Hosting a Swap:
So how do you plan & host a successful swap? Who can host? Where do the ideas come from? What are the “rules”?
Who Can Host: Any member in good standing can host a swap. All you need is a good idea & the time to organize it. It does take commitment and time. You are responsible for the good experience others have during the swap and want to assure each person receives their package. Organization helps. =)
Where do the Ideas Come From?: From the swap host & the members.
What About My Idea?: I do ask that you contact me
before opening your swap. If everyone does this I will be able to tell you how many other swaps are scheduled during your time frame and if someone else is already working on that particular swap idea.
Tips:
Sign Up Threads: Please only have ONE thread for sign ups and do avoid "pre-signups". It really does get confusing! It is fine to open a promo thread before your swap begins.
Page 1:It makes it so much easier for your swappers (& me) if you have all info pertaining to your swap on page 1. Things to include are:
1) item(s) to be swapped
2) budget (NOT including postage)
3) all dates & deadlines to be followed
4) the partner list
5) a link to the forum swap policies (this thread)
The matched partner list should be on page 1 and the list be edited as the swap progresses. Remember most readers are not going to go through the whole thread. Clearly marking international swap partners with a {I} will help. Also, a reminder to post as packages are received helps you in closing out the swap.
Closed: Please edit your first post & insert CLOSED into the title of the thread after the sign up period is over. It prevents a lot of confusion.
Edit Thread Title: Please edit your thread titles as your swap progresses. This includes 1) Sign Up, 2) Closed, 3) The Ship by Date, and 4) Completed.
Matching Partners: To make it easier for partners to contact each other, it is helpful if at least one of them has premium membership. Pairing two non premium members results in extra work for the host or having to post email addys in the thread.
Questionnaires: Are optional and up to the swap host, but have proved helpful in matching partners.
Rules & Deadlines: These are set by the individual swap hosts. Some swap hosts prefer to limit the numbers of swappers for example. That is up to the swap host. However once a deadline has been set it cannot be changed or adjusted.
BAD SWAPPER LIST:
This is not fun, but we hope to prevent people being repeatedly burned by a bad swapper.
If a member signs up for a swap they are expected to follow through. I look for the swap hosts to inform me if they have a swap uncompleted. I will then contact the member and do what I can to help. If a name is placed on the bad swapper list
the member is ineligible to participate in future swaps and events in this forum until the situation is resolved. The purpose is not public embarrassment, but to get swaps completed. I do go through the sign up before partners are announced and inform the host if someone is on the list.
Swap Promotion: Your swap will be posted on the monthly calendar as soon as I know about it. (I will not reveal the details until you announce the swap yourself.) Also it might be helpful to post a link to your swap in CC the first few days of sign up & the last few days. If you choose to do this I recommend just posting a link so you are not having to watch sign up in 2 threads.
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The following was written by
Bert's Kitchen Witch during our recent swap host discussions. I thought it would be nice to share it here.
What is expected from a swap host?
1. It is a Swap Host's responsibility to be fully aware of the Forum Terms and Conditions of a Swap. And to list them CLEARLY on his/her sign up page.
2. It is a Swap Host's responsibility to make each and every
participant feel welcomed and appreciated.
3. It is a Swap Host's responsibility to match partners clearly, and keep up with the participants posts regarding their contact with each other.
4.It is a Swap Host's responsibility to encourage clear and consistent communication between partners. It is NOT a Swap Host's responsibility to go too far out of their way to "chase down" unresponsive participants
5. It is a Swap Hosts responsibility to set a CLEAR guideline for spending amounts for the Swap. It is NOT the Swap Hosts responsibility to make sure each participant follows the guideline exactly.
6.It is a Swap Host's responsibility to be CLEAR about the subject of the swap, and give examples of appropriate swap items. It is NOT a Swap Host's responsibility if participants do not send the appropriate items or if someone is unhappy with their "gift".
7.It is a Swap Host's responsibility to set a CLEAR deadline for packages to be mailed.
8.It is a Swap Host's responsibility to monitor her thread for updates on communication, mailings, and receipt of swap packages.
9.It is a Swap Host's responsibility to update and list that
information in a timely manner.
10. It is a Swap Host's responsibility to follow through on the swap until completion, and post such information.
It is NOT a Swap Host's fault that some participants never follow through, all the Host can do is stay in touch with the "injured" party of the swap, and express their concern and sorrow that the participant had to experience such.
11. It is the Swap Host's responsibility to keep Susie D. or the current Contest & Events Forum Hosts informed of any "negative" posts and/or events occurring in the swap, so that they are aware of the problem occurring.
12. It is a Swap Host's responsibility to encourage participants to "play nice", and follow the rules.
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Swaps & Swap Hosting Tips has more information & tips from past hosts on how to put together a swap if you are interested in hosting.
Susie D
ABC Swap
Charishma_Ramchandani
Coffee lover
Charlotte J
babyiguana
I'mPat
