#i did update their ship template a bit and i have that queued after this wheehehehehe

[pinkfey]

INTRODUCTION -> ILYA & KINASI

“Give it up, Kina. This is no hunt. It’s a courtship. Flirt with fate all you’d like—when you fall, none of us will catch you.”

[shadowofthelamp]

Fandom Trades: Tips and Tricks

I’ve been running a secret santa for five years now, and a few people expressed interest in a sort of ‘guide’. It does take some elbow grease to get things up and running, but it’s very rewarding and gets easier as you go. Click the ‘read more’ for some stuff I’ve picked up over the years! It’s a bit general to try and cover anything, but if you have any questions, you can ask! (And if you’ve run one yourself, feel free to add on!)

FAQ: Something that’s a really good idea to have. Here’s the most important stuff on it that would probably be applicable to most trades:

-Basic summary of what the trade will be- some could be fic-only or art-only, or even specific-ship-only. Mine’s general to ‘all sonic sfw content’, but setting guidelines so people know what they’re getting into is a good idea so you won’t have to answer the same question over and over.

-Deadlines. Make them clear. Mine’s easy (Christmas Eve) but depending on what size the gift is expected to be, the time frame can be adjusted. 

-Related, set up rules for if people need to drop out. It happens, so be prepared. (This is why I ask now if people are alright giving a second gift.)

-Any particular rules for your trade- is it sfw or is nsfw acceptable? (In that case, set age limits.) Are there ships that will or won’t be allowed? Is there a punishment for violating the rules or turning things in late, like not being allowed to participate in the trade again?

PROMOTION:

A promo image is a good idea! I’ve been using the same one for a few years that was put together by a friend no longer on tumblr, but images catch people’s eyes faster than a text dump. Make something that’s easy to understand but gets the point across, and the text below should have enough information without overwhelming the casual scroller. 

Space paragraphs often to make it less intimidating. Include links to the FAQ, the sample entry, and the submit box right in the post, as well as a way to contact you- you want things to be as easy as possible for anyone interested. Here’s my promo post.

You also want to start promotion early- I start posting and reblogging my promo a full month before the entry deadline, to give as many people the chance to see it as possible. Any earlier, and they might not care- (who wants to see a Christmas trade post in October when you’re hyped for Halloween?) and any later and you might not get as many participants as you could have. A month-ish is a good time frame. (I also have a tag for the promo post, so people can blacklist it if they aren’t interested and don’t want to see it 15 times.)

SAMPLE ENTRIES:

Also something that’s good to have. Having a template for what you want entries to look like will make sorting easier for you. Here’s mine. It’s a good idea to scout around for other trades to find out what would work for you.

MAKING ASSIGNMENTS:

Next, setting up how to arrange who gets assigned to who. I personally use google spreadsheets. These are the categories I use, feel free to steal them: Username, medium (art, writing, amvs, ect), whether they’ll work with fan characters, what they’d like to receive, what they won’t do (one year I even added ‘if there’s anyone you won’t work with’ so if it’s a fandom with drama, that one might be good), who they’re gifting to, who they’re receiving from, if they’ve submitted their piece yet, if their piece is in the queue, and if they’re alright with doing backup.

I also had a category for if they’ve confirmed they’re still in once assignments were sent out. (Boy, was that one nerve-wracking during the whole tumblr purge debacle of last year- I didn’t know if anybody had just quit tumblr mid-month.)

You will run into people who only want two or three things nobody else wrote on their sheet. If you can’t find even one match, then just put them with someone who had a wide variety on theirs, or who doesn’t have anything on their ‘won’t do’ list. Trying to match with multiple likes is a better bet, though, so encouraging longer lists of what people want makes things easier for you in the long run!

I personally just went in a line- I picked one person, found who they would give a gift to, and then found who THAT person would give a gift to. Rinse and repeat down the list, and it’ll end with everyone paired. I ended up making a closed loop and then sorting the last 8 or so, which was fine. An easy way to check that you didn’t double-classify anyone is control-f and searching names. If their name pops up 3 times, you did it right.

SENDING OUT ASSIGNMENTS:

Just copy-pasting the part of the entry that includes the person’s name and their likes makes this way easier for you over trying to type them out individually. Ask for confirmation that people got their assignments so you don’t have to worry if they missed it.

HOW TO KEEP THINGS ORGANIZED:

My system is this: I’ve mentioned it before, but I utilize a combination of my spreadsheet and the queue function. Let’s say Sally’s making a gift for Jake, Jake’s making a gift for Taylor, and Taylor’s making a gift for Sally. Sally submits her piece of art for Jake. I mark that off on the sheet, so when Taylor submits the gift for Sally, that gift will go in the queue to be posted whenever the deadline is up because she turned hers in already.

