Here are a few things to keep in mind when hosting a swap:
-- Before starting a new swap, check the forum to see how many others are going. If there are already 3 or more, you may want to hold off until there’s a break in swaps. Or drop me a note to see what’s happening elsewhere on the site or coming up on the calendar that may hinder your swap from being a success. If there’s too many things going on at one time you may not get as much participation as you hoped for.
-- As a swap host/hostess you are expected to keep your participant’s addresses and/or phone information confidential. Do not share it with any other CHW members without first getting permission from the individual! Never under any circumstances post your contact information online. When it comes time for sending the mailing info to your swap participants do it via PMs or Email.
-- Before hosting your first swap decide ahead of time a few things:
- what type of swap you want to host (1-2-1, round robin, or group swap)
- what type of items you want to swap
- how big of a group you can handle (keep your first one small)
- mailing dates (keep holidays in mind and distances between countries too)
- postage and packaging requirements you’ll have (envelope sizes, etc.)
--Once you’ve decided to host your swap and determined the above information you’ll need to post a “Swap Announcement” message. Be sure to include in it:
- What’s being swapped – be specific
- How many and what size
- Is there any sort or supply that’s not welcomed?
- Mention any specific envelope and postage requirements you have
- Set your due date for sign ups and for mailing in projects
*** You can use our past swap announcements as an example of what our members are accustomed to seeing included in the announcements. TIP: Use your copy and paste function to easily repeat the same type announcement for your swap.
-- Then start signing folks up and as they do, print out each persons email. Place these in a file folder just for this swap!! Even if you have a computer crash or other emergency, you will have the paper record. This is also a handy place to keep their postal addresses and their envelopes when they send them in too.
-- As swaps come in, email the sender to confirm the arrival. For longer running swaps keep everyone informed at intervals through the swap. Reminding them of the due dates on a weekly basis if necessary.
-- Consider using the bin system. For each swap you host have a separate bin. Label the bins. As the swaps come in to you, check them off the list and put them in the bin.
-- After all your swappers mail in their items you separate the packages and re-package each item so every swapper receives all the swap items they are supposed to receive. (One from each of the other swappers in the group.) When the packages are prepared you need to mail them back out to the swappers in a timely manner, and then follow up to see that everyone received their swapped items okay. It usually takes about 10-14 days for everyone to receive their items back.
-- Once you know all your swap items have been delivered, contact one of our site administrators and let them know so they can close out/archive your swap forum info. This helps keep our forum streamlined and the server load mimimal. (That's techno-geek talk for "it saves us $$$" )
-- It’s very important that you swap all your swaps out in a timely manner. If you are waiting on "one more swapper", let the WHOLE list of participants know so they do not worry. Don’t wait more than 7 days past the due date to send all swaps out unless all the swappers have agreed ahead of time to do that.
-- Send out the swaps yourself. Then you know it got done. This is your responsibility. Don't let your husband, your sister, your neighbor, or co-worker mail them. Unless there’s an emergency or you have a physical disability that prevents you from accomplishing this… do it yourself.
-- The minute any problems develop that keep you from fulfilling your duty, it is your responsibility to notify each swap participant immediately! But if you’ve done all those little things mentioned above, then this is made easier. The only good excuse for bailing as a host on a swap is a DIRE emergency or severe illness. Even then, you should send ALL kits back within a month or get a trusted scrapping friend to take it over for you and apologize publicly.
-- If you have a problem with someone for some reason, email them directly first. Then look them up and CALL them by phone if you need to. If both of those do not work, then ask generically and NICELY on the lists where that person is at...someone else may know.
-- Thank everyone for participating. You can send a little note or goodie (like a sticker module) if you want to... At the least, send an email thank you or a written note with the envy itself.
-- Have fun!