The Carving Consortium

Swap Guidelines

These guidelines have been written to make it easy for anyone to join or host a swap. For clarity, the Carving Consortium is the name of our group. CC is an abbreviation for the Carving Consortium. CarvingConsortium is the name of our listserv.

Please be aware that our intention is for all swaps to be successful for everyone. Sometimes swaps fail, are delayed, are lost in the mail, etc. Please take it into consideration that there are no guarantees and that you enter at your own risk.

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Stephanie Chao- The Carving Consoritum's Swapkeeper, SCHWAN272@aol.com

The Swap List, (MSL) is commonly sent to you in list email each Monday. The CC Swap List which was displayed at an eBoard site has been discontinued. If you need a current swap list please contact Stephanie.

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SWAP COMMITMENTS

For Swap Members:

In signing up with any CC swap you agree to meet the swap completion date or inform the host/hostess before the "dropout date" that you will not be in the swap. Once the dropout date has passed you are committed and accountable to provide your eraser carved art to this swap. This commitment is taken seriously and upheld except under extreme circumstances.

For Swap Host/Hostess:

Swap Deadlines (Due Dates):

In host/hostessing a swap, you are having people trust you with their art. That trust is to be upheld in a timely fashion. A "return date" is the date due plus 30 days. The completed swap is mailed by the return date. If for any reason this is not possible please indicate it with the original swap information. If a swap has passed its return date; the host/hostess will post weekly reports to the CC list regarding the swap status. If after two more weeks there is no forseeable solution the swap host will post a message to the list asking for assistance and suggestions on alternative ways to complete the swap. If after one week from that message there is no progress and no agreed upon solution the eraser carved images are to be returned to the swap members - and all money returned.

Swap - No Deadline (Due Dates) Swap:

In host/hostessing a swap, you may choose to have an open-ended swap with no deadline. This means that the host/hostess may return the swap to you in their own timeframe; however this establishes a firm commitment for the host/hostess to complete the swap. The host/hostess will inform the members on their progress towards completion of the swap through private email messages at least on a monthly basis.

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INDEX OF CHAPTERS BELOW:

1. What is a "Swap?

2. General Information and Requirements for CC Swaps

3. Types of Swaps / Projects and Activities

4. How to Host/ess a Swap

5. Other Host/Hostess Considerations

6. Swap Acronyms

7. Participants - What to Do When You Join a Swap

8. Participants - How to Get Your Completed Swap Ready for the Post Office

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1. What is a "Swap?

A "swap" is an art trade among creative people who prepare a predetermined number of artpieces and send them to the host/ess of the swap. S/he then collects the contributions and redistributes them so that each participant will get pieces from other participants in return.

 

2. General Information and Requirements for CC Swaps

(a) Who May Participate?

Swaps presented on the CarvingConsortium listserv are open to all members, and all members are encouraged to participate. Artpieces for CC swaps involve at least one eraser carving.

(b) Who May Host/ess?

Any CC member may host/ess a swap. You are encouraged to start your own swap. If you are the host/ess, then you take on the responsibility, make the decisions and handle the project.

(c) Eraser Carving Requirement
Swaps that are posted on the CarvingConsortium List will include at least one eraser carving by the participant.

3. Types of Swaps / Projects and Activities

(a) Round Robins

(type 1) All participants send one object to the host/ess; a box is filled with the objects, and then the box is circulated around to the members who sent the items. Everyone looks at the contents for a limited number of days and may add but not take anything from the box unless otherwise stated in the swap proposal. At the end of circulation the box goes back to the host/hostess.

(type 2) The participants have a list of the players. Every participant mails an artpiece to the next person on the list. The order of the players on the list is set by the host/ess: you always send an outgoing piece to the same person and you always get an incoming piece from the same person. As everyone starts a piece and passes it on, the pieces should come and go regularly until you get back your own which means that round is finished. It is advisable to set up a time limit for how long each person can keep a piece (5-7 days seems reasonable) so that the circulation will be timely.

