How to host a tag book swap

 

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.

Comments

[Evelyn]

Your swaps are the best! I'm so sorry I was stupidly delinquent. Hope you got my package ok. There are some beautiful tags ....

[Lisa]

Ooohhh! Can hardly wait to get my tags - they all look so beautiful! Thank you Karla for hosting this swap - it has been so much fun and obviously so much extra work for you.

[Kristina]

Your instructions are so detailed and helpful. The tags look wonderful. What a great variety!

[Jingle]

Karla, it is so neat to hear your process! I used to host swaps a lot, but not ones quite like this. I had a variety of methods depending on the swap type, but I think I would really enjoy doing one in this style! Your system is fabulous and it is so exciting to see you putting the tags together! I was excited to spot a couple of mine in your photos, too!!! :-)

[Charlotte]

You forgot to mention the medicinal properties of the wine glass kept handy. Swig.

[Charlotte]

And...wouldn't I love to be in that chaos with you. If I lived in the vicinity I would definitely volunteer to be your go'fer. My girlfriend and I used to have a newsletter party where we would assemble it and prepare for post...but NOTHING this elaborate. Girl, you need a helper. Or would too many hands mess up your mojo?

[Sandy O'Donovan]

WOW... is what I have to say! OMG what you take on with the swaps is amazing...such work, such time, such effort....and, done with such love. I so treasure you for doing these... I'm in for the long haul when you have more. I'm drooling over all the tags...can't wait to see what I get. You are so appreciated Karla.... your friend...xoso Sandy

[ginger]

Cant wait to see what you have done with all the tags. I know it will be something I will treasure.

[creativechaos]

Wow....I'm tired and I did nothing more than read your post.....:) What a job. You know I still have my treasured recipe book from that swap a couple years back....I still love it!

[Kathy]

Good HEAVENS! I knew or I thought I knew what an undertaking it was. This was an amazing tutorial. I think I liked this swap best of all! Thank you for all of the work. Even if it's done with love, it's still a lot of WORK! THANKS!!

Kathy

[Soarenth]

That is quite impressive! Good for you taking care so that each and every participant gets a great tag book. The care you lovingly put into your event is easy to see.

I had always considered myself highly organized. But maybe the truth is that I just have to put in extra effort not to mess things up that I'm working on. Hmmm.

[debi]

Wow! You're so organized!

It looks like there were alot of beautiful tags in your swap!!

[Samantha]

Wow Karla...that is SO much work for you! Thanks so much for hostessing...I really appreciate all the care you put into your swaps. Can't wait to see which tags show up in my mailbox!!!

[Beth Leintz]

Did it take you a really long time to hunt down all those tags? Are you SURE you found them all?

[My Blessed Serendipity Life]

I loved looking at the tags. What talented artists! You sure did a lot of work with this project. Hope you get some well deserved rest.

-Danielle

[Cindy Is Crafty]

Wow, Karla! What a labor of love! Thanks for doing it for us!

[Charlene]

WOW!!!!!!!!!!! I'm tired just reading about it!!!! And thinking about it. And all of this on top of being Sugar Wings stand in for the Adventure of the day. The fur babies Momma, getting ready for Silver Bella & just coming home from a Road Trip(which I just posted a photo of you on my post tonight). I don't know how you do it all. But, you do it well my sweet friend. HUGS!
Charlene

[denise hahn]

wow Karla I am impressed, this is great info if I ever get brave enough to host one!
and the Dorothy tags are IMPRESSIVE!

[Wendy Bearden]

You are just amazing. Keeping track of all those swap tags, doing and online workshop, treking around Texas, and all those other wonderful things you do. I need some of that energy. The tags all look wonderful and it is so awesome to see the process. I am so excited about my first tag book and you have made my first tag swap absolutely fantastic.
Thank you
Spells and Wishes,
Wendy from Wonderland

[Robin Carr]

It's such an incredible amount of work, I think it is so great that you do it. I still treasure my Alice tag book and look at it frequently. I am looking forward to getting this one as well. At least with all the work you are making a lot of people very happy!

[Ellen]

Thanks Karla for showing us the process and doing this swap!
So much variety and color, amazing selection, from the peek!
I love your creative eye, I am sure everyone will get a magical book~

I can't imagine what the Post Office thinks of YOU; Do they shake their heads, bring all your mail in a sack?!

xXx

[lululiz]

YOU ARE AMAZING!!!

