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Swap planning

Community Swap Event Pack

A free, practical pack for UK community swap organisers, with ready-to-use signs, cut-out table labels, a short checklist and an invitation you can personalise.

General organisational aid only. This template is not legal, financial or professional advice.

Strawbarter · Free UK-wide template

Ready-to-use event signs

Print one large sign per sheet. Fill in the details that suit your event.

  • Welcome to the community swap

    [event name] [date and time] [public venue name or general area]

  • Items for today’s swap

    [items welcomed or event-specific notes] Please ask an organiser if you are unsure.

  • Need a hand?

    Please speak to an organiser or use the optional group contact method they chose to share.

Cut-out table labels

Print this sheet and cut around the dashed borders. Adapt the categories to your event.

  • Books

  • Clothing

  • Toys & games

  • Home & kitchen

  • Other

Organiser checklist

Use this short list to plan the details. Confirm arrangements with your venue and organisers.

  • Choose the event name, date and time, then share a public venue name and general access information if appropriate.
  • Check venue access, room layout, set-up and closing arrangements with the venue contact.
  • Decide which items are welcome and how to explain any event-specific arrangements.
  • Plan enough tables and print signs and category labels that are easy to read.
  • Agree volunteer roles for welcoming people, answering questions and keeping tables tidy.
  • Before the event, agree what will happen to items left afterwards and tell visitors.

Shareable invitation

Select and copy the invitation, then replace each bracketed detail before sharing. Only include a group contact or RSVP method if the organiser chooses; do not publish personal contact details.

You’re invited to [event name]! Join us on [date and time] at [public venue name or general area]. [items welcomed or event-specific notes] [optional group contact or RSVP method, if the organiser chooses to share one] We hope to see you there.

Event name
[event name]
Date and time
[date and time]
Public venue name or general area
[public venue name or general area]
Items welcomed or event-specific notes
[items welcomed or event-specific notes]
Optional group contact or RSVP method
[optional group contact or RSVP method, if the organiser chooses to share one]