The best way to figure out how to organize a swap is to observe (or participate in) an existing swap coordinated by someone else.
Look around an learn the best practices of running a swap.
You might also consider contacting people coordinating existing swaps and ask them to guide you and maybe even describe the most common pitfalls of coordinating a swap.
It's a good idea to post a pre-announcement about your swap in the Swaps section. Doing so would let you gauge the level of interest others might show in your future swap.Setting Up a Swap
Once you are ready to start a swap, here are the basic steps:
- Create a roster for your swap by using My Profile, Rosters. (Link at the top.) This will help you manage users who participate in your swap. You can also send mass PM with the use of rosters.
- Create the main discussion thread for your swap in the Swaps section. In the opening post of your thread, be sure to state the description and the rules of the swap.
- Once people start contacting you about participating in the swap, go back to the roster and add their user names. You'll see the list formed with comment fields available for the users you've added.
Rosters are private. So you can use it to leave notes and comments for yourself regarding each individual user in the swap.
You can read more about using rosters here
You can use those comments fields to store addresses and other information, along with the description of who sent what and when, who is the partner of each user, and so on.
Feel free to use the roster in a way that's most convenient for you.
- If you need the ability to send mass PM to swap participants, contact me and I'll enable the mass PM option for your roster. Mass PM for rosters is explained below.
- Try to limit the number of swap participants to no more than 50 people. If more people want to participate, you might want to consider splitting the swap into multiple independent swaps and let others coordinate them.
- As a swap coordinator, it is your responsibility to ensure your participants understand the conditions of the swap and do their best to fulfill their obligations.