People say I must be really organized to host swaps. Well, I'm not really, so I have to be extra diligent not to screw it up. Here are some guidelines I have come up with for myself to pull it all off.
If you are ever going to host a swap, maybe this will help.
- First, I come up with a button that is eye catching and gets the theme across.
- Next I write out all the rules, dates, etc and link the button to that post so that people can refer back for details.
- When I set my fees, I keep in mind supplies as well as postage.
- In the rules, I ask everyone to print their name and address on a separate piece of paper to send along with the tags.
- I try to have all of this in place before I announce the swap. Then, I set up a flickr group for the swappers to show their work, and make up a few sample tags to show on my blog.
- During sign up time, I search for my charms to add to the books, shop for ribbon and order padded envelopes.
- Then, I start mass producing the covers. Don't take on more swappers than you can handle, over 100 really takes some time, and makes my 1000 sq ft studio seem full!
I have found that its better to wait for the majority of the tags to arrive before opening the packages. As I open them, I cross each name off of a list of swappers that I printed out.
Since I get so many packages, I don't check them off as they come in, only as I open them. With 75-100 packages, I try to streamline and not duplicate steps.
Each swapper was asked to include their name and address on a separate piece of paper. As I unpack the tags, I lay each stack on top of the address of the artist.
If the sender forgot to include this, I have a pair of scissors or an exacto blade handy to cut the return address out of the envelope.
It can take a LOT of space to set them all out at once, but it is the best way to work. I like to be able to see all the tags to chose the ones that go together nicely together for the books.
I have a big tub set to one side to hold the empty packages, envelopes, and tissue paper that I will recycle into wrapping packages that I mail from my shop. Another big tub is out for paper that goes to the regular recycle bin, and a trash can sits next to that.
An open box sits on the table to collect the fees.
After laying them all out, I start with one corner of the table and pull out a name and address from the first pile.
I mark that name off of the list of swappers, and pull together 6 tags that coordinate well.
There is always such a variety of tags, that it is usually pretty easy to pick out 6 that go well together.
Now, I don't go for "Matching", just for a pleasant mix. I might chose them for a similar feel, color, tone, or style- different reasons. Just a group that I like to see together.
I try to go for a balance in each book. The first tag I choose is a heavier or bigger one for the back, and I build from that. I try to save the larger tags for the back pages, and then have a mix of sizes throughout the rest of the book.
Of course, the easy way to do it would be to just open packages as they come in, and start making books up a few at a time, with the first 6 people just swapping with each other. But that doesn't work for me, I prefer making up books with variety.
If I did it the easy way, I might end up with something like this- multiples of the same image used by different artists, and one color that stands out too much. This photo is an example of the wrong way to put the artwork together.
Now, my plans don't always work out perfect, but I sure try to make sure all the books are attractive. And with so much great talent out there to work with, the swappers make it easy for me. I don't think I could put together a book that someone wouldn't be happy with, the tags are all such fun.
Towards the end, stragglers come in past the due date, but I fit them into the mix as they arrive. I've never hosted a swap where everyone is on time… or everyone sends their tags. Things come up, people drop out. That is one reason why it is so nice to do this type of swap, if someone drops out, it doesn't affect the other players at all. Anyone who sends in 6 gets 6 back, simple as that.
After stacking a group of six tags together for maybe 6 or 7 of the addresses, I'll take them over to my desk to finish.
Each gets a cover that I made, color copied onto cardstock, then hand embellished with inks.
They are tied up with a ribbon that suits the theme of the swap.
And each book is finished with a charm that I've prepared for it.
I've always been big on recycling, and usually reuse my padded envelopes, but for a swap, I always order a fresh case of bubble mailers.
I keep a punch on the table for the tags that didn't get holes from their creator, or whose holes are too small. Scissors to cut ribbon, and glue to repair things that might have come loose while in the mail to me.
Each book is wrapped in a page from the book that inspired the swap (if applicable, like the Alice and Dorothy swaps that I did). Then it is slid into the padded envelope and the address is lightly taped to the package.
After I get a full crate of books, I take the box to my computer table, get out the postal scale and weigh each one, and write the weight on the package. The weight can vary according to the tags inside.
After a big batch is weighed, I'll make Pay Pal labels for the US participants and fill out custom forms for the International artists.
Then, back to the big table of tags to make up more books! This is why not everyone gets their book at the same time, I send them out as I get them made. And it can take a week or so to get them all mailed.
When they are all sent off, my studio feels empty. Its been such fun to have the colorful display of art from all around the world spread out from one end of the room to the other. Like my own private gallery!
Thanks to all of you who have ever been in one of my swaps. Its a labor of love for me! I appreciate you joining in on the fun.
