If you have never been in a swap before, please dont sign up for more than one swap at the TP at the one time. If you have previously been in a TP swap and have received positive feedback, then you may sign up for a maximum of 3 at one time. ( this includes Custom swaps and ATC card swaps)
Organising a Swap
Requirements for organising a swap at MLPTP are as follows
- Active MLPTP membership 6 months
- Outstanding TP feedback 10+ unique feedback
- Successful participation in previous MLPTP Swaps.
*Start a thread for your swap, You may wish to post to firstly gauge interest ( optional)
*Explain the requirements of the swap very clearly, State the dollar limit for the swap clearly.
*Include the signup date range
*Include ship out dates for both within US and International ( International should be at least 1 week before USA)
Be clear with your deadlines.
*Approve your members ( make sure they meet the boards criteria for swaps , and check feedback), let them know by PM that they have been approved and note the initial swap post that they are participating.....
Note every members feedback profile that a swap is in progress. ie. "Sunny Summer Swap" - approved as participant - Swap in Progress". This way we can monitor how many swaps a member is signed up for. When the swap is completed this feedback will be altered to reflect overall feedback for the swap.
* Pair up the swappers.
Take note of those who do not wish to Ship Internationally, and pair accordingly. You may also want to pair swappers who you know have similar interests. For Customs swap consider skill level of participants also.
*Keep a Record of who is swapping with who
You may wish to use some type of spreadsheet to record this. Here are some documents to help
Swap Record Document
If the swap isnt a secret announce in your thread who is swapping with who. If a secret theres no need to do this .
PM participants with name/address details for their partner.... and any special requirement their partner may have.
Note important swap dates on the MLPTP Calendar... the Calendar can also send out reminders for members who subscribe.
Create a Social Group (optional) for your swap and invite all swappers to join in. ( Invite button can be found at the bottom of the groups page) The social group is a fun way for members in the group to get to know eachother and talk about the swap.
ONE WEEK BEFORE MAILING DEADLINE:
PM all participants to remind them that the deadline is due.. ( PM System allows you to send one PM to the group )
MAILING OF PACKAGES/ARRIVAL OF PACKAGES
All swappers are to PM you with the date /tracking info that their package was mailed. Record this in your detail sheet.
As Packages start arriving record these details also.
Start a thread for members to show off their packages.... This should be started in the following areas:
For Pony related swaps: Show and Tell
For Custom Swaps**: Customs forum
For general Swaps: Friends
For ATC ( Artist Trading cards) : Art Forum
** Custom swaps have some different criteria......Please ensure your packages are packed securely and carefully, always box your customs.
RECORD FEEDBACK For swappers
Change your previous "In progress" feedback to reflect overall feedback for the swap
FLAKING Swappers
If you have participants who have flaked or disappeared firstly check their last logon date ( Member profile) and try and make contact,. if unable to make contact, please contact a swap mod for further advise as to make up packages etc.
Other Considerations:
Change thread title frequently as status of the swap changes, ie from Signups to shipping to wrap up etc..
*Make sure that everyone in your swap receives a package.
*Communicate, communicate, communicate. Check in with your swappers on the swap thread and/or via PMs. A social group for your swappers is another fun way of keeping up communication. As the organiser you can create a group and then invite all your swappers to participate.
*If you have any queries or difficulty contacting swappers, PM a moderator for help.
*When all packages have been received, Leave relevant feedback for your swappers... ( see feedback below)
*Have fun!
Being a swap organiser/s is a big responsibility, since you would have a whole group of swappers to account for. It will be your responsibility to keep dates met and to keep all swappers informed of what is required. Its also up to the organiser to check initial signups, check the members feedback. As organiser it is also your responsibility to make sure every member receives their package.
How to Participate in a swap
Signup for swaps
Always thorougly read the swap information the organiser has set up, and also the sign up form. Look for any conditions that may effect you, and make sure you understand the communication and shipping requirements.
A swap is a committment, it is imperative that you understand this, and send your parcel.
Consider the following - Can you fulfill your end by the given deadline?
The swap organiser will check your form and feedback accordingly, if you have swapped previously and neglected to send, or have received any negative feedback, you will not be permitted to enter.
Always fill out the form in full, give your organiser as much info as possible
Post in the swap thread, and keep up the communication as to the status of your package. Communication is the key to a successful swap. Post also in the social group ( if the organiser/s has created one) this is also a great way to get to know the fellow swappers in your group... and alot of fun.
