substances while performing Ultimate Santa services.
Prescription or over-the-counter medication that may cause impairment should be managed responsibly so the Contractor can safely perform their duties.
A Contractor who appears impaired may be removed from the event. Serious violations may result in immediate termination of future booking opportunities.
14. Safeguarding & Child Protection
Because many Ultimate Santa Contractors work directly with children, safeguarding is a fundamental requirement.
14.1 Police Information Check & Vulnerable Sector Check
Contractors working at events involving minors must maintain the screening documentation required by Ultimate Santa, which may include:
· Police Information Check
· Vulnerable Sector Check
Required documentation must be provided before performing applicable engagements.
Police Information Checks and Vulnerable Sector Checks must be renewed at minimum every two years, or more frequently if required by Ultimate Santa, a client, venue or applicable law.
During an intervening season when a new check is not required, Contractors may be required to complete an annual declaration confirming that there have been no changes that would affect their suitability to work with children.
Contractors must promptly disclose to Ultimate Santa any relevant change that may affect their suitability or eligibility to perform services involving children.
14.2 Duty to Report
Contractors must comply with applicable child-protection reporting obligations. Where a Contractor has reasonable grounds to believe that a child may be in need of protection, the Contractor must prioritize the child's immediate safety and make any report required by law. Ultimate Santa management should also be notified as soon as reasonably possible, provided doing so does not delay or replace any legally required report.
14.3 Appropriate Conduct With Children
· Maintain appropriate physical and professional boundaries.
· Keep interactions visible and appropriate to the event environment.
· Avoid unnecessary isolated one-on-one situations with minors.
· Follow parent, guardian and event requirements regarding physical interaction.
· Never exchange personal contact information with minors.
· Never initiate private communication with minors.
· Never transport a child in a personal vehicle as part of an Ultimate Santa engagement unless specifically authorized for a legitimate emergency and consistent with applicable law.
· Never take personal photographs or videos of children.
Any behaviour or situation that causes safeguarding concern must be reported to Ultimate Santa management.
14.4 Photography & Social Media
Contractors must not take photographs or videos of children on personal devices for personal use.
Images or videos containing identifiable children must not be posted to personal social media unless their use has been specifically authorized through the appropriate consent process and approved by Ultimate Santa.
Content created specifically for Ultimate Santa marketing must follow company instructions and applicable consent requirements.
15. Harassment, Violence & Respectful Conduct
Ultimate Santa expects a professional and respectful environment.
Harassment, discrimination, threatening behaviour, bullying, violence or inappropriate conduct toward clients, children, guests, Contractors, venue staff or Ultimate Santa representatives will not be tolerated.
This standard applies to Contractors and to the environments in which Contractors are expected to perform.
Contractors should report concerning behaviour to Ultimate Santa.
A Contractor is not expected to remain in a situation where they reasonably believe their safety is at risk.
Immediate threats should be handled by prioritizing personal safety and contacting appropriate emergency or venue personnel where necessary.
16. Occupational Health & Safety
Contractors are expected to comply with applicable health and safety requirements and perform their services safely.
· Working safely.
· Reporting known hazards.
· Wearing appropriate clothing and footwear for the event, venue and weather conditions, particularly during outdoor events.
· Ensuring costumes do not create unnecessary safety risks.
· Managing hydration, temperature and physical demands while in costume.
· Following reasonable venue safety requirements.
· Reporting injuries and safety incidents promptly.
A Contractor should not continue an activity they reasonably believe creates an immediate and serious safety risk.
17. Working Alone & Home Visit Safety
Some Ultimate Santa engagements, particularly home visits, may involve Contractors travelling or arriving independently.
· Ensure they have the confirmed event address and contact information before departure.
· Carry a functioning mobile phone.
· Follow any check-in or check-out procedures established by Ultimate Santa.
· Remain aware of entrances, exits, animals, weather conditions and other potential hazards.
· Contact Ultimate Santa if an event environment is materially different from what was booked or appears unsafe.
Contractors are not expected to remain at an event where they reasonably believe their personal safety is at risk.
In an immediate emergency, Contractors should prioritize safety and contact emergency services where appropriate.
