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Hosting LTC Trackers
Board: LTC Collective
Jul 25, 2019 4:49pm
Board
Please!!

When hosting an LTC tracker, please include a card from all senders in each set. Every set should have the same amount of cards. And if a sender sends extra cards for some reason, they should be sent back if not needed.

I have submitted cards to a couple trackers this year and not received my cards back. I was informed by one of the hosts that they didn't think they had to return the card of the sender in the sender's packet. Yes, I can make a card "just in case" but that isn't the point. If I make a limited amount of cards, they are a limited run!!

I have been doing LTCs since 2008 and have never had a problem before this year.

Lynn
Re: Hosting LTC Trackers
Board: LTC Collective
Reply to: #977719 by Phoenix Rizing
Jul 25, 2019 8:40pm
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I'm sorry you've had this experience, Lynn. I honestly don't recall a host keeping any of my leftover cards, or even the one I send that's supposed to be returned to me.

I'm guessing it won't happen again, now that you've discussed it with the hosts (and mentioned it here!). Sometimes people aren't aware that they're doing something wrong until someone tells them.

I hope you get your "extra" cards back!
Re: Hosting LTC Trackers
Board: LTC Collective
Reply to: #977719 by Phoenix Rizing
Jul 26, 2019 6:04am
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Saddened to hear that your current experiences have caused frustration but happy you spoke up.

As a host, I've had the opposite happen where a participant sends one less card so as NOT to receive one back. I get the logic. However, it is easier to sort cards when there is a card for each and every stack. Intentionally or unintentionally, the shortages continued, so I figured out another way to track my place during sorting. EVen with my revised system, the shortage still throws me off now and then.

When I am short one card to send to the host, I stamp the image on a blank card and label the card "place filler" with instructions to send this card back to me. This way the host has at least a similar card to keep track during the sorting.

Why would I send one less card? I keep my fav card for myself and I may have exhausted all the extra copies during the design process with boo boos.
Re: Hosting LTC Trackers
Board: LTC Collective
Reply to: #977719 by Phoenix Rizing
Jul 26, 2019 9:05am
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I haven't hosted a tracker yet....

I am thinking about it, and what a theme would be..........

I have been also thinking about dealing with the the logistics of hosting a tracker. One of the things I thought about doing with the sorting, would be the way I keep them in my binder... in the order people have signed up. That way I would see all the sets looking exactly the same in the baseball sleeves and know that they are ready to head out.................(PS, I would have the first sleeve spot have their trail-name and address card so I know who it belongs)

those that host, let me know if that would work or has issues I am missing.
Re: Hosting LTC Trackers
Board: LTC Collective
Reply to: #977743 by condo
Jul 26, 2019 11:05am
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That's probably about what I do when I go to sort. I keep the unsorted cards in the envelopes that they were sent in. When I go to sort I have the tracker page up on my computer and I go through the envelopes in the order the members are listed on the tracker. I also double and triple check myself a lot, so after I sort all the cards, I will recheck to make sure I have one of every card in each pile, then as I put them in what ever the member used to send them, such as a trading card page or handmade inner envelopes, I will check them again. I have a cat that likes to "help" with sorting so it's important for me to keep rechecking that all of the cards are still sorted correctly.
Re: Hosting LTC Trackers
Board: LTC Collective
Reply to: #977737 by aMAZEing adventure frog
Jul 26, 2019 1:53pm
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The host I had an issue with told me that people send one less card for that reason, I have never heard of that!! In reality, by not sending enough cards can create a sorting nightmare for the host, it is much easier to create equal piles of cards. For myself, if I am interested in trackers going forward, I will ask the host their policy, for my trackers I will state my policy.
Re: Hosting LTC Trackers
Board: LTC Collective
Reply to: #977743 by condo
Jul 26, 2019 1:57pm
Board
I always send enough cards for all listed participants regardless of how many stamps get listed. That way there are always enough cards in case a stamp gets listed late. Better to send extra and get them back than to not send enough and be a problem.
Re: Hosting LTC Trackers
Board: LTC Collective
Reply to: #977743 by condo
Jul 26, 2019 3:53pm
Board
I have 16+ plastic containers I got cheap. I set containers out on a large table and put one mailer in each container. As I sort I can just toss a card into each container. https://www.atlasquest.com/gallery/viewphoto.php?photoId=147531 . I use to just make stacks but the cat likes to help.

When I open a mailer, all the plastic and stamps etc. stays in that container for later steps. I put a binder clip on the plastic container of the mailer I am sorting (in case there are not enough cards.)

Once all sorted, I then go to each container and quickly count the cards then organize them back into the mailer...Remove/add labels, weigh, add stamps, and seal.

This works for me. At least until my cat decides to help. I'll snap some picts next time I'm sorting. Meanwhile, as the mailers are arriving, I place them in labeled boxes in my closet, i.e. Autumn, Winter, Spring. https://www.atlasquest.com/gallery/viewphoto.php?photoId=147530

As the due date nears, I check the upcoming tracker box against the tracker list of people and notify participants if needed.

An idea I thought was cool was using a grocery bag on hangers in a closet. Label each bag and just put the mailers in the appropriate bag when it arrives.

I would recommend hosting one tracker at a time until your system is ironed out.

Now if you really want to get crazy, consider having a tracker in which there is also a swap happening, i.e. Autumn Craft & Swap. That organizational system has been fine-tuned as well...more containers!