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Swap planning
Swap Event Day Sheet
A complete blank organiser sheet covering setup, timing, roles, accessibility and safety checks, and pack-down.
General organisational aid only. This template is not legal, financial or professional advice.
Strawbarter · Free UK-wide template
Setup and access
- Check the venue access and opening arrangements with the organiser or venue.
- Set up signs, tables, item areas and a clear route through the space.
- Check that the layout works for the access needs shared with the organiser.
- Keep a general venue contact method private unless the organiser chooses to share a group contact publicly.
Timing and running order
Opening and setup time:
Welcome or opening notes:
Breaks or transition points:
Closing and pack-down time:
Roles and tasks
| Task or role | Person or role | Notes |
|---|---|---|
| Welcome and questions | ||
| Tables and signs | ||
| Access and comfort checks | ||
| Pack-down and leftover items |
Accessibility and safety checks
General prompts only. Follow venue guidance and the needs of the people attending; no checklist can guarantee safety.
- Keep routes clear and identify who can answer access questions.
- Agree how organisers will raise a concern or pause an activity.
- Keep heavy, fragile or unsuitable items in a suitable area and ask for help when needed.
- Share only a group contact or RSVP method publicly, and only if the organiser chooses.
Pack-down and next steps
- Check which items remain and agree who will take responsibility for them.
- Leave the venue in line with its arrangements and remove temporary signs.
- Sort reuse or recycling only after checking local rules and item condition.
- Note any organiser follow-up without adding private contact details to a public notice.