Post 1: Hosting a Secret Pal swap; Post 2 & 3: SWAP Templates

[queenofthehivemomof5]

Who can host a secret pal swap?

• Any member of the hotcouponworld trader group
• Must be a member of HCW for 6 months or longer
• Have 100% iTrader feedback Score
• Have an Itrader rating of 20 or more
• participated in 2 secret pal exchanges prior to starting your own
• Agree to make sure all packages are sent and received and contact the Secret Pal Moderators in case of an issue

What does being a secret pal host involve?

As a host of a secret pal exchange, you will be responsible for posting and running the swap from begining to end. This consists of posting the swap, bumping the thread regularly, assigning match-ups, and notifying a moderator of any issues that arise.

How do I post a swap?

Copy and paste the template provided in post #2. All information must be filled in correctly. The fields you will have to fill in are in red (you can edit out the words in red).

• Swaps can not have an OOP value of more than $15, or a value less than $5.
• You can not make it a requirement of the swap to have any portion of the required amount of coupons to be WL specific only.
• If swaps are food related, all food must be unexpired, and factory sealed.
• No adult items, weapons, alcohol or items that are illegal to ship in any states.

Once your thread is submitted, it will go into moderation status. A moderator will review your swap and contact you about it's status within 24 hours.

By submitting a swap, you agree to following all the forum rules and trading rules. You must notify the forum mod as soon as possible if any issues arise either with the swap your are hosting, or your inability to continue hosting the swap. You also agree that any personal information (names, addresses ect) will not be shared with members/moderators not involved with the swap on the public board.

If at any point for any reason you need to edit your swap, please pm the mod and inform them of any changes.


What happens once my swap is approved?

Sign-ups
First, is the sign-up period. You will be responsible for bumping your thread regularly. Members will use the form link provided in your original post of the thread to sign-up. Sign up forms will be sent directly to the forum moderators.

A swap must have 4 members or more to continue you. If you have less than 4 members sign up, your swap will be canceled.

Secret pal hosts CAN sign-up for the swap they are hosting.

Match-ups
Once the sign-up period of your swap is over, you will be responsible for matching members up to be pals. A moderator will pm you with all of the relevant information members submitted upon signing up for the swap.

You will have 48 hours from the time this information is received to match-up the members, pm each member their pal's information, pm the moderator a match-up list, and posting in the thread that match-ups have been made.

Shipping period of time
After you send out match-ups, members will have from that date until your designated ship by date to mail their packages. Packages with a value of $10 or more require delivery confirmation. We suggest that all packages have delivery confirmation, but swaps with a value of under $10 do not require them.

Once a member mails their package, they will fill out the form provided in the OP of your thread. Forms will be sent directly to the forum moderators.

During this period of time, you will be responsible for bumping your thread on the mail date to remind members to mail their packages, and to inform the moderators of any issues/delays participants will have.

If a member does not mail their package on time, a moderator will step in and further pursue it as they see fit.

After the packages are shipped....
You will be responsible for making sure that everyone's package arrives (either by keeping track of the posts made by members about receiving a package, or by pm'ing the members and asking).

You will pm the forum moderator and inform them of any packages not received after 7 days from the ship date. You will also pm the mod if any issues arise with the packages, their contents, etc.

AS THE HOST, YOU WILL NOT BE RESPONSIBLE FOR PACKAGES NOT RECEIVED!!!

[hillaryef]

Here is the template to use when posting
A non-Kid* Swap
*if your swap is a child-base swap (ie: stocking swap for kids, trick-or-treat swap for kids), please see the post below for the "Kid Swap" template!!

~ The place you truly make the swap your own is in the "SWAP TITLE" section. That's where you put all the fun/interesting information.

~ Even though all the wording below the swap title section needs to be included...

PLEASE Feel Free to change fonts, add icons and switch up the colors to help make the swap a little more your own!!

================================================== ====

SWAP TITLE

This is where you put all the fun facts about your swap. This is the space where you will "grab" the swappers attention and get them interested in your swap!!

Here is where you should put all the fun icons, colors, wording!! This is where you will make the swap YOURS!!!!
----------

PACKAGE REQUIREMENTS: (what members are supposed to send in the package)
PRE-SHIPPED PACKAGE VALUE: (minimum $ value set for the swap)
COUPON REQUIREMENTS: (amount of coupons members are required to send) [(if allowing stamps as an option must include # of stamps as well]
SIGN-UP DATES:the last day members can sign up for your swap; (minimum of 5 days from post date; max 15 days from start date
MAIL BY DATE: Date members must mail their packages by this will also be the day that DC#'s are due if DC is required (min of 5 days from the date of match ups delivered; max 15 days)
DELIVERY CONFIRMATION is/is not required for this swap. (THIS IS a requirement when swaps are valued over $10; at your discretion otherwise [note: when the match-ups are sent out, the sign-up form will be replaced with the delivery confirmation form])
MINIMUM iTRADER FEEDBACK TO PARTICIPATE: (must be iTrader of 5 or higher)

After reading the WHOLE post, to participate on the swap you need to fill out the SIGN-UP form at the end of the THREAD!!

SECRET PAL FORUM RULES HERE (please review posts 2 & 11)
(note: you may be on 3 swaps at one time, if you are already on three swaps...you must wait until a swap wraps up before jumping on. Any questions feel free to contact you SP mods)

Requirements for this exchange:

• You will mail a package that ______________________ (what the members are suppose to include in the package.)
• Your package must have a minimum value of $_____ (smallest monetary value of package allowed). This does not include shipping costs, or the value of the coupons included.
• Your package will also contain __(number)__coupons. [if you gave the option for stamps, then you need to state the number of stamps here as well]
• Coupons rules: No baby, pet, meds, oddball products that very few members use like depends unless you have an exact wishlist match. If someone says they use cat food frees, do not include regular cat food, unless it is an extra. Please Limit 1 of each coupon unless it is an exact match to a wishlist. If you have an exact wishlist match, then duplicates are encouraged! Printables are fine if your pal says they can use them. BTFE's/CLFE/Coke Codes/Pamper Codes/etc. are all great to include if they are wishlist items. Rebates/TMF are fine but please watch state restrictions!
  

