Every Swap-O-Rama-Rama will be different, depending on your community and the approach you bring to creating it.. For example, we have learned that people in rural areas are often already pretty thrifty and resourceful, and the more novel aspects of a Swap need to be emphasized when promoting it. In cities, there is often so much going on it can be a challenge just to get your event noticed in the flurry of options.

Partnering
When I produced my first Swap-O-Rama-Rama, I partnered with a local group called the Work Less Party. They were known for putting on awesome parties, had non-profit status, and had a shared philosophy of building community and reducing consumerism. They had an experienced team of volunteers, a great mailing list, and lots of contacts in the community. They booked our venue at non-profit rates and even provided a cash float for the door. We made a small profit at the event, which I chose to donate back to the Work Less Party for a play that they were producing later that year. I highly recommend this kind of partnership - it benefited all concerned!

You may already have connections with groups in your own community. There might be an appropriate event on the horizon Ð Earth Day celebrations, for example - where like-minded people will already be gathering, and would be a perfect partnership with a Swap-O-Rama-Rama. If you are starting from square one, do a visioning exercise - who would you like to see coming to your event, what is your ideal location, even think of what the weather might be like. Then do a bit of research, and dont be afraid to call people up and tell them what you are doing. Almost everyone I asked to be involved with the Swap said yes - its just such a brilliant idea that it generates its own momentum.

Putting Your Crew Together
Finding artists to lead workshops or run sewing stations can be done through a Volunteer Call on Craigslist, MySpace , Tribe, Burning Man group or other online community forum. Local arts boards, art colleges and alternative galleries and bookstores are also great places to post for volunteers. Word of mouth is most important; the designer community, even in big cities, can be surprisingly tight and very often if you find one good person to come on board they will bring two or three others with them. I have always requested volunteers, and make it a priority to offer small honorariums or stipends, as well as reimbursements for materials, as much as I am able. At my last event, I made cloth shopping bags that were filled with donated goodies as a thank you gift for the volunteers.

Keeping Track of It All
A simple Excel spreadsheet is an awesome tool. I used to use the -bits of paper in my pocket- method, but Excel is far superior and surprisingly easy.

Make It a Capital E Event
Swap-O-Rama-Rama is so much fun, do you really need to gild the lily? It depends on your area, but some ideas to catch peoples attention might be including DJs, performance art, a Swap segueing to a dance in the evening, freebies for the first 50 peopleÉ use your imagination and the resources of your community!

Promotion
Wendy has great, proven materials for you to use in your promotion. Postering bylaws vary from city to city, find out what the deal is for your town Ð it really sucks to get fined for putting up a poster in a place thats not allowed, even if there are other posters there already! Many places (bars, galleries, community centers, food co-ops, libraries, schools, etc) have dedicated notice boards that you can use. Small handbills are great, leave stacks of them in every likely spot.

Radio loves Swap-O-Rama-Rama! Send your press release to the producers of local shows that feature talk Ð ie NPR, CBC, college radio, co-op radio. Include an interesting hook in your press release, and send it to small community newspapers as well as the big ones. I found I didnÕt get many bites until an article about the Swap appeared in the local free paper, then I had all kinds of interest from other media. Bloggers and online news forums often pick up items from mailing list Ð try to hook up with as many lists as you can.

Timing is important. Send out a teaser press release a month in advance, then follow up a week later with the full release. And dont forget to include the swaporamarama.org website as well as your local contact information.

A Few Practical Hints
- A separate sorting area close to the door really helps control the frenzy. Have two staff at the door, one to take the entrance fee, and the other to run bags of clothes to the sorters. If there isnt a separate room available see what you can improvise with movable dividers, coat racks, even sheets. - Keep pairs of shoes together with elastic bands or zip ties. - Have a couple of big garbage cans out on the floor that can be filled with peoples empty bags, sorters can run armfuls out from time to time. - Have a staff person regularly tidy up the floors under the tables for stuff thats fallen down. - Be aware that there can be a desire to horde, in spite of our best intentions. You may choose to limit sorting volunteers to one or two bags of clothing Ð itÕs fine that they get first dibs as a perk for volunteering, but it shouldnÕt be at the expense of the whatÕs available for everyone else. - If you get a few really great vintage items coming in, you might want to keep them aside for door prizes. A simple way to do it is have people sign up for a mailing list, in exchange they are entered for door prizes.

Keep Your Volunteers Happy
Build an email list of your volunteers and keep them posted regularly as to new developments, media alerts, and the schedule of the event. They are a vital link in word-of mouth promotion of the event, and as well, people just like to know whatÕs going on! Make sure that there are snacks and beverages provided for your staff, especially if theres not a nearby coffeeshop. One unexpected thing I ran into as far as selling coffee or snacks to the attendees at my Swaps was that I was suddenly at the mercy of the Vancouver Health Board and would require a permit to sell any food, and be subject to some very strict rules. Check what the bylaws are in your area, but I wouldnt recommend selling any food or beverages.

And after the event share any photos or media coverage with your crew, as well as giving them a big thank you!

Sharing Our Knowledge
Got a great tip of your own? Let us know! This list will be updated on an on-going basis.