18. Weather & Outdoor Events
Alberta weather can change quickly, and Contractors must prepare appropriately for outdoor engagements.
· Reviewing the event location and conditions.
· Wearing appropriate footwear and layers.
· Protecting costume pieces and equipment where reasonably possible.
· Exercising appropriate caution around ice, snow, extreme temperatures and hazardous conditions.
Where travel or event conditions become unsafe, the Contractor must contact Ultimate Santa as soon as possible.
Contractors must not independently promise a refund, cancellation, credit or rescheduled event to the client. Ultimate Santa will determine client arrangements.
19. Incident & Complaint Reporting
Contractors must promptly report significant incidents occurring during an Ultimate Santa engagement.
· Injury or medical emergency
· Client complaint
· Property damage
· Safeguarding concern
· Harassment or violence
· Unsafe conditions
· Conflict with guests or venue personnel
· Police, security or emergency-service involvement
· Significant service failure
· Lost or damaged company property
· Any incident reasonably likely to result in a complaint, insurance claim or reputational concern
Contractors may be required to complete an incident report.
Contractors must not admit legal liability, negotiate compensation, promise refunds or resolve financial disputes on behalf of Ultimate Santa unless authorized.
20. Emergency Procedures
1. Prioritize immediate personal and guest safety.
2. Contact emergency services where appropriate.
3. Follow venue emergency procedures.
4. Notify Ultimate Santa management as soon as reasonably possible.
5. Document the incident when requested.
Contractors are not expected to provide medical treatment beyond their training or qualifications.
21. Insurance & Liability
Ultimate Santa maintains Commercial General Liability Insurance for approved company activities, subject to the terms, conditions, limits and exclusions of the applicable insurance policy.
Contractors should not assume that every activity or circumstance is insured simply because an event was booked through Ultimate Santa.
Coverage, where applicable, is subject to the insurer's policy and may depend on the nature of the activity, timing, circumstances and scope of the Contractor's authorized duties.
Ultimate Santa's insurance does not extend to a Contractor's independent business activities or independent bookings unless expressly covered.
· Their independent business activities.
· Personal equipment.
· Independent bookings not arranged through Ultimate Santa.
· Conduct outside the scope of authorized Ultimate Santa services.
Contractors are encouraged to maintain appropriate insurance for their own independent business activities.
Any incident that could potentially result in an insurance claim must be reported promptly.
22. Social Media & Brand Representation
Contractors are encouraged to be proud of their work with Ultimate Santa while respecting client privacy, safeguarding requirements and company branding.
· Create accounts that could reasonably be mistaken for official Ultimate Santa accounts.
· Use Ultimate Santa logos or branding for independent commercial purposes without authorization.
· Present independent services as being provided by or endorsed by Ultimate Santa.
· Publish confidential client or company information.
· Post content from private events without appropriate permission.
· Use images of children contrary to the photography and safeguarding policies in this handbook.
Contractors may share approved Ultimate Santa content in accordance with company instructions.
23. Intellectual Property & Proprietary Materials
Ultimate Santa invests in the creation of training, branding, marketing and performance resources.
Unless otherwise agreed in writing, company-provided materials remain the property of Ultimate Santa.
· Training materials
· Manuals
· Scripts
· Character resources
· Client documents
· Forms
· Templates
· Marketing materials
· Brand assets
· Internal processes
· Company-produced promotional content
Contractors must not reproduce, sell, distribute or use proprietary Ultimate Santa materials for unrelated commercial purposes without authorization.
24. Accessibility, Inclusion & Guest Experience
Ultimate Santa is committed to creating welcoming experiences for families and guests.
Contractors are expected to treat guests respectfully regardless of disability, age, culture, race, gender, family structure, language or other personal characteristics protected by applicable law.
Contractors should make reasonable adjustments to their interaction style when appropriate and practical, including for guests who may:
· Require additional time.
· Prefer reduced physical interaction.
· Communicate differently.
· Have sensory sensitivities.
· Use mobility or communication devices.
The goal is to provide every guest with a respectful, safe and positive experience.
25. Role Descriptions & Performance Standards
Specific event instructions may vary. The following describes general expectations.
25.1 Santa Claus Performer
Provide a premium, immersive Santa experience aligned with Ultimate Santa standards.
