Hello there from the U.S. I am a newbie host. I am just finishing up my first swap as Hostess. I am here to help out with advice if someone would like to host this for all of their Canadian friends. I can tell you that it may seem very intimidating but if you start with a good plan of action and stay organized it is not that bad for the most part. I was terrified I was going to mess something up but I just got myself organized before I ever sent a PM to the admin about it. I just made a chart on my computer using excel. You can use Office or just draw it out by hand. I had a column for name of participant, addy, number of partners they wanted, mailed to, received from, and next time I will be adding a complete column along with a space for notes. I just filled it the spaces as the info arrived during signups. I also highlighted in the mailed and received section when that person completed that action. Here are some tips to keep in mind when deciding to host.
1. Start out and stay organized
2. Stay calm
3. Know that most people here on the board are willing to help if needed and understand you are only one person
4. Be aware that you will run into problems (late mailers, lost packages, etc.)
5. Be willing to devote the time needed to make it a success. This is slightly time consuming depending on the amount of participants. You just need to take your time and pay attention.
6. Keep it interesting, this means once the signups are over and all names are handed out you want to keep everyones interest. Have a few small games planned like ABC game, Name that item, I even did a Word Scramble. Certain games had prizes. Even a question every few days that requires the people to do a little snooping helps.
7. I also kept all my communications in folders that can be created in you inbox page. I kept one participant info, one for PM's I sent out related to the swap, PM's notifying me of people who mailed, one for when people received, adn even one for volunteers to help, be Angels, or to take on extra partners.
8. Did I mention stay calm. After all you are in the swap to have fun. I just took my time and stayed organized and all has gone smooth so far.
With all that said, if you are thinking about trying to host read through some of the other swaps. I suggest the monthly ones. Look at how they are running theirs and the games that may be going on. PM the host of those for any advice they may have. Especially dont forget to have all your plans thought out and written down as you would have them in the signup post to send to Admin for their approval. I can also tell you that if you are new to the Board they may ask that you be here a while before hosting so you get a better sense of how it runs. If anyone is interested in getting this one started let me know. I will be more than happy to give any advice and moral support needed.