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Swap planning
Community Swap Guide
A practical starter guide for planning, running and wrapping up a local community swap, with flexible prompts for the organising group.
General organisational aid only. This template is not legal, financial or professional advice.
Strawbarter · Free UK-wide template
Before the event
Agree the event scope
Choose what kinds of items or skills the group wants to include, how people will take part, and what will happen to items that remain.
Check the venue and access
Confirm venue permission, opening times, access information, capacity and any rules with the venue before sharing an invitation.
Share clear event details
Add the confirmed date, time, place, accepted items and an optional group contact method to the event notice.
During the event
Welcome people and explain the format
Make it easy to ask questions, understand how the swap works and choose whether to take part.
Keep the space usable
Arrange tables and signs so routes remain clear, and ask the venue or attendees about access needs rather than assuming what works.
Pause and check when needed
Follow venue guidance, agree who can help with a concern, and pause an activity if the group needs to review an arrangement.
After the event
Make a plan for remaining items
Check with contributors and the venue before moving anything. Use current local reuse or recycling guidance for items nobody is taking.
Leave the venue as agreed
Pack down signs and tables, check the space and follow the venue’s closing arrangements.
Capture useful notes
Record what the organising group wants to repeat or change next time, without adding attendees’ private details to public notes.