What is a swap?
The swaps we do on this board are mostly swaps for quilting squares or for specific handmade items. There are some other swaps posted every so often as well, such as themes, sewing items, etc. . The details of the swaps will be explained in the OP of that particular thread.
A swap is a group of people each crafting a set of items (one for every person in the swap) based in a set theme. For example, if you are signing up for a gift bag swap, you may want to choose to make purple bags. Most swaps have 7 people per group, which means you will be sending the swap hostess 6 purple bags. Swaps for quilt squares will have *usually* space for 30 swappers. Please be sure to send them off to the swap hostess on or before the mailing deadline. The swap hostess will then collect all the packages, divide everything up, post shipping totals and then send out a package to each swapper, with one item from each swapper included.
Who can participate in swaps?
You must have been an member of Amitymama.com for at LEAST 6 months and have a minimum of 100 posts. You also must have no unresolved negative feedback in the sewing feedback forum. This is an absolute.
How do I sign up for a swap?
When a new swap thread is posted, post to the list to say you are interested. You can also post ideas as to what you think you will be making/fabric type you will be sending. If the group fills up before you are able to join, feel free to post to the list anyway to say you are interested in either filling a spot of someone drops out or asking if there is enough interest to start another group. The swap hostess may choose to start a new group, have someone else start a new group or start a waiting list for when someone drops out. Once you do sign up, please PM the hostess with your name, address and email address if you haven't done so already, so that it is available to her when she is ready to ship out.
I am signed up, now what?
Post to the thread with your ideas on what you are making. If you need some ideas, just ask! Swaps are a great way to get yourself to try new materials and techniques, so once you are comfortable in the swaps, you may want to start sewing in areas out of your current comfort zone. Once you are finished with your items (remember, you are making one item for each person in the swap), get them ready for shipping. Please label each item you are sending with your name. Or in the case squares, you may label each square, or the bag your square set is in. Some swap hostesses prefer you wait until near the ship date to mail your packages, some don’t mind having packages months/weeks early. If you finish early and want to send early, just check with your hostess to see if that’s ok. Each swap has a mailing deadline and needs to be shipped on or before that day. Please PM your swap hostess for her mailing address. If you are going to be shipping a day or two late, please notify everyone on the thread. If you are shipping after the swap deadline, please be sure to give a Delivery Confirmation number purchased *AT THE POST OFFICE* to the swap hostess. If you do not have your swap items shipped by 5 days after the swap deadline, you will need to mail to each person individually at your expense. The swap hostess will hold your other swap items until you have done this. As far as shipping, you can either send money or a postage paid envelope for shipping with your swap package (it would have to be an estimate since each swap is different unless you are choosing flat rate priority)or you can wait until the hostess calls for shipping (when she posts totals) and send her the money via paypal. PLEASE NOTE THAT THE HOSTESS *Can not* be held responsible for lost items when DC was not purchased. This is *not* a necessity, and generally is NOT needed, but if you fear that a package may be lost in the mail, it is a protection for you. Also, please, as a *hostess* keep in mind that this may be something that a participant may require (of course at their expense) and you need to be in a position to get DC at the post office -so that it is trackable. If you feel that you can not do this/won’t do this, you may want to reconsider hosting a swap. It’s extra work, but it’s a protection for all involved to enable this option.
What type of items or fabrics can I send?
Anything related to the theme for that particular swap. Please consider the theme of the swap and send something that really reflects that. This is what makes themed swaps so fun!
What do I do to prepare my items to be shipped?
Please label each individual swap item with the swap name and group, your name and the person it is intended to go to. In the case of shipping squares, please put each group of squares in a large ziploc bag. Labeling with the recipient's name makes it easier for the organizer to know at a glance which items need to be shipped back to the maker in the event of someone dropping out of the swap in the case of smaller swaps (ie. Needlebook swap, pincushion swap, etc. where there are smaller groups). Please be sure to package your items in such a way that they will not be damaged in shipping.
What is the value for swap items?
Value is a very hard thing to place. You should be sending something that you have put time and effort into, not something you threw together at the last moment, kwim? You should send an item that you would be overjoyed to receive as well A general guideline would be a minimum of $7 value (most of the times it is higher). For quilt square swaps, this is less applicable...as it’s generally a matter of just buying a yard + of fabric.
What if I need to drop out?
