| SWAP GUIDELINES Updated 12-24-06 - It is the intention of all Stampin' and Taggin' members that all swaps be successful for both the hostess and the players. Try as we may, sometimes swaps fail, are delayed in customs, are lost in the mail, etc. Please take it into consideration that there are no guarantees and that you enter at your own risk.
Steps to creating a successful swap (HOSTESSES)  Please note that all swaps posted at S&TP are for our members only, and should NOT be listed on other e-mail lists or websites. Additionally, all items submitted for a swap must be the work of S&TP members only.
1. Determine a theme for your swap. (ie-butterflies, birthday cards, Halloween, etc.) 2. Determine the type of items to be swapped. (ie-cards, tags, mini-books, pins, etc.) and a number of items you would like each person to make. A standard is 6 items submitted by each player, and 5 items returned to each player (hostess keeps the sixth item as a thank you). 3. Propose the swap by posting a message on the General Message Board asking for interest. You should include your e-mail address for interested parties to e-mail you personally. 4. Determine the maximum number of players you will accept in your swap, and whether you will accept double-swapping. Double-swapping is when a S&TP member enters the swap twice. The work submitted by the double-swapper must be the work of that member, and the two submissions must be totally different. Double swapping is encouraged in S&TP swaps, as a way to increase participation in the swaps. However, some swaps with limited opportunities for participation may not lend themselves to double-swapping. Contact the managment team if you have any questions or concerns. 5. As members sign up to participate in your swap, check with the management team to determine if the member is on the "delinquent swappers" list. This list contains the names of swappers who did not fulfill their swap commitments during the past three months. Hostesses may exclude delinquent swappers from their swaps by emailing the swapper. If a hostess wants to exclude any other member from their swap, they should email the S&TP managers in advance to communicate their concerns. 4. When you have a minimum of interested players for your swap, your swap becomes "official". It should then be added to the CURRENT SWAPS page. Remember to include: 5. The hostess should add the swap due date to the club calendar. 6. Once your swap reaches the maximum amount of players, you should change the status to FULL on the CURRENT SWAPS page. 7. As you receive items, mark the player's name off your list of items you are waiting for. You should send another update at least once every 2 weeks. Include the names of those from whom you have received items from, and those whom you are still waiting for. This lets everyone know where their items are at. 8. On the final due date, you will swap items out to each player, making sure to include a variety from several players in your returns. You will send them back in the envelopes that they have enclosed in their packages. 9. Items should be returned within 10 days of their due date, unless prior arrangements have been made (as in the case with book construction) If you have not received all items by the date due , it is your choice whether to wait or not, but if you do...YOU MUST NOTIFY ALL PLAYERS, and ask them if they don't mind the delay. | Tip: To prevent this, state that the due date is firm (or an "in hands" date , and all late items will be returned to their creators and not included in the swap.) | 10. Post a message to the message board when you have sent the swap out. 11. E-mail individuals personally when the due date has past and you haven’t received their items. Do not put this type of message on the boards. This is considered "slamming" and inappropriate for our message boards or chatroom.
Remember -communication is key between hostesses and swap players! Use e-mail throughout the swap to send updates and reminders, or to ask/answer any questions.
Steps to a successful swap return (SWAP PLAYERS) 1. To join a swap... METHOD A check the CURRENT SWAPS page at left to see what swaps are being offered. METHOD B... If you see a swap proposal on the message boards, please show your interest by adding your name there, BUT ALSO e-mail the hostess to let her know you want to sign up. 2. Choose to join a swap based on theme, and consider the due date. Make sure to allow yourself enough time to complete swaps if you are in more than one at a time. 3. E-mail the Hostess directly to sign up for the swap. Do not simply add a message to the message board. This way your message will not be missed. Remember to include your first and last name (not just your on-line name) as well as the e-mail address you want used for this swap. The hostess will then have your information on file for swap confirmation and updates. 4. When the swap becomes official, you should then start making your items. Make sure your swap items really fit the theme. Do not assume that winter cards are acceptable for a "Christmas" swap. If in doubt, ask your hostess. 5. If for any reason you realize that you cannot participate in a swap after you have already signed up, e-mail the hostess NOW! That way she can get a replacement player if needed, and is not waiting for cards that aren't going to arrive. Once the first update goes out (with the official status) you have 1 week (7days) to drop out. After that, you are committed to the swap. 6. KEEP A RECORD OF THE SWAPS YOU ARE IN AND THEIR DUE DATE in a draft or other e-mail folder so that they can be referred back to. 7. When you think you are done with your swap, check to make sure you have written your name and the year neatly on the back of the card. It's always nice to know who made a card when you receive a swap back. Including stamp credits is optional unless the hostess specifically asks for it. Include a note granting permission for your swap to be included in the Picture Trail, if that is acceptable to you. 8. Read the details of the swap again before you seal the package, making sure to follow the instructions completely, and to include all required items.We suggest printing out both the swap post and the e-mail message from the hostess. Re-read them before sending out your package to make sure you have enclosed everything she's asked for. If you have any questions about what she is looking for, e-mail her! 9. When including your SASE (self-addressed stamped envelope), please make sure you have included enough postage for your expected returns. If you are sending in tags and expecting a book back, you will need more postage then what it took to send your items. Its also a good idea to write the name of your expected swap on the outside of the SASE. Many hostesses are involved in multiple swaps, and this just keeps things on track. 10. NEVER use metered strips from a postage machine as your return postage.They expire after the date they are created, and the post office will not accept them! 11. E-mail the hostess when your items are sent, so she knows they are "en route." 12. Post a message if you want to make comments about the items received or to ask questions regarding stamp credits and such. Always remember to thank the hostess for her time and efforts in coordinating the swap. Postage Information Current FIRST CLASS (US) postage rates: - First class letter (US)- .39 cents.
- Priority Mailer from 1-4 lbs. $4.25
- AIR MAIL letter to Australia from US - $1.00
- For super heavy items consider sending BOOK RATE, which will save you tons of money! Book rate is priced by weight and allows much more for the same price as Priority. It is sent with regular mail.
- For other postal rates, please go to www.usps.com or visit your local post office.
International Reply Coupons
If a player is overseas, make sure to ask them for cash in American funds to purchase stamps--OR to include several International Reply Coupons (IRC). IRC's can be purchased and cashed in at any international post office and are equivalent to ONE Priority letter stamp (currently 80-cents) each. Please also keep in mind the rate of exchange in the country you are sending IRC's to. It may cost you 37 cents to mail the same size envelope that it costs our Australian friends a dollar. If you are unsure, either ask at the post office, or go to the USPS website at www.usps.com . The best policy is to add a few extra just in case, and return them if not used.
Swap acronyms cs-cardstock envy- envelope PO- post office RR- round robin exchange SASE- self-addressed stamped envelope SAML- self -addressed mailing label
**Consult with the management team regarding individuals on the "Delinquent Swapper List". This is a list of names of those who are banned from hosting/ participating in swaps in the club for a minimum of 6 months, due to failure to meet swap commitments with no explanation. The names will not be given out, but you can send a list of players' names, and we can look it over and okay it for you. This is your responsibility. If you choose not to do this, your swap returns may be at risk.
The main idea of swaps is to have fun, and learn new things to share! Your comments are always welcome! |