This keeps people motivated to complete their parts of the trade, since they won’t get their gifts until they do. If someone drops out, tell the person making the gift for them- if you’re lucky, they can rework what they have for the person that the drop-out was supposed to make something for, but if not, bring in someone who didn’t mind making a second gift. Person making the gift for the dropout can choose if they want to continue making it or not- if it’s mostly done and not a fan-character, they can just post it on their own blog unrelated to the trade. 

It’s also a good idea to have a ‘hub’ where things are posted. If it’s a fic trade, ao3 has a function specifically for this, but I’ve found having things submitted directly to you makes it a million times easier to keep track of who’s finished their pieces, as well as keeping things ‘secret’ until the big day. (People have gotten confused or excited and posted early before.)

If people want to post elsewhere after it’s posted on the main hub, set your own rules- I say it’s fine as long as it links back to the blog and links the giftee, particularly if it involves fancharacters. You make your own judgement.  

BE PATIENT:

This is one that’s very important. Some people don’t check the FAQ, and some people are going to be new, asking questions that you swear you’ve answered before or thought would be obvious. They generally just want to know, so take a deep breath. They don’t know they’re the fifth person to ask that question. Answer politely, or steer them towards the FAQ. (Running the same event year after year, you run into this a lot- they’re just new, be nice!)

Don’t start an event that you expect to have plenty of people participating if you aren’t prepared to hear the same questions a couple of times. Things might get a little annoying- take a step back for a few minutes, cool off, but try to remain professional. You signed up for this. For me, it’s always worth it to see how happy people are about their gifts, but know yourself and your limits- running a themed week where people post art at their own pace is less hassle, so you could try that if you don’t feel up to organizing a full trade! 

If you can have a friend to bounce things off of, that can help too, but don’t use them as just a dumping ground. Tumblr allows multiple ‘mods’ on a blogs, so splitting work can make things easier, particularly if it’s your first run doing something like this. I had a friend who helped me the first few years before leaving tumblr. Be sure you trust the person, though! They’ll be able to edit posts and delete submissions, so if any drama happens, beware. (This never happened to me, but it doesn’t hurt to be careful.)

TAGGING:

Add tags to the submission box. I don’t know why this took me four years to think of, but it saved me a lot of time last year. If it’s a trade that covers an entire fandom and dozens of ships, you can add the shipping tags as they come in, but adding the ten or so most popular character tags helps a lot. If it’s going to involve potentially triggering content, common trigger tags are a good idea too. (A Halloween trade might need this, for example, or one that involves nsfw content.)

PEOPLE TURNING THINGS IN LAST MINUTE:

It’s going to happen. I think one year I was panicking on the 23rd because I only had half the gifts, and all but one had been turned in by the time I went to bed on the 24th. People procrastinate- if you get in most of the gifts ahead of time, you can thank your lucky stars. Try not to stress over it, but feel free to post reminders in the week before/days leading up to the deadline. My family travels around the holidays a lot, and I managed to get everything queued up properly through airport and hotel wifi more than one year, so you’ll be just fine if you try and stay calm.

OTHER/GENERAL:

It’s absolutely worth it, in my opinion- I’ve been doing this for years for a reason. My favorite thing is knowing I’ve done something that made others happy. Going through all the excited responses Christmas morning is equal or above getting presents from my family, because I know it’s on some level because of me facilitating the trade in the first place. I hear over and over this is something people look forward to, and it genuinely warms my heart. 

It might take a few years to get established, but if you find a niche (there was a blog called sonic secret santa, but it hadn’t been updated in years) you might be surprised how fast you can gather people! I like seeing people show up year after year, it’s how I know I’m doing something right.

It is definitely work, and there is stress involved, (especially if people drop out or don’t send in their gifts on time) but the benefits outweigh the negatives, I say. People are generally understanding if there’s a problem, as long as you make it known you’re working on it.

You have to commit to the responsibility if you do this- people who are making gifts are putting their trust in you that you’ll keep things organized and they’ll get something for the gift they’re giving. You can’t guarantee everything will run exactly as planned, but you can be as transparent as possible when you hit a bump- ‘I’m sorry, but your person said they’ll be late because they were having internet problems/personal life issues and is doing their best’ is going to get a lot better of a response than radio silence. Be sympathetic, but be firm on the rules if need be.

I hope this helped a bit, and thanks for reading!

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