Considering Hosting a Frag Swap

[goldenhurricane2]

Hi Everyone - My local club is considering hosting a frag swap. Does anyone have any tips or advice regarding best practices? Things to consider are location, costs (up front and overall), vendors, marketing, admission fees, structure, and timing.

Any advice is welcome!

 

[reefwiser]

Where is this Club is the first question?
How long have you been around?
Is there any other Clubs in the area and when and do they hold an event?
How many members in the club and how active?
Do you have contacts with coral vendors in your area?
Do you have a 2000 sq location that is available at a reasonable price?
Do you or a friend have the time to devote to organizing an event as it will require several people working for 6 months to have an event?

Holding a frag swap is not an easy task and you always learn something about human nature when doing so.

 

[goldenhurricane2]

Where is this Club is the first question?
How long have you been around?
Is there any other Clubs in the area and when and do they hold an event?
How many members in the club and how active?
Do you have contacts with coral vendors in your area?
Do you have a 2000 sq location that is available at a reasonable price?
Do you or a friend have the time to devote to organizing an event as it will require several people working for 6 months to have an event?

Holding a frag swap is not an easy task and you always learn something about human nature when doing so.

Yes, I'm sure it will be a heavy lift. That's why I'm trying to get all the information I can!

1. Tulsa, OK
2. The club has been around for about 1.5 years
3. There are no other clubs in Tulsa, but there is one in Oklahoma City (1.5 hours away). They hold an event every October (we are looking at an April event).
4. There are no dues involved with our club in its current form, so it's hard to say. We have over 200 in the group on FB, but really about 25 who would be considered really involved.
5. No, we don't have any contracts with anyone.
6. We are currently looking for a location. There are several that meet our space needs, but it's been difficult to find somewhere that will allow this type of setup.
7. Yes, we have a group of about 5 of us on a committee to work through the process.

 

[reefwiser]

I would start talking to coral vendors in your area that go to events. Talk to the group in Oklahoma City and get their vendor list.
April is a tough time lots of events out there in that time frame. Keep the event small our club tries to stay at 10 vendors with most from our own area.
We have had large groups of vendor for shows but found out that vendors from out of the area need a very large turn out to make their money back for the travel and time getting there.
Look at local church fellowship halls. The event hours work best to be from 11 am till 3 pm. Do a setup for vendors starting at 8 am that way you can rent the hall from 8 am till 5 pm. As you will need some time for break down and clean up of the hall. Work with a Local LFS to obtain raffle prizes as like equipment as this will have to come out of your pocket as companies do not give away free stuff to swap's You can get salt and stuff from companies but an Apex that draws a lot of people to a swap will cost you money to have as a prize. Get vendors to supply their own saltwater as that is quite a task and makes the club less libel for any issues a vendor may have on the day of the event. Like wise with tables as many vendors have their own setups and tables that hold frag tanks can cost the club money to rent and again there is liability issues if something happens.
I run the club presidents forum here on R2R can hook you up for that too.

 

[goldenhurricane2]

I would start talking to coral vendors in your area that go to events. Talk to the group in Oklahoma City and get their vendor list.
April is a tough time lots of events out there in that time frame. Keep the event small our club tries to stay at 10 vendors with most from our own area.
We have had large groups of vendor for shows but found out that vendors from out of the area need a very large turn out to make their money back for the travel and time getting there.
Look at local church fellowship halls. The event hours work best to be from 11 am till 3 pm. Do a setup for vendors starting at 8 am that way you can rent the hall from 8 am till 5 pm. As you will need some time for break down and clean up of the hall. Work with a Local LFS to obtain raffle prizes as like equipment as this will have to come out of your pocket as companies do not give away free stuff to swap's You can get salt and stuff from companies but an Apex that draws a lot of people to a swap will cost you money to have as a prize. Get vendors to supply their own saltwater as that is quite a task and makes the club less libel for any issues a vendor may have on the day of the event. Like wise with tables as many vendors have their own setups and tables that hold frag tanks can cost the club money to rent and again there is liability issues if something happens.
I run the club presidents forum here on R2R can hook you up for that too.

Great information! And yes I would love more information on other clubs. I'm doing my best to grow our club and get current members more involved, but sometimes it's like pulling teeth. Any help or suggestions are welcome!

 

[reefwiser]

I have been running the club here in louisville off and on since 1988. Running any kind of club or interest group is an whole other hobby. You find great friends and you see how the average person really is and it is not always a pretty sight. You have to enjoy it for what it is and not let the vast wasteland of humans get you down. Because you will find friends that will really be there for you and that is what a club is all about.

 

[Lance A. Lot]

Yes, I'm sure it will be a heavy lift. That's why I'm trying to get all the information I can!