(b) Card Swaps

Usually the host/ess sets up a theme or a topic. Described in "x for x" format, meaning send in x items, get x back. (e.g. 6 for 6). Sometimes, the host/ess does not want to participate in the actual card making for some reason, but s/he would like to have a card from each participant in return of the time and energy to organize the swap (OR: although s/he does not create a card, s/he makes a folder, a booklet or other container for each participant to collect the returns in. In this case you need to send one card more than you will receive (the extra is for the host/ess). This would be a 6 for 5 swap. You send six and get five back.

(c) Book of Images

A predetermined number of pages, size determined by host/ess, are imprinted with your carved image on a specific theme, and sent to the host/ess. You receive one finished book containing one image from each of the swap participants.

(d) Exchanges

The host/ess maintains an address list and e-mails it to all participants. This is done in private e-mail. Participants send their carved images directly to everyone in the group and receive art from everyone directly. This may be postcards or any format that the host decides.

(e) Mail Art Swap

You send in one piece; the host/ess collects the contributions and makes documentation of the swap and sends it in some form to the participants. The documentation can be:

(1) a list of each participant's name, address and email address.

(2) a small brochure with a copy of all the contributions that contains each participant's name, address and email address.

(3) an online exhibition of the contributions.

Note: if it is a mail art project, it is unusual to set up a cost for the players. Usually this type of the swap is connected to a smaller-bigger art show where the host/ess exhibits all the contributions without any judging or restriction

(f) Card Completion Projects

The host/ess starts a card usually with one single image in it. All the participants get a copy of this card to finish in any way they want. After sending the finished cards to the host/ess, each player receives documentation from the hostess.

(g) Instant Gratification Swap

You stamp one original and use the computer or other reproduction method to make quantities.

(h) Postcard Redistribution Swap

You send one postcard to the swap host/ess with postage for them to send it to another participant. You get one in return. One other postcard or image may be required with permission for a website display.

 

4. How to Host/ess a Swap

(a) Steps to Announce the Swap to the Listserv Members

(1) Post the Proposal to the List by sending an e-mail to the CarvingConsortium listserv when you have an idea and know what you want the limits/requirements of the swap to be.

(2) Post Official Swap to the List - when you have enough participants and are committed to do the swap.

(3) E-mail Stephanie Chao, SCHWAN272@aol.com our CC Swapkeeper and inform her when the swap is proposed or official.

(b) The Details:

(1) Proposal List Message

The first message to the list should have a subject line that looks like this: "SWAP - Proposal : theme of the swap ". The list will automatically include [CarvingConsortium] at the beginning of the subject line. This first message should contain as much of the following information as possible:

SWAP NAME: Name of swap, theme, etc. If you choose to, you may include the type of the swap as well (see information on types of swaps above).

HOST/HOSTESS: Name of host/ess and his/her e-mail address.

ITEMS: Description of items and quantity.

DETAILS: Any special requirements for your swap.

WEBSITE: Make a statement about entry in this swap automatically grants permission to have the results displayed at a website; or that the entire swap will not be displayed at a website.

POSTAGE: You may request the amount of postage it takes to send your items and the additional expenses which may need compensation for this project.

INTERNATIONAL NOTE: A note about whether this swap is open to international participants, international postal considerations, etc.

(2) Official List Message

When there is enough interest (number of players) for your swap, it is time to make it "official" and post another message on the list. This message to the list should have a subject line that looks like this: "SWAP - Official : theme of the swap ". The list will automatically include [CarvingConsortium] at the beginning of the subject line. In the body of the message please repeat all the information that is still valid from your proposal swap, (including any changes):

Please include as much of this information as possible:

SWAP NAME: Name of swap, theme, etc. You can include the type of the swap as well (see information on types of swaps above).

HOST/HOSTESS: Name of host/ess and his/her e-mail address.

ITEMS: Description of items and quantity.

DETAILS: Any special requirements or instructions.

WEBSITE: Make a statement about entry in this swap automatically grants permission to have the results displayed at a website; or that the entire swap will not be displayed at a website.

MAILING INFO: Postage, labels, etc. for return mailing (see acronyms listed below). "Equivalent postage" means include the same amount of postage as it takes you to send the swap to the host/ess. Also, state what you will do about any postage deficiencies or overages.

SIGN UP DATE: This swap will be closed to additional participants after this date.

POSTMARK DATE OR DUE DATE: Decide whether your deadline is a postmark date or a due date and provide that date.

