How to Host a Swap!
Hosting a swap is a meaningful way to gather with community, friends and family. A swap allows participants to engage in a non-monetary exchange that also builds connections. The options are limitless when it comes to how a swap can go. Here are some of our favorite swap hosting ideas at Kindred Vancouver, along with additional options, best practices, and frequently asked questions.
When planning to host a swap, the first step is deciding whether to choose a theme. Picking a theme simplifies the event by narrowing the range of items brought and making it a fun experience. Some popular themes include; clothing or plants and books.You can also pick something seasonal or meet a specific need in your community that you can plan to allocate any left overs towards. If you are expecting a lot of people, it can help to niche down the theme as well. For example, instead of “clothing swap,” you can pick “Women’s tops” or “Jeans.” You will need to add details to any specific expectations of the swap. For example, you can state the condition of items, such as “stain and hole free” or how plants need to be started, “rooted starts only”. This communication will lay the groundwork for participants’ expectations and help them decide which items to bring to the swap.
Advertising the swap can include social media posts and event scheduling. We have a “preview” section in our community area featuring the date and a few example items related to the theme of the upcoming swap, so passersby can see what to expect. Additional community advertising is key to getting the word out. It’s helpful to send texts to people you think might be interested, and make flyers and hang them in community spaces around where the swap will take place. If you are partnering with a venue or retailer, you can tag or collaborate with them on social media.
Now that the planning is over and the day has come, it’s time to set up for the swap! Setting up for your swap can be as simple as adding a sign to a designated space. We like to put out some extra bags and/or boxes for people to use and we also put our preview items out on the table to get the swap started and catch people's eyes. Posting a social media post of the swap starting in real time is a great way to mark the start of the swap. Making a snack and drink station can encourage people to hang out and chat with others.You can have signs for where the restroom is or a changing area. We share our KOFI details (monetary donation platform) for people who attend our swaps and want to help donate to support the effort it takes to manage the swap.
Celebrating abundance is rarely a one-for-one transactional experience, but more of flow. Managing your swap can be as hands-on or off as you’re comfortable with. We like to let the swap primarily run on its own. We don’t micro-manage items but find success in a “bring what you can, take what you need” mindset. As the swap is going on, we like to go through and organize items and clean up as needed. Posting updates online throughout the swap is a fun way to show which items are circulating through and which items are left. We also take this time to have conversations with our participants. Sometimes we’ll talk to someone who would be interested in leftovers after the swap, or hear a really cool story about how someone found just what they have been looking for, adding to the connection that is at the heart of our swaps.
The biggest question we get and the most challenging part of hosting a swap, is “What do you do with the leftovers?” Our highest priority is distributing leftover items back into our community in an accessible way. First, we do a shout-out for leftover pickup. For example, when we host a school supply themed swap, we’ll often have teachers who can absorb the leftovers into their classrooms. After 24 hours,we take the responsibility for the remaining items. We sort the items and properly dispose of any items that are broken or damaged. We love disbursing leftover items to places like free little libraries in our area, assisted living facilities, shelters, teachers, non-profits and foster programs. If all else fails and we still have functional items, we may choose to donate to thrift stores that support a cause in our community (like shelters, sanctuaries and humane societies).
Overall, we love hosting swaps to celebrate abundance in our community and hope these insights have given you the confidence to host your own! If you are in the Vancouver, WA area - come check out one of ours! See our upcoming swaps!