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How do I post a swap? Identify the number of cards participants must do, the deadline and any special rules, such as a specific set used or style of cards.
Make your expectations clear. Specify whether you expect card fronts only, full cards, trading cards, etc.; otherwise, be prepared to accept what they send. Also, don't change your rules in the middle of the game. How many cards should I ask for? First off, choose an amount and stick to it. Common amounts are 5, 10, 15 or 20, followed by a +1. The extra card is for the hostess as "payment" for hosting the swap.
Consider how many people you can expect to join. Keep in mind that the more specific the swap, the fewer the people who will be interested. One suggestion in this case is to have everyone send in 2 different sets of 5+1 each; thay way the payoff is still 10 new cards.
If you are unsure how many will join, set the amount at all+1 and post the final number at a later date (but don't wait too long -- some people like to start early!).
Also consider how many cards you think you can handle. I would suggest starting with 10+1 until you have a pretty good system.
How many people should I allow to join? The ideal swap has everyone doing the same amount, and one more person than the number of cards. For example, if you do a 10+1 and have 10 people, then everyone will get back one of their own cards.
However, very few swaps ever turn out to be ideal -- people invariably drop out at the last minute. To make sure people don't get back their own cards, I typically will allow a handful of extras in my swaps. When do I want the cards to arrive? There are two different types of deadlines -- a postmark date and a due date.
Some hostesses prefer a postmark deadline, a cut-off date for people to send swaps in. They allow a certain number of days for cards to arrive before sorting and returning.
Others prefer a due date, the date on which they are going to swap whatever has arrived, and anything arriving after that date is sent back unopened. They give the swapper the responsibility of choosing the postmark date.
Either way, plan your deadline so you are sorting on a day that is convenient for you.
What kind of a theme should I set? Choose a theme that is broad enough to draw participants. Decide what type of samples you need and see if you can organize it into a broader theme.
For example, a set-based theme limits your potential swappers to those who have that set. If that's what you want to see, and you don't mind swapping fewer cards, that's fine. However, in some cases, a particular stamp set is a good idea if it is a popular new set or one offered in the demo starter kits (and therefore higher probability it will remain in the next catty... or alot of demos will likely own the set)
However, if you want a larger swap, choose a more flexible theme so more people can join in.
A word of advice -- stay away from swaps that rely heavily on people following through on time. An example of this is a month- or color- specific swap. As mentioned, you will typically lose a participant or two. Try to plan your swaps so that loss doesn't leave big holes in the final product.
How do I get people to participate?
People sign up if your swap is unique or hasn't been done recently, for example, the first Easter, Christmas, Mother's Day, etc. swap of the year. But don't limit the theme too much, such as for a specific set, because not too many people may have that set.
Another suggestion is to go with a theme that builds business. Themes that build on specific types of product or techniques encourage demos to join because they will have something new to tempt their customers with!
Also, people will join swaps that have simple and clear rules. Be as specific as possible when posting a swap proposal. Label it as a swap proposal in the subject line. When you have enough participants in your swap post an official swap invitation. Some will only join a swap after it has gone into official status and will immediately start their swap entries. Give a sign-up deadline. Give a mailing due date. Give an approximate return mail date. Be specific with All SU! products including cardstock and inks. Embellishments that are not SU!'s are acceptable as long as they are readily available.
People look for hostesses that have a reputation for frequent communication with players and follow up. Post your swap proposal daily listing who has joined. Often people will join a swap based on who is participating. If they see the name of someone whose stamping style they like, they join just to get a sample of their work. After the sign up date passes, send weekly updates to all players until the swap is mailed out.
Some swaps get more participation because the hostess is someone they have done a swap with before and it was successful. Some people host the same swap every year and people who have done it before want to do it again.
Sometimes it is just timing: there aren't many other swaps posted and people are looking for one to join. When there are a lot of swaps going on at once, there will be fewer players per swap and probably more people dropping out because they overextended themselves.
Another point of view--join swaps before posting your own. A lot of established swappers do not join a swap of someone they are unfamiliar with. Swapping costs a lot of money. Both in SU! products used and mailing to and from the hostess. A demo is more likely and more willing to join a swap posted from someone who they recognize from postings on the boards than someone who is a lurker and only reads emails. It just seems more friendly and builds a bond or trust between us.
What happens if people don't send their cards in on time? Be prepared to be firm on your deadline -- if cards arrive late, send them back. They knew what the deadline was when they signed up.
But also, be reasonable -- we have all had something come up where we were running late on a deadline. Even as a hostess.
What is the most important thing for me to do? Keep in touch with your swappers. I send out a message of some sort every 5 or 6 days until the week of the due date, when I start to send about every other day. Sending those updates and reminders becomes extremely important for the success of your swap!!!!
You want to stick in their inboxes and their heads so they don't forget about your swap. You also want to let them know when their cards arrive and when they are sent back out.
ALWAYS include your home address at the bottom of your reminders. People lose that stuff. Also, put the amount of cards they have to make in EVERY e-mail. This way people can't say they didnt get an update of the new number needed.
Make a DISTRIBUTION list. Every e-mail program is different, but it can be done. Don't just post to the lists; some people are on no mail or digest and will MISS the updates and you don't want to leave anyone out. E-mail the people individually when you receive their swap in the mail just to let them know, or send an update to the group of what has been received or mailed.
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