Put in as much effort as you can. Always check your partners wishlist, and try to buy accordingly. Nice clean ponies are the best.
With your own wishlist, make sure it is up to date. Please do not change your list during the swap, as this can cause problems for your partner. Also consider the swap value. Please give your partner a comprehensive list of items that would be within the value of the swap.
Shopping for your Partner
Take interest in your partner, find out a little about them... look at their wishlist and likes. Alot of member information can be found in member profiles also, so its a great idea to research all you can about what your partner likes.
Stay within price ranges stated on the swap. Sending something more expensive may embarrass your partner.
Always send something you would like to receive yourself. Make your gift special. Wrapping gifts in individual packages is fun also.
If the swap is a My Little Pony swap, include ponies from your Partners list. Its always nice to include Little Extras ( still within total swap value). These extras are very low value items such as Stickers, Cheap end MLP accessories, Candy, and various items that can be found at Dollar/Discount stores. Extras shouldnt exceed the swap range limit.
Always remember to write a note /card for inclusion in your package so your partner knows who sent it.
Make sure not to send things that may be illegal.. always refer to shipping guidelines for International parcels, some countries have very strict customs requirements for incoming goods.
Consider too that some members may have allergies, so always take care if you have pets, or smoke that your gifts are free from pet hair and smoke smells
Sending your Swap Gift
Always send in a timely fashion, if sending International, always by airmail
Your gift ( if not fragile) may be sent in a padded envelope, if you are sending a fragile gift, be sure to package carefully with lots of bubble wrap etc in a sturdy box. ( This is a must for customs )
Take a photo of your item before mailing ( if possible)
Always obtain tracking /delivery confirmation numbers, and forward these to your organiser. If you are unable to obtain DC then please obtain proof of posting and keep your reciept in all cases.
When you receive your package
PM both your partner and organiser to let them know your package has arrived.
Take a clear photo of your package..... and post them to the Show and Tell threads related to the swap.
As Organiser
Enter feedback for all of your participants when the swap is completed.
Leave honest and helpful comments for future swap organizers regarding the participant's performance in the swap. . Comments regarding shipping times, communication, etc. should be included in the comments section.
If there is anyone in your group who did not send a package, or has not made contact, please contact a moderator for assitance.
Feedback for swappers:
When you receive your package, leave feedback for your partner accordingly. Your partner should also leave feedback for you.
So in summary feedback for a swap will be as follows:
Swap Organiser will leave feedback for all swappers in the group,
Swapper will leave feedback for their partner
Admin will then leave an overall "Swap" feedback for the organiser upon full completion/wrapup of the swap.
Helpful Postal Links for Swap Organisers and Particpants - To come
Q: Help I have had something come up and I cannot make the deadline
A: Inform your swap organiser immediately by PM. This is crucial. If you are late without letting your organiser know , then neutral or negative feedback may be left. Always keep your organiser informed.
Q: How do I work out value of swap items and extra items?
A: An example: If a swap has a value of $15 with upper limit of $25, then all items, ie.. extras and ponies shouldnt exceed the $25.
Q: Help My PO didnt give me any Delivery Confirmation/Tracking number
It is helpful to take a photo of your item before sending it.
In USA PO may not give tracking on all packages, and in some International countries, tracking also may not be obtainable due to the costs involved. In these cases please obtain a proof of mailing and keep your shipping receipt . Your receipt should show information as to the country/zip/postcode you package was mailed too.
Q Will my personal information/signup form be shared with anyone other than the Organizer(s) and partner(s) in the swap?
Yes, but only in the rare instance Moderator/Admin needs to investigate a situation and/or assist an Organizer during a swap. Your private information provided will be kept in the strictest confidence and not shared with anyone else.
Q I havent been a member for one month but would like to join in the swap
If your month anniversary comes up before the end of the sign up period then you may join.
Q Can I do a one on one swap with another member?
One on one is really a trade, this should be communicated privately between the 2 of you, A swap is a Group of members.
Q: Help, the organiser has disappeared....
If you also have concerns regarding your organiser, please contact a swap Moderator.
Q: Help my partner has flaked, what should I do....
Contact your swap organiser immediately. Your organiser will advise you further as to who will be providing your make up package.
Q: Help, I have even more questions regarding swaps, who can I ask
Any swap moderator , Site Moderator or Admin can help with your questions, PM anytime you have questions
