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12 October 2010 @ 08:23 pm
a little help?  
Hey all! I need some help. You see, I'm still finishing the rules/timeline on the Holidays Exchange. I don't want to run a poll, since it is really a huge waste of time, but I needed some opinions on a couple of things so I figure that I could ask my dear flist (who will hopefully all be participating when it opens!).

1. What do you think is necessary to include in the rules? I have a minimum word count for fics and that kind of thing, and what is and what isn't allowed in terms of fanworks. Anything else that's essential?

2. How long is a good amount of time to run sign-ups? I was thinking two weeks. Shorter/longer/good length?

3. What do you do about people who drop out? When is usually a deadline for people to drop out? And what if someone does so after the deadline or just doesn't make a gift?

4. Any other advice/suggestions.

Anything that you can tell me would be greatly appreciated. I know I'm probably sounding crazy but I'm a bit obsessive ... it's just how I've always been. I don't expect things to be perfect but I want to at least try. :)

Thanks in advance!
 
 
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saavikam77: Destinysaavikam77 on October 13th, 2010 03:57 am (UTC)
Two weeks sounds like a good length of time for sign-ups. And most other exchanges put out a call for pitch-hitters for just in case someone has to drop out or just doesn't hold up their end of the exchange. For dropping out, I'd say make it a rule that a participant should give at least a 2-week notice if they won't be able to hold up their end, so a pitch-hitter can be assigned.

As for general rules, I'd go with the usual: no bashing, play nice, no complaining about your exchange assignment, use warnings in headers where appropriate, and so on.

Hope that helps!
svgurl: erica comic consvgurl on October 13th, 2010 10:32 pm (UTC)
Two weeks sounds like a good length of time for sign-ups. And most other exchanges put out a call for pitch-hitters for just in case someone has to drop out or just doesn't hold up their end of the exchange.
K. And ooh, pitch hitter. Yes, that was what I was thinking about. I will add that to the sign-up sheet.

As for general rules, I'd go with the usual: no bashing, play nice, no complaining about your exchange assignment, use warnings in headers where appropriate, and so on.
Forgot about the no bashing/complaining. I will add that to the rules.

It helps a lot. Thank you so much! &hearts
lynzie914lynzie914 on October 13th, 2010 03:58 am (UTC)
Here's what I thought of. I hope it helps.

For rules...Warnings are important, ratings and spoilers, you should make sure that people include those. Exchanges should be kept to themselves., no posting it before the date. You might want to include that all fics need to be betaed. Its something not everyone thinks about, but helps make the gift a bit better and that fanmixes actually include the music, not just the art and song list. (Totally stole that from xoverexchange).

Two weeks sounds pretty good to me. That will give people plenty of time to get stuff together before Christmas and ample oppertunity to sign up.

I'm not exactly sure how it works, but other exchanges have what they call pitch-hitters, who are willing to make things for more people than the one they originally were assigned over a much smaller amount of time.
When people fill out the exhange form, you ask if they would be willing to pitch-hit there.

I hope there's something in here that you find helpful. I think its awesome that your putting this together, especially in such a short amount of time. If you need any help with it, let me know I'd be more than happy to help. XD
svgurl: chloesvgurl on October 13th, 2010 10:37 pm (UTC)
For rules...Warnings are important, ratings and spoilers, you should make sure that people include those. Exchanges should be kept to themselves., no posting it before the date. You might want to include that all fics need to be betaed. Its something not everyone thinks about, but helps make the gift a bit better and that fanmixes actually include the music, not just the art and song list. (Totally stole that from xoverexchange).
Ooh, I totally forgot the 'exchanges should be kept to themselves' part. Good one. I added that fics needed to be betaed (saw it in another rule list and so I just got it from there).

I'm not exactly sure how it works, but other exchanges have what they call pitch-hitters, who are willing to make things for more people than the one they originally were assigned over a much smaller amount of time.
When people fill out the exhange form, you ask if they would be willing to pitch-hit there.

The person above you said the same thing. I added it to the sign-up sheet.

