HOSTESSES:

SWAP APPLICATIONS:  All hostesses are required to fill out the Swap Application for each swap they want to host.  PLEASE DO NOT SUBMIT AN APPLICATION UNTIL YOU HAVE THE WEBSITE URL AVAILABLE.  If we do not recognize your username or you have not been on the board long, we will probably not approve you as a hostess.  If you are new to our board, we encourage you to participate in swaps, post on the board often, and let us get to know you!  Hostesses are required to have successfully completed 2 swaps as participants before hosting their own.  This includes sending packages to arrive on or before the due date (unless prior permission has been obtained) and communicating effectively with the hostess.  Hostesses may not host more than 2 swaps concurrently, with the exception of coordinating & overseeing a buddy swap (where packages are exchanged directly between participants) or a round robin swap (where packages are circulated among participants).   We reserve the right to refuse a hostess, especially if we have received complaints about her effective participation in previous swaps.  Swapping is a privilege, not an automatic right.  It is hard on everyone when the swaps rules are not followed.   

WEBPAGES:  Due to the volume of swaps and the ongoing updates, we are now asking swap hostesses to set up the swap on their own site (iVillage provides free web space and it's pretty easy to set up your own site using their web builder).  This will make it easier to read the swaps pages, and allow the hostesses to make any updates immediately.   Webpages should be maintained and all significant updates noted (packages received, date swap mailed out, etc).  All swap webpages should include a list of participants by screenname, sorted into their respective groups if applicable.  Webpages are not to be taken down nor overwritten with a new swap until your swap has been received by your participants.

When posting about your swap on the board, please direct people to the SB Board Swap page that your swap is on (i.e., New Swaps or Page Kit Swaps).  Those who are interested can then follow the link from there.  Of course, when you get your group of participants you can send them the direct link via email. 

SWAP DETAILS: 

1.  Be specific about what is required of your swap.  Specify the quantity and size of item required.  If there are any items that are *not* welcome, say so.  Check all packages for accuracy as they are received.  If any packages are inaccurate, contact the participant immediately. 

2.  Consider how items should be mailed to you and how you will return them.

a.  Specify whether your participants should send return postage in stamps, or money for you to pay the return postage.   Be flexible to allow international members to participate, if possible.  Swap hostesses are NOT required to cover inadequate postage.  Please check that proper return postage has been sent with each package as it is received.  If it has not, email the participant ASAP and let them know their package can't go back out until enough postage is received.   Delays in swapping out due to postage shortages will not be tolerated.  You may hold a participant’s package for two weeks, and then you are no longer required to send it back if postage has not been sent.  Of course, the other swap packages with postage are to be mailed out promptly. 

(TIP:  For certain swaps, it may be difficult before swapping out to determine how much the postage will be.  Use your best judgment to come up with a ballpark estimate.  You can find postage rates at http://www.usps.com.  You might also check with your local post office to see whether there is a scale available for you to use before you mail.  Many post offices have scales in the lobby.  If you host a lot of swaps, you might consider purchasing a small postal scale to use at home.)

b.  If you are hosting a 12x12 swap, or anything that you feel requires priority postage, please consider supplying the packaging for the return.  Priority Mail boxes are FREE.  They can even be ordered online from the USPS and delivered to your doorstep.

c.  Specify how you would like your participants to package their items, including whether to wrap them in plastic or place them in baggies, whether to include cardboard for protection during mailing, whether to mark envelopes Fragile or Do Not Bend.

3.  Keep a hard copy of your participants’ names, their email addresses and any other details.

TIMELINESS:  Set a firm “received by” deadline.  Any packages not received by that date are to be returned to sender unopened and you are to swap without them.  Deadlines are to be extended only in extreme circumstances and when permission is obtained from the CLs.   Swaps are to be mailed out to the participants within 2 weeks of the due date.  We will allow additional time ONLY when a swap angel is needed or in the event of a true emergency, and we are notified of the need for more time.  Hostesses must provide sufficient information concerning the circumstances of the delay to allow the CLs to make a determination of the best course of action.