INTERNATIONAL NOTE: A note about whether this swap is open to international participants, international postal considerations, etc.

5. Other Host/Hostess Considerations

(a) As a Courtesy: when you receive a package from a participant, let her/him know it has arrived.

(b) Dates: it is recommended to plan extra time for exceptions and late contributions, but this is up to you and should be made clear in the official swap announcement.

(c) Postage: wait until you are ready to send the swap out to get your postage. Metered strips from the USPS become outdated quickly, postage stamps are a better choice. All postage meter strips have numbers on them that identify the machine that stamped them and help the post office find the sender if necessary; therefore to avoid potential embarrassment, do not use an employers meter without permission.

(d) If people drop out of your swap and you are left with extra book pages, return those to the carver at the time you return the finished book.

(e) If you would like your swap project to be displayed at a website please consider creating an eboard site. (Considering recent updates of this page it becomes important to inform you that many of your members no longer choose to use eboards since they started charging for this service). Ask about current alternative solutions.

(f) You are encouraged to resend the official swap announcement once a week as long as the swap is open for carvers to join. Once the swap is closed, no other messages should be posted to the list about the swap until it is distributed and received by the participants. Then, either the hostess or some of the participants may post descriptions of the swap to the entire list unless the artpieces are being scanned and posted on a web page.

(g) All other correspondence about the swap--everything except the proposal, the official announcement and descriptions--are sent directly to the swap participants - not to the CarvingConsortium list. The way to do this is to create a private list of the participants email addresses to use for any necessary messages. If you share this list with the participants, they can ask questions and make comments about the ongoing swap to the entire swap group which often makes the swap experience more fun and a greater learning experience.

Probably the most important thing for a swap host/hostess to do is communicate with the swap participants and keep them informed.

6. Swap Acronyms

ENVY (envelope)

PC (postcard)

SASE (self-addressed stamped envelope)

SAE (self-addressed envelope)

SAML (self-addressed mailing label)

7. Participants - What to Do When You Join a Swap

Join a swap! You'll get to share some of your wonderful and unique talents, learn some new techniques, and see the work of other carvers.

(a) To sign up, make contact with the host/ess by email and let her/him know that you would like to sign up for the swap.

(b) Uphold the swap guidelines. Be specific, ask questions if you are uncertain about any aspect of the swap.

(c) If you have questions or exceptions, communicate with the swap host/ess as early in the swap as possible.

(d) Include the requested POSTAGE for the swap. Get your postage when you are ready to send the swap out. Metered strips from the USPS become outdated quickly, postage stamps are a better choice. If you are in a foreign country, adhere to the special arrangements made with the host/hostess.

(e) If you must drop out or cannot meet the postmark date or due date please email the host/ess immediately. Be considerate. Dropping out affects many people.

(f) In Round Robins contact the next person on the list BEFORE sending the swap to them. Make sure they are ready to receive the package. If you don't hear from them in three days notify the host/ess and then move on to the next person on the list.

(g) As an additional courtesy you may wish to include a little gift for the host/ess. (In some swaps though, the host/hostess gets an additional card for herself/himself.)

(h) Make a schedule of swaps you have joined, so you will not overcommit yourself.

 

8. Participants - How to Get Your Completed Swap Ready for the Post Office

(a) You may want to sign or stamp your work with your signature stamp; and also you may want to include the following information on the back of your project:

- name of the swap

- the host/hostess' name

- the date

- your name, your e-mail address

- your street (snailmail) address

- your website address (URL)

- the special technique you used, stamp credits, other media used, etc.

- rubber stamp company credits

(b) Include your return address, and e-mail address somewhere inside your packet.

(c) Print the name of the swap on the outside of your package.

(d) Enclose your swap items in a plastic bag inside the envelope to avoid damage, etc

(e) Test your papers to be sure the ink doesn't offset (rub off) onto papers. If this is a problem, put blank papers between your items or seal your pieces.

(f) E-mail the host/ess and tell them when your package was sent.

Many thanks for working on this project:

Linda Berman, Kinga Britschgi, Darlene Sybert and Ed Giecek.
Thanks to Kirsten Krause, past swapkeeper.

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Your comments are always welcome:

EMAIL: unity@negia.net