I hope there's something in here that you find helpful. I think its awesome that your putting this together, especially in such a short amount of time. If you need any help with it, let me know I'd be more than happy to help. XD
I found it all very helpful, thank you so much! I appreciate all the advice. And aww, you're sweet. Hopefully it goes well and I will definitely let you know if I need help. Right now. you can just sign-up when it opens on Oct 15th. ;)
lynzie914lynzie914 on October 13th, 2010 11:35 pm (UTC)
Glad I could help out and I'll defenitely be checking it out on the fifteenth when it opens. XD
svgurl: chloe & loissvgurl on October 14th, 2010 12:00 am (UTC)
That's awesome to hear! I posted the rules/timeline just now and I'm super excited! :D

I'm so going to get on everyone's nerves when pimp this EVERYWHERE. LOL
lonekitty: smilelonekitty on October 13th, 2010 05:25 am (UTC)
^Basically agree with what everyone has said so far.

As for the rules, just clearly state what should be included. Like if making icons, it must be at least 5-10. Fanmixes should include cover art, _# lines of lyrics from the song, and a download link for the songs. Music videos should be at least _ minutes long. ...and I don't really know much about pics. Ontop of that, I guess stress that there should be no bashing, etc.

Two weeks should be more than enough time and then if you give everyone their assignment within the first weeks of Nov. they still have a month to make the gifts. The rules concerning the posting format and all can be posted after sign ups close.

As for drop outs, make sure to note that they should say as early as possible if they can't do it...then whoever is covering for them has enough time. (maybe 1-2 weeks before the gifts have to be posted) In the sign up form, you can ask who would be able to be a pinch hitter and make another gift if someone backs out.

If it's like 1- 1 and 1/2 weeks before the deadline and they still haven't said anything, try contacting them and if the gift isn't posted, ask someone to cover last minute? I think that happened once at dvexchange and the person's gift was posted late...like right before or after christmas because someone had to make it at the last minute. This is also the first time so, if it happens, just make sure there's some people willing to help out. :D

btw, if you need any help, just let me know. :D
svgurl: lois 'hex'svgurl on October 13th, 2010 10:44 pm (UTC)
As for the rules, just clearly state what should be included. Like if making icons, it must be at least 5-10. Fanmixes should include cover art, _# lines of lyrics from the song, and a download link for the songs. Music videos should be at least _ minutes long. ...and I don't really know much about pics. Ontop of that, I guess stress that there should be no bashing, etc.
K, I will definitely add that into the rules. Totally forgot about fanvids!

The rules concerning the posting format and all can be posted after sign ups close.
That's a good idea. Will do.

As for drop outs, make sure to note that they should say as early as possible if they can't do it...then whoever is covering for them has enough time. (maybe 1-2 weeks before the gifts have to be posted) In the sign up form, you can ask who would be able to be a pinch hitter and make another gift if someone backs out.
A few people have suggested pinch-hitters so I added that into the sign-up form.

If it's like 1- 1 and 1/2 weeks before the deadline and they still haven't said anything, try contacting them and if the gift isn't posted, ask someone to cover last minute? I think that happened once at dvexchange and the person's gift was posted late...like right before or after christmas because someone had to make it at the last minute. This is also the first time so, if it happens, just make sure there's some people willing to help out. :D
Good plan! That's a great suggestion.

Thank you so much for all the advice! I will definitely let you know if I need any more help.
Stef: Justin - Burning Hotchaotic4life on October 13th, 2010 03:37 pm (UTC)
I think it's all been said.
I'd include a line in the original sign up post, that asked if the person might be willing to be a back up gifter. That way you have a reference to come back to.
svgurl: oliver tilting head and smilesvgurl on October 13th, 2010 10:45 pm (UTC)
Umm ... what were you saying? I got distracted by your icon. GUH! ;)

I'd include a line in the original sign up post, that asked if the person might be willing to be a back up gifter. That way you have a reference to come back to.
Yup, I asked for pinch-hitters in the sign-up post after all of you suggested it.

Thanks so much! :)