[fairyrocks]

Let it be said "you did it BIG!!!"
You sound impressively organized to me.
If I lived close I would so storm your studio to help :)

[mercedes scott]

Whew... I'm exhausted just reading all your steps! You will need a mini vacation after this! The tags are all beautiful - can't wait to receive my book! :) mercedes

[Christa from Chloe Rose]

I've participated in one of your swaps before and hope to do so again. I'm impressed with your organization. Thank you for sharing your process.

Blessings!

Christa

[Katsui Jewelry]

Oh, Karla,
How I wish I could have been in this swap and your class. Hopefully things will settle down after Christmas. This was such a helpful post. I am not a naturally organized person either (lots of ADD genes in this family) and I really work hard on organization because it drives me crazy to lose things or not know what I have, etc. You went through step by step, what it takes. Someday I think I will take on a swap but not one with 100 people ;-) You really are amazing!!!

Suz

[LORRAINE BELL]

Morning Karla...you are so amazing...we have nothing like that in Canada...your blog community has amazing spirit..as do you...what fun...Lorraine

[Lynnae]

I can't get over the table full of lovely tags. I'm so excited for my book to arrive. That is a lot of hard work, girl! Thank you so much!

[Lisa]

Karla,
Wow, this post was almost as involved as the swap! Yes, I agree with everyone...you are awesome! Only someone who really loves what they do could undertake such a task. I had to bow up every pic to see all the amazing tags everyone did. Great job to all! Lisa

[Ramsam]

Oh I can't wait! I am so glad that I made it into the swap, and you seem to handle the task so well!

[Jennifer Hayslip]

Amazing Karla!!!! I swear you are the QUEEN crafter! You have it down to a science! You always impress me to no end!!! FABULOUS swap! I adore the wee ruby shoes. ;) XO,Jenn

[Janis]

Hi Karla, Oh goodness, the tags are amazing and so are
YOU for putting such a wonderful swap together. Sadly,
I couldn't participate but, Thank you so much for showing
them. This swap is truly a gift from the heart. Everyone has created such beautiful tags!! Twinkle and Agnes Rosebud
are adorable together! Rosebud is so tiny that I just
want to reach through the screen and give them both ton's
of hugs and kisses. Will you do that for me?
I look forward to seeing the completed tag books. Take
care.
Hugs,
Janis

[Leann]

Oh Karla, some of the tags just look amazing. Can't wait to get mine! Thanks for all the care that you take to for all of us.

BTW - The photo for the swap was just the cutest!!!

Leann

[Gayla]

How cool is all this? I loved seeing all the tags and hearing the process. This is my first swap, and I'm excited to have been a part of it. It was something I really wanted to do. When I see all your work, I have to grin that I thought it was tough to make SIX tags! haha... It was so fun to spy mine in the mix you have!!!! You rock, girl!

[Elaine]

Karla,

That's a lot of work! It's a good thing you work fast.

~elaine~

[Dorthe]

Karla, my-you have lots to do, here, --sooo many wonderfull tags, to mix, pack, and send- I`m sure the recipidients will make big eyes, opening those wonderfull pakages.
Happy wednesday, and hugs,Dorthe

[Bobbi]

Hey Karla...just a note, if anyone who reads this gets one of my tags, the lockets on my tags talk about how the first Toto was supposed to be a dachshund. Of course, the lockets are so darned hard to open, they will probably come loose from the tag if they are opened. Ah well, I tried! And the other tags are just amazing!!!!!!

[jeanie]

To which all I can say is holy cow. I think I should have sent a MUCH better hostess gift! Really, you have my admiration for managing such a big swap!

[Greta]

oh wow so much work! I am glad I joined in. Nice to see my tags in your images ;-)

There was one totally divinbe tag, I'll keep my fingers crossed that I get one LOL

[Stephanie O.]

Loved reading this post and seeing all the photos of the tags and am very appreciative for you sharing your "how to coordinate a fabulous swap" tutorial. How interesting to see the behind the scenes look at your process and am amazed at all the effort you so graciously and generously put into the swaps...

Your swaps are one of the best to participate in and now I can see why---

[Linda]

Oh my! Thank you for sharing these photos of the whole process! It's amazing to see all the tags together like that and wonderful to see all the love and effort you put into making this a beautiful experience for everyone!

[Rose Brier Studio]

Karla,
This is the best step-by-step for hosting a tag swap. And it's nice to show how much work you put into them, cuz you're a real peach to do this! Someday I would love to host a tag swap, but since the last 2 I have had to send next day air just to be a little (rather than a lot) late, I need to get it more together.

Thanks again for doing this, the tags look wonderful and I can't wait to see the finished product!
~Marilee

[Laurie]

It's a labor of love for sure. Thank you for sharing all those details.