How to Host a Swap and Social
How to Organize a Swap ‘n’ Social Party
What’s a Swap and Social?
A Swap ‘n’ Social is an event where friends or a community can swap items they no longer use. It gives people an opportunity to socialize while getting rid of items they no longer need (and pick up a few new things as well).
1. Set a Theme
Before you begin, you’ll want to set a theme for your Swap ’n’ Social. Why? Because coming up with an overall concept will help attendees narrow down what to bring and will also refine your guest list. Theme ideas include:
Kid’s Toys and Baby Gear
Books (kids, adults, or both)
Children or Adult Clothing (you could narrow it down even further to women’s or men’s clothing if you’d like)
Outdoor, Camping, and Sports Equipment
Homeware
Post-Holiday Share (for any unwanted holiday gifts)
2. Send Out an Invite
Numbers. The number of people to invite to your Swap ‘n’ Social can range from 5-25+. The larger the group, the more variety—particularly when it comes to kids’ ages and clothing sizes. Invite friends to bring 4–8 items that are preloved and in good condition. And if swapping clothing, remind people to wear garments that make trying things on easy and less awkward around others.
Be clear about what’s swap-worthy. Be sure to tell friends to bring items that are in very good to excellent condition. If it’s ripped, stained, broken, or in poor condition, ask them to leave it at home.
Space. You will need a good-sized space for the event to be able to comfortably fit both people and the stuff. If hosting for family and friends, a spacious backyard is the perfect setting. If this is a community event for a large group of people (we’re talking 30+), a gym, school blacktop, or indoor gathering space, such as a sizable community center, work well.
3. Set Up for Success
Being organized is key to the success of your event. Here are a few ways to ensure the day runs smoothly:
Categorize. Set out signs so people know where things are supposed to go — grouping areas by size or age. When people arrive, they will be in charge of placing their items in the corresponding area. Tables, boxes, or containers can be helpful to keep organized. Hanging racks with hangers for clothing can also be useful. (Ask people to bring hangers they’re willing to part with if you aren’t able to supply them.)
Refreshments. Keep food and drinks simple or ask guests to bring something to keep with the sharing-spirit of the event.
Create a timeline.
For family/friends: For the first 30-45 minutes of the event, ask people to simply peruse items but refrain from taking anything. This allows people time to arrive and place their items without creating a frenzy. It also allows time for people to mingle with one another. Next, welcome the group and thank them for being sustainable. You can offer some facts about why choosing secondhand is the most eco-friendly choice. (If your Swap ‘n’ Social is clothing-based, here is a printable PDF.) Next, open up the floor for people to begin taking things. To ensure everyone gets equal access to the items, give them the first 20 minutes to select 2-4 items only. After 20 minutes, allow people to take any remaining items (with no quantity limit).
Alternatives:
Set up a 1-for-1 system, meaning people can bring home the same number of items they brought.
If you want to avoid a free-for-all, have people “draw straws” or numbers out of a hat and give each person a few minutes before the next person begins browsing.
For the community: If you're hosting a large event, your action plan and timeline may look a bit different. Ask people to drop off items in the weeks or days before the event. You will need to give them a “ticket” to enter the day of the event. You will likely need a team to help sort the items appropriately and set up the day-of. On the say of the Swap ‘n’ Social, open the doors for all “ticket holders” (i.e. the people who are participating with shared items) for the first 60-90 minutes. Consider putting a cap on the number of items people can take during this first wave. Then, open the doors to the public for the second half of the event with no limit on the number of items that can be taken.
4. Make a Plan for Leftovers
There will inevitably be items left over. You can ask guests to take home anything of theirs that wasn’t snatched up. (And remind them that it’s not because it wasn’t a great item, but that people may already have what they brought.) You can also sustainably get rid of the items by posting them on Buy Nothing or another free sharing platform. (Or encourage attendees to do so if you don’t want to take that on.)
