experienced swap hostesses HELP!!!

[sewcarolyn]

I have noodles simmering on the shelves in the garage. Is there a tried and true way that you have found to sort your fabric swaps?

I have put everyone on an excel spread sheet and am listing the number of noodles received on it and then will track the number out. Will that work?

[maryq]

Excel Spreadsheet??? You sound WAY more organized than I am!!! I just have a teeny spiral notebook!!!

I did use spread sheet last fall for Secret Santa.. it was the only way I could stay SANE---No matter how hard I tried I think I still goofed up a couple names.

Whatever works for you the best Carolyn!

BTW, please don't stress yourself out about it!! It will all work out just fine.. and as for myself, if I sent 30 and get back 29--I really really don't care!!! It's just the FUN of participating that I'm after!

Marymargaret

[SewSew]

Carolyn, I think everyone just finds what works for them. I do not do excel, although I am computer literate I just never have gotten the hang of excel. I usually just write down a list and check off names as blocks are received.

When I sort I just line all the packages up in a row, as best I can, and starting with the first person's sets I place a package in front of each starting with the next person in line. When I finish dividing the first set I then pick up the second set and start wherever I left off and divide that persons blocks. I continue like this until I am finished with the last person. I then count each set before putting them into the envelopes to make sure everyone has the same amount, then stuff in envelopes, seal and set aside to take to the post office. I use this huge tote bag I got at the Houston Quilt Show as my mail bag to carry everything to the post office.

I hope I have not confused you with my explanation, like I said I think everyone just has to find what works best for them. My swaps are usually small, the most people I have had in a swap that I had to sort was 12 people. I like to keep mine small, it is easier to work with. Good Luck on your first swap.

When you go to the post office tell the clerk that the package is to go out in whatever way the postage on it allows. Not everyone sends their packages with priority mail postage and if you request priority mail, you will have to pay it out of your own pocket. I put a sticky note on each envelope with the amount of postage that was on it so that when I got to the post office I did not have to try and figure out how much was on it. It helps so you can double check what the clerk comes out with, mine did not have a calculator to work with.

sorry for such a long answer but I hope some of this helps you.

Ann

[gardenquilter]

i dont know if it is right or how experienced i am at it - and a spreadsheet wow i should try that but i take the first group - place the return envelope down - write their name on a sticky and how many they sent then i lay down 1 -2 - 3 and so on then i go to the next group put the envelope under the second stack label who it is and how many they sent then start at the beginning and sort - then i pray it all works out lol

[sewcarolyn]

thanks for the suggestions. I am using flat rate boxes so I can go to the po after hours and mail them out. I am enjoying opening the boxes and seeing the pretty fabrics. this is a 2 month swap so there is a great deal of fabric.

[quilterbee]

Oh Carolyn, I feel terrible because you took over for me!!! Call me! I'm Pming you now with my phone number. Amie )

[CraftinDJ]

Hi Carolyn - I update the signup post when it is received. When sorting I pretty much do what Ann does. I usually use the living room table (I have a super big one, it sets 12 without the extender). With the Grandmother's Flower Garden, I had to use the floor since it was so many. I laid a sheet on the floor first and then sorted them. After I mailed then I update the post again as to when it was mailed. Then again when they receive them.

dj

[sewcarolyn]

I am not having a problem (the boxes are still closed) I was just wondering if there was a good an easy system

[quilterbee]

I lay each "person" on the pool table about 6" from the next "person".

I open each package and lay their BIG ziplock on top on their package.

I dump the contents of the ziplock onto the package.

I do this to every package. You will memorize each "person's" spot.

I pick a "person", pick up their ziplock, start NEXT to their spot.

I pick up 1 Noodle set and place it in their bag(like Trick or Treating).

When you get back around, lay the FULL ziplock back down on that "person"s package.

Move to the next one, and so on.

----------------------------------------------------
Now, they are swapped. If they sent 20, they will have 19 in their bag, etc.

Now, slip the ziplock into the return boxes.

Now, load them up into your car and go stand in line at the post office while other customers stare at you like you put their cat in the dryer.

Now! Stop at the store on the way home and pick up a 6 pack of beer, a bottle of Tylenol and a couple Heath bars and relax-YOUR DONE!!!

HTH's, Amie :oD

[CraftinDJ]

(SMILE). Amie I like your sorting method better.

dj