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Topic: First Time Organizing Tips?  (Read 3305 times)
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Oath Keeper
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« on: September 13, 2012 08:58:19 PM »

I was looking and couldn't find just a simple list of helpful hints and tips, so I figured this would be a good idea.

So I am about to start organizing a swap for the VERY first time. I'm both happy and on edge! I've gone threw my check list's twice, picked out how I will set up partners, made notes of things that other organizers have done that bothered me or that I liked, ect, ect. So now what I really want are tips from my fellow swappers. I've been in several swaps and run into a few things but there are people who have done so many more swaps then me (maybe even run some themselves) so I'm betting they have run into more things then I have. My fellow swappers who have and wish to share.... WHAT ARE YOUR TIPS!!!!!

~Thanks Smiley
« Last Edit: September 14, 2012 10:21:02 AM by Oath Keeper » THIS ROCKS   Logged
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« Reply #1 on: September 14, 2012 07:04:58 AM »

I don't know about a "tip" per se,
but I've been really impressed when organizers pm a note 1/2 though to just say "Hi".
That would totally depend on how big the swap is for sure, but for the smaller swaps when the discussion board might not be as busy it's fun.

Keeps us all in the swap headspace so to say.

I am so excited for you! I have yet to take the "organizer plunge"!
« Last Edit: September 14, 2012 07:07:46 AM by silentblair » THIS ROCKS   Logged

alteredmommy
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« Reply #2 on: September 14, 2012 10:19:45 AM »

Swap rules
Information and Tips for Organizers

It is a good idea to thoroughly review the organizer part of the swap rules and the information and tips thread also has lots of good info in it.  You will find a link to the feedback primer in there as well Smiley

As an organizer my biggest tip would be to keep an eye on communication...all swappers should post at least once in the thread upon joining.  Personally I like to see people posting regularly, especially getting closer to sendouts just so you know the swap is on their mind.  I believe it is part of organizing to keep that swap conversation going, if the organizer isn't involved in the thread more than likely no one else is either.

Have fun in your first organizing gig, it is great that you are researching all the how to's (thats what we swap mods like to see Grin)
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« Reply #3 on: September 20, 2012 08:04:58 AM »

Swap rules
Information and Tips for Organizers

As an organizer my biggest tip would be to keep an eye on communication...all swappers should post at least once in the thread upon joining.  Personally I like to see people posting regularly, especially getting closer to sendouts just so you know the swap is on their mind.  I believe it is part of organizing to keep that swap conversation going, if the organizer isn't involved in the thread more than likely no one else is either.


and what if the people participating in the swap don't communicate?   I'm in the middle of my first swap and I've made it clear that you're supposed to pop in to the thread every week and I've posted a reminder but there are a few people that haven't communicated since before sign ups. .. what's a organizer to do?  I don't want to be too pushy
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« Reply #4 on: September 20, 2012 08:35:35 AM »

I always send a gentle reminder pm if a swapper has not posted in sometime (like a few weeks)  If they have not been on Craftster (you can see the date they were last on by looking at a member's profile page) I will send an email as well. 

It isn't pushy at all to watch over your swap!   
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« Reply #5 on: September 24, 2012 06:37:36 AM »

Alteredmommy - thanks for the tip.  I checked the participants page and she hasn't been on since the beginning of the swap sign ups.  Also, I've emailed her and her partner and neither of us has received any contact from her.  Should I ask if anyone wants to take on another partner?  Or should I apply for a swap angel?

Oath Keeper - sorry for taking over your thread! lol
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alteredmommy
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« Reply #6 on: September 24, 2012 07:59:18 AM »

If you think there may be a problem with flaking because of no communication its best to open a Help Desk ticket with all the details, one of the swap mods will help you sort it out Smiley
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« Reply #7 on: September 28, 2012 06:54:25 PM »

Alteredmommy... thanks for all your help.  I did send a help ticket, (after I read your post), 4 days ago) and I still have not received anything back.  I talked to the partner who was flaked on and she said she is ok with just keeping what she made.  Can I make the "executive" decision to go ahead with that with out Swap Mods giving me the ok?
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alteredmommy
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« Reply #8 on: September 28, 2012 11:40:06 PM »

if you open the help desk it will pull up your ticket  and you'll see the answer from the swap mods  :-)
( your ticket was answered on Sept 25)
« Last Edit: September 28, 2012 11:41:14 PM by alteredmommy » THIS ROCKS   Logged

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« Reply #9 on: September 29, 2012 06:40:03 AM »

Sorry Alteredmommy, I thought they sent you a message when they replied! 
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alteredmommy
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« Reply #10 on: September 29, 2012 09:22:51 AM »

oh you can answer back on your ticket as well which is useful if later on you have something to add about the original issue.   Plus your tickets will always be kept in your Help Desk history for reference Smiley
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« Reply #11 on: June 21, 2013 09:26:37 AM »

My tips:

Link the Gallery to the Swap and the Swap to the Gallery...it makes it easier for people to check on progress, find the gallery, find the swap, etc. etc.

Make sure that your titles are clear:  I like seeing the words "gallery" in the gallery and "Swap" in the swap...

Be sure your links work.

Participate in your own swap...some organizers organize and never comment on anybody..

I know this is not a requirement, but I love the organizers who comment on the items that arrive last...so many people quit going to the topic once they and their partners receive...I always feel bad for the stragglers...they seem to miss out on craftster love!

It is great to see so many more members braving the task of being an organizer...it keeps the swaps fresh and fun!!!
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« Reply #12 on: June 24, 2013 08:14:59 AM »

Those are all great tip, AIMR!
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alwaysinmyroom
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« Reply #13 on: June 24, 2013 08:19:32 AM »

I have one more tip...or should I say, suggestion:

Please check your calendar for holidays and non-mailing days when you list the sendout day...it is hard to send out on a Sunday! Grin

I know some of the organizers are our international friends, but Craftster is based in the USA, so it would be great if holidays are also not listed as a send out date...

I think that most organizers do such a bang up job...making the swaps I have joined simply fantastic for me!  I applaud all of the organizers for such hard work...
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