How Do I Host a Pick a Theme (PAT)?
Make sure that you are REALLY committed to running a PAT swap. These swaps are a huge undertaking and you will have to stay on top of things every single day, be super organized with your lists and mail arriving at home. There is no such thing as too much communication.
To host a Pick a Theme Swap you must have an Feedback (iTrader) of +30, have been an active member 6 months and successfully hosted 3 regular swaps.
You must be very clear about how it will run. Give all the details that you can think of and ask for help if you are not sure about something or need input. Ask someone to proof read the information to be sure that it is clear.
Requirements regarding themes:
- 1. Theme is the main focus on a PAT so themes must
be checked and no obvious theme deviation should be sent
to the receiver. Such as if someone asks for a green cat
and a blue one is sent in the creator must be informed
immediately that it is off theme and asked to do it again.
- 2. Cards must be checked as soon as they arrive.
Checked for theme, size, construction, weight of substrate etc.
- 3. Any obscure themes must have a link to a clear image of the
sort of thing they want, broader themes such as a film
character must have a link to the character from the film site
etc. If the host is not clear on the theme from the link it is
likely the creator might not be so ask the receiver for another
more clear link. Several links can be supplied if needed. Links
must be shown next to the players name and theme. Inform players
in the first post that if they are not clear of what they are
required to do they must contact the receiver.
- 4. When the cards arrive and you are not sure if the theme is
correct. Scan or photograph the card/s in question and send the
image to the receiver. Ask them if the card/s are what they
expected. If they say it's not and you think they are being unreasonable send the images to a member of staff and we will make the judgment call.
- 5. If you are unsure about doing a PAT that has complicated
themes then ask that they be easy general themes or pick out
several themes yourself for the groups and provide your own links.
- 6. PATs involve more work than regular swaps. If you are
unable to commit to the extra work, then hosting a PAT is not
for you. The above requirements endeavor to be fair to both the
host and players and following these guidelines should avoid
off theme cards being submitted. (amended 5/2013.)
You need to require participants have an established positive Feedback (iTrader) rating of +15 in order to join these swaps because if just ONE person flakes out in a group you will have a problem. No exceptions! (Even an experienced member can flake out but this will keep a new member with little or no experience from causing a calamity.)
You must have a signup date deadline and a mail by date deadline. Strictly enforce your deadlines.
Your groups will be easier to manage if they stay at 5 participants per group. They can join more than one group if they want to. (Each group will produce 20 cards total.)
No more that 8 groups per PAT swap. That is a lot of cards (160) to keep track of. Certainly you can have less than 8 groups in your swap. We recommend you keep it around 5 groups of 5 participants. (100 cards total)
If they don’t send all the cards for every member of the group by the deadline they should be eliminated from the swap and their cards returned. Do not hold the swap up and wait around until they get the work completed and to you.
Like other swaps, PAT cards should be mailed out within two weeks of the swap ending date. Occasionally, members of a PAT group within the swap will mail early, resulting in that group's cards being turned in well before the ending date. In such a case, swap hosts may choose to swap out individual groups as soon as all cards are received. In no case should mailing a PAT group's returns be delayed beyond two weeks after swap closing date.
When a participant flakes out or gets eliminated from a group the other member’s of the group must receive the card back that was made for that member, with their returns. You can not keep them.
No one will be allowed to run more than one PAT Swap at a time. No exceptions.
Feel free to direct participants to these guidelines if they try to ‘fudge the rules’; please don’t risk your good standing to accommodate them.