Requirements for the sender:

• Mail the package by ____________ (mail date)
• Your package must be mailed no later than the mail date above, it may, however, be mailed early
  
• Post on the thread that you have mailed your package
• Fill out Delivery Confirmation form below so the forum moderators will have your delivery confirmation number (if a DC IS required include this statement)
• It is your responsibility to make sure your package gets to the receiver. It is always recommended that you get a delivery confirmation on your package! (if a DC IS NOT required include this statement)
• If an emergency situation comes up where you are not able to send your package it is YOUR responsibility to notify your host of any delays. You are asked to respond to all PM or email messages from your host/SP Mods within 48 hours. Failure to do so may cause you to be blocked from the Secret Pal forum. (please keep this last statement in RED...thanks!)
  

Requirement for receiver:

• Once you receive a package you post that you have received it in this thread. This is so your secret pal knows you received it. We don't want packages going missing and not know about it.
• Inform the host of any address changes ASAP
  
• Remember that not all coupons/gifts will be from your wishlist; the wishlist is a guide for your Secret Pal.
  

Signing up for this Secret Pal means you agree to ALL rules, requirements, and punishments of the Secret Pal Exchange. Please DO NOT sign up if you can not follow the requirements.

SIGN-UP FORM

[hillaryef]

Here is the template to use when posting
A KIDS SWAP.
*use this template if your swap is a child-base swap (ie: stocking swap for kids, trick-or-treat swap for kids)

~ The place you truly make the swap your own is in the "SWAP TITLE" section. That's where you put all the fun/interesting information.

~ Even though all the wording below the swap title section needs to be included...

PLEASE Feel Free to change fonts, add icons and switch up the colors to help make the swap a little more your own!!

================================================== ====

SWAP TITLE

This is where you put all the fun facts about your swap. This is the space where you will "grab" the swappers attention and get them interested in your swap!!

Here is where you should put all the fun icons, colors, wording!! This is where you will make the swap YOURS!!!!
----------

PACKAGE REQUIREMENTS: (what members are supposed to send in the package)
PRE-SHIPPED PACKAGE VALUE: (minimum $ value set for the swap)
COUPON REQUIREMENTS: (amount of coupons members are required to send) [(if allowing stamps as an option must include # of stamps as well]
SIGN-UP DATES:the last day members can sign up for your swap; (minimum of 5 days from post date; max 15 days from start date
MAIL BY DATE: Date members must mail their packages by this will also be the day that DC#'s are due if DC is required (min of 5 days from the date of match ups delivered; max 15 days)
DELIVERY CONFIRMATION is required for this swap. [note: when the match-ups are sent out, the sign-up form will be replaced with the delivery confirmation form)
MINIMUM iTRADER FEEDBACK TO PARTICIPATE: (must be iTrader of 5 or higher)

After reading the WHOLE post, to participate on the swap you need to fill out the SIGN-UP form at the end of the THREAD!!

SECRET PAL FORUM RULES HERE (please review posts 2 & 11)
(note: you may be on 3 swaps at one time, if you are already on three swaps...you must wait until a swap wraps up before jumping on. Any questions feel free to contact you SP mods)

Requirements for this exchange:

• You will mail a package that ______________________ (what the members are suppose to include in the package.)
• Your package must have a minimum value of $_____ (smallest monetary value of package allowed). This does not include shipping costs, or the value of the coupons included.
• Your package will also contain __(number)__coupons. [if you gave the option for stamps, then you need to state the number of stamps here as well]
• Coupons rules: No baby, pet, meds, oddball products that very few members use like depends unless you have an exact wishlist match. If someone says they use cat food frees, do not include regular cat food, unless it is an extra. Please Limit 1 of each coupon unless it is an exact match to a wishlist. If you have an exact wishlist match, then duplicates are encouraged! Printables are fine if your pal says they can use them. BTFE's/CLFE/Coke Codes/Pamper Codes/etc. are all great to include if they are wishlist items. Rebates/TMF are fine but please watch state restrictions!
  

Requirements for the sender:

• Mail the package by ____________ (mail date)
• Your package must be mailed no later than the mail date above, it may, however, be mailed early
  
• Post on the thread that you have mailed your package
• Fill out Delivery Confirmation form below so the forum moderators will have your delivery confirmation number
• If an emergency situation comes up where you are not able to send your package it is YOUR responsibility to notify your host of any delays. You are asked to respond to all PM or email messages from your host/SP Mods within 48 hours. Failure to do so may cause you to be blocked from the Secret Pal forum. (please keep this last statement in RED...thanks!)
  

Requirement for receiver:

• Once you receive a package you post that you have received it in this thread. This is so your secret pal knows you received it. We don't want packages going missing and not know about it.
• Inform the host of any address changes ASAP
  
• Remember that not all coupons/gifts will be from your wishlist; the wishlist is a guide for your Secret Pal.
  

Signing up for this Secret Pal means you agree to ALL rules, requirements, and punishments of the Secret Pal Exchange. Please DO NOT sign up if you can not follow the requirements.

If you do not mail your package and the mods send on your behalf, you are responsible to reimburse cost of the package and shipping to that mod. If a more expensive mail class is used to make a deadline, you are expected to reimburse that cost. (PLEASE KEEP STATEMENT IN RED)

SIGN-UP FORM