COMMUNICATION:  All hostesses must remain in communication as needed with both their participants and with the CLs.  Copy the CLs ppscrapnswap@yahoo.com on all emails pertaining to deadlines, problems and anything you think we need to be aware of.  This is for your own protection as well as the participants, should any disuptes arise.  Hostesses are expected to keep up with the message board for the duration of their swap.  Posts about your swap should not go unanswered.  Be sure to check the appropriate Swaps header on the board for posts to you.  If you have a planned absence from the board, let your participants know beforehand.  You might also ask a friend to watch the board for you and direct your attention to any posts on your swap.  Likewise, we expect you to answer emails promptly.  If you are not posting and not answering emails, we will call you.  If you are having issues with accessing the internet, you can call Barb at (402) 965-8543 and/or Susan at (662) 429-6689. 

If your swap is overdue and you do not answer emails, we may share your phone number with the participants of your swap so that they can contact you.   You will  receive calls from both of the CLs if we cannot contact you via email. 

ACCURACY:  Swaps are to be swapped out accurately.  Participants should receive the right number of items and the right number of groups.  It is your job to ensure this.  Further you should follow up on your swap until all packages are received and their contents checked for accuracy.  In the event you have made an error, do your best to correct it. 

Be realistic about how large of a swap you can handle.  Consider not opening more groups, no matter how many ladies want to join, unless you are a seasoned swap hostess.  It involves much more work than you might realize.  If the swap is kept small and you do a good job with it, then you can always re-post the swap so many more can join.

Unfortunately, we have had to suspend co-hosting of swaps.  It has been our experience that the participants are not best served with this format. 

As equally unfortunate, we have had to suspend swaps in which members from other boards are invited to join.  Since our board is strictly moderated, we cannot be responsible for swaps in which other board members are allowed to join.  These types of swaps have proven to be highly problematic.

GIFTS:  Hostess gifts are NEVER required for Parentsplace swaps.

PARTICIPANTS: 

SWAP DETAILS:  Read the rules of each swap carefully and be prepared to follow them.  Print out the rules of each swap you sign up for.

TIMELINESS:  All swap due dates are the date when a package must be received by the hostess.  Note the due date for each swap on a calendar, daily planner or in some fashion.  Try to be early when possible.  Allow sufficient time for mailing.  Any package received after the due date will be returned to the sender unopened.  If you are mailing close to the due date, consider purchasing delivery confirmation.  Hostesses may be allowed to wait on your package if a tracking number has been provided.  If you state that your package will be mailed on a certain date and then you are unable to do so, you are required to notify the hostess as soon as possible.  If you are mailing internationally, an email sent to the hostess and the CLs on the date of mailing will suffice as proof of mailing.

If you are unable to complete a swap, notify the hostess as soon as possible, preferably BEFORE the due date.  If possible, find a swap angel to take your place.

COMMUNICATION:  Remain in communication with your hostess, particularly as the swap’s due date approaches.  If you do not respond to the hostess’ emails, she may drop you from the swap at her discretion.

Consider asking the hostess for her phone number.  This will be helpful in case of miscommunication or if her email goes down and you need an update. 

QUALITY:  Send good quality items.  No bent or torn items.  Send things that you would like to receive in return.  Unless otherwise noted, all items and materials used to make them should be safe for scrapbooking.   Any specific requirements for your swaps items that are set forth at the time the hostess posts the swap are expected to be met. 

PACKAGING & MAILING:  Be sure to use sufficient postage on your packages, and to provide sufficient postage for the return.  Provide a SASE or a self-addressed label for the return, as specified by the hostess.  If you have not sent postage, the hostess is under NO obligation to return the swap to you.  There is a deadline of 2 weeks after the due date and if the hostess has still not received postage from you, she may dispose of your swap items as she chooses.

Package your swap items well, to minimize the risk of damage during mailing.  Cardboard inserts and plastic wrap or baggies are highly recommend.  Be sure to mark envelopes "Do Not Bend" or "Fragile".

GIFTS:  Hostess gifts are NEVER required for one of our swaps.  It is entirely optional whether to include one or not.