If you have to drop out of a swap, please post to the thread as soon as you can. It's not fair to the other swappers to drop out at the last moment. That said, there are extreme cases when someone may have to drop out at the last moment, and everyone will try to understand (just try not to make it a habit ). Please let everyone know asap. If you drop out 2 weeks before the ship date, there will be no repercussions. If you drop WITHIN 2 weeks of the ship date, you will get a negative tally feedback for dropping. If you drop within 1 week of the shipping date you will receive negative tally feedback as well as be restricted from participating in swaps for 30 days after two occurrences. If you drop *AFTER* the shipping deadline in 2 occurrences you will receive a negative tally and you will be placed on a 30 day restriction. If you do not fulfill your swap obligation without explanation you will receive a negative tally feedback as well as be placed on an immediate 30 day restriction from participating in swaps, while you organize your life/obligations into a way that will allow you to complete swaps . “I’m just too busy” or “Surprise bills came in” are not good excuses for cancelling within the two week window. It is incredibly difficult on swap hostesses to have last minute drop outs. It leaves empty slots, people have made items that they have no recipient for and wasted their time and money. Dropping out at the last minute leaves no time to fill the vacant swap...leaving the hostess with more work and the other participants out money (lost on making the item, as well as paying the extra shipping to have the item sent back to themselves in the swap packages.) In a nutshell, it’s just *not* fair.
Life sometimes throws us a curve ball and makes it impossible to fulfill our obligations. This is why there is a cushion of *2* occurrences. If you are considering signing up for a swap, PLEASE take into account your situation in life at that moment and make SURE you are able to participate. PLEASE don’t join thinking “Oh I want the spot, if I can’t do it, I’ll drop later, but I really want to make sure I have the chance.”
Also a note on dropping if a spot has a waiting list or heavy interest:
If you are unsure that you are able to complete a swap OR if you think others would want your spot, feel free to ask if anyone would like to take them from you! If you find a replacement for your slot, there is no loss for the hostess or other participants. Just make certain your replacement is able to fulfill the commitment in the time period left.
What if I don't send my items? & What is the time frame for swaps to be sent back?
If you do not send your items for a swap you will not be able to participate in any swaps for a 30 day cooling off period (see above).
Swap hostesses will hold onto all packages for 2 weeks and ship then. If everything is into them before the 2 weeks, then they can ship when everything is in. Items not received by the 2 week deadline (2 weeks after the swap shipping date) will need to be sent out individualy to each swapper at the late swappers expense. This needs to be done within one week. The hostess will hang on to late swappers items until everyone has received their individually shipped item and then will ship out the late swappers items.
Feedback/probation
Swap hostesses will leave appropriate feedback for swappers with the moderators once a swap is completed. Feedback will be left in the feedback area on here, and will have an ‘at- a-glance’ tally system. Tally points will be give for successful swaps, late shipments that held up the swap (anything beyond the 2 week window after the ship by date), drop outs within 2 weeks, drop outs within 1 week, drop outs AFTER the ship date, also being on restriction will be noted. (This will be updated after the time period has passed).
A swapper will be put on probation when swap obligations are not fulfilled. If you do not fulfill your swap obligations, your name will be removed from future swaps, as stated above. After the cooling off period of 30 days has passed, you will be put on probation and may sign up for a limited number or swaps (2) and once those are fulfilled (sent to the hostess) you are off probation and may sign up for as many swaps as you wish. If you do not fulfill your swap obligations, you will not be able to participate in any more swaps here and the appropriate negative feedback will be left.
Other swap thoughts to consider:
1. Be a quick swapper. Try to get your swaps sent as soon as possible.
2. List your stuff as it is. If its in great shape say so, If it has a rip or is in sad shape say so.
3. PM/email or post on the board that you have sent and/or recieved your swap.
4. Its always nice to get a "Thank You" for a swap!!!
5. If you are having trouble with the person you are swapping with, first off email or private message them, next contact this forum's moderator & if there is still an issue after the first two steps we will contact the board administrator & see what they feel we should do.
6.Removed 6 as it does not apply with our guidelines (I copied this from another board, mind you LOLOL)
7. Be a generous swapper!!!!!!!!!!!!!!!!!!
8. Patience
A note for those hosting swaps:
PLEASE check the feedback for each participant that signs up. Make sure they are in good standing.
PLEASE do not take on the responsibility of being a hostess unless you are will to get delivery confirmation AT THE POST OFFICE if a participant requests it as a protection for their package.
PLEASE copy the generic sign up master into each of the swaps you are hosting. Which can be found here:
http://www.amitymama.com/vb/2309058-post1.html
PLEASE send PROMPT feedback for all swap participants to Tuesday using the Feedback layout for each participant, found here:
http://www.amitymama.com/vb/2309061-post1.html
PLEASE have a fun swap
Thanks so much for making this forum fun. I love swapping, and seeing the wonderful creations of other mamas like myself. I hope that these guidelines will go a long way in helping swaps run more smoothly in the future.
Married to the love of my life Ryan.
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