· Remain in character while visible to guests.
· Deliver warm, age-appropriate interactions.
· Pose for photographs.
· Lead storytelling or group engagement when required.
· Follow event timelines and instructions.
· Maintain professional character presentation.
Key requirements include a high-quality approved costume, clean professional grooming, strong communication and improvisational skills, and the ability to adapt interactions appropriately for different ages and circumstances.
25.2 Mrs. Claus Performer
· Remain in character while visible to guests.
· Deliver warm, age-appropriate interactions.
· Assist with guest engagement and crowd flow.
· Read stories when requested.
· Support photography sessions.
· Pose for photographs.
· Follow event timelines.
25.3 Elf Performer
· Guest interaction.
· Line and crowd engagement when requested.
· Lead games or activities when required.
· Maintain an animated character presence.
· Remain in character while visible to guests.
· Provide age-appropriate interactions.
· Pose for photographs.
· Follow event timelines.
25.4 Grinch Impersonator
· Deliver playful and mischievous entertainment appropriate to the event.
· Engage guests through comedy and improvisation.
· Adapt performance intensity for younger, nervous or sensitive children.
· Remain in character while visible to guests.
· Pose for photographs.
· Follow event timelines.
25.5 Balloon Twister
· Create appropriate balloon designs.
· Manage guest flow.
· Maintain awareness of latex-related safety considerations.
· Keep supplies and work areas organized.
· Follow event timelines.
25.6 Face Painter
· Use products appropriate for cosmetic use.
· Follow sanitation procedures.
· Maintain clean tools and supplies.
· Decline application where doing so is reasonably necessary for hygiene or safety.
· Follow event timelines.
25.7 Glitter Tattoo Artist
· Use cosmetic-appropriate products.
· Maintain hygiene standards.
· Keep tools and supplies clean.
· Provide appropriate aftercare information where needed.
· Follow event timelines.
25.8 Event Photographer
· Coordinate with performers and event representatives.
· Follow event photography requirements.
· Respect privacy and consent.
· Follow safeguarding requirements involving minors.
· Protect client imagery and information appropriately.
· Follow event timelines.
26. Universal Performance Standards
· Arrive on time and fully prepared.
· Maintain character integrity where applicable.
· Provide respectful, inclusive and age-appropriate service.
· Follow safeguarding requirements.
· Follow event and safety instructions.
· Maintain professional presentation.
· Protect client privacy.
· Communicate concerns promptly.
· Represent Ultimate Santa positively while providing contracted services.
Failure to meet performance standards may affect future booking opportunities.
Serious misconduct, safeguarding breaches or safety concerns may result in immediate removal from an event or the Contractor roster.
27. Ending the Contractor Relationship
Either party may choose not to continue the Contractor relationship, subject to any obligations relating to already accepted engagements and the Independent Contractor Agreement.
Ultimate Santa may immediately remove a Contractor from an engagement or discontinue future booking opportunities where circumstances include:
· Serious policy violations
· Safeguarding breaches
· Harassment or violence
· Intoxication or impairment
· Serious misconduct
· Repeated performance issues
· Significant client complaints
· Confidentiality breaches
· Misuse of company or client information
· Failure to honour confirmed engagements
· Conduct creating significant safety or reputational concerns
Contractors may decline future booking opportunities at their discretion.
Ending the Contractor relationship does not eliminate continuing obligations relating to confidentiality, company property, intellectual property or other obligations that survive under the Independent Contractor Agreement.
28. Handbook Updates
Ultimate Santa may update this handbook as policies, operations, legal requirements or company standards evolve.
Contractors will be advised when material updates are made.
The current version of the handbook available through the Ultimate Santa Team Portal will be considered the current operating version.
Changes to this handbook do not replace or amend the terms of an Independent Contractor Agreement unless expressly stated and agreed where required.
HANDBOOK ACKNOWLEDGEMENT
All Ultimate Santa Independent Contractors are required to review and acknowledge the current Independent Contractor Handbook before accepting bookings for the 2026 season.
By submitting the acknowledgement below, you confirm that you have received access to and reviewed the current handbook and agree to follow the applicable policies and standards while providing services through Ultimate Santa.