1. Tulsa, OK
2. The club has been around for about 1.5 years
3. There are no other clubs in Tulsa, but there is one in Oklahoma City (1.5 hours away). They hold an event every October (we are looking at an April event).
4. There are no dues involved with our club in its current form, so it's hard to say. We have over 200 in the group on FB, but really about 25 who would be considered really involved.
5. No, we don't have any contracts with anyone.
6. We are currently looking for a location. There are several that meet our space needs, but it's been difficult to find somewhere that will allow this type of setup.
7. Yes, we have a group of about 5 of us on a committee to work through the process.

I have been involved with running the club in St. Louis for a few years now. I would suggest getting in contact with the OKC club and trying to piggy back off of their event for your first one. What I mean by that is if their event is on Saturday do your event the next day on Sunday. Vendors will be more willing to travel if they can hit two shows. I have traveled with a vendors and when they go long distance they try to off set the cost of travel with either a larger show or multiple shows in the same general area.
You can PM me if you need help finding Midwest vendors. I can suggest a few.

 

[goldenhurricane2]

I have been running the club here in louisville off and on since 1988. Running any kind of club or interest group is an whole other hobby. You find great friends and you see how the average person really is and it is not always a pretty sight. You have to enjoy it for what it is and not let the vast wasteland of humans get you down. Because you will find friends that will really be there for you and that is what a club is all about.

I've definitely seen that to be true for our group as well. Do you all have a designated meeting place or do you just rotate around for your monthly meetings?

 

[goldenhurricane2]

I have been involved with running the club in St. Louis for a few years now. I would suggest getting in contact with the OKC club and trying to piggy back off of their event for your first one. What I mean by that is if their event is on Saturday do your event the next day on Sunday. Vendors will be more willing to travel if they can hit two shows. I have traveled with a vendors and when they go long distance they try to off set the cost of travel with either a larger show or multiple shows in the same general area.
You can PM me if you need help finding Midwest vendors. I can suggest a few.

That's a great idea except that the OKC club is hosting theirs in 2 weeks. So there wouldn't enough time for that, but definitely something to consider in the future.

 

[Lance A. Lot]

I run the club presidents forum here on R2R can hook you up for that too.

Seems like that could be a goldmine of information. Is this a hidden forum?

 

[reefwiser]

I've definitely seen that to be true for our group as well. Do you all have a designated meeting place or do you just rotate around for your monthly meetings?

I have had the same place a local branch of the library system has a meeting place for clubs after hours. Problem is you need to have a talk or something planned for the meeting. Example use BRS sponsors the recording of the MACNA talks each year go to their channel and you can search for MACNA and find a presentation to play at a meeting.
We have a lot at members homes because everyone likes to see each others aquariums.

 

[reefwiser]

Seems like that could be a goldmine of information. Is this a hidden forum?

Yes it is. will add you in a bit I am having an issue with adding people currently and waiting for a response back about the issue.

 

[Lance A. Lot]

Work with a Local LFS to obtain raffle prizes as like equipment as this will have to come out of your pocket as companies do not give away free stuff to swap's You can get salt and stuff from companies but an Apex that draws a lot of people to a swap will cost you money to have as a prize.

There are a lot of companies that give free samples, deep discounts, and free product. It will take a lot of emails, phone calls, and paperwork. We use about 6 members to solicit donations form about 100 various companies. Go to other shows and make connections. Networking is extremely helpful in putting these things together.

 

[reefwiser]

I am working with MASNA to get a vendor list together of who to contact and what they will provide. I think this will be helpful for all clubs and vendors.

 

[Lance A. Lot]

I am working with MASNA to get a vendor list together of who to contact and what they will provide. I think this will be helpful for all clubs and vendors.

Yes, it would if it remains current. Forms and contacts change so often. I wish there was a general form... lol

 

[Lance A. Lot]

If you want an inside look at how we do our event come to St. Louis this weekend. We have our event Sunday at 12:30 in the O'Fallon Brewery.

 

[goldenhurricane2]

This would all be GREAT information and would be super helpful in my efforts to grow and enhance our club. I really appreciate the help, guys!

 

[reefwiser]

go here to join the Reef club leaders forum.
https://www.reef2reef.com/account/join-user-groups

 

[Lance A. Lot]

go here to join the Reef club leaders forum.
https://www.reef2reef.com/account/join-user-groups

thanks just requested to join.

 

[hdsoftail1065]

Hi Everyone - My local club is considering hosting a frag swap. Does anyone have any tips or advice regarding best practices? Things to consider are location, costs (up front and overall), vendors, marketing, admission fees, structure, and timing.

Any advice is welcome!

I live in Wichita and sadly we have zero clubs. I'm not into the Facebook thing. If you get an event scheduled please let me know. It's only a couple hour drive. Nothing in my tank but rocks and pods so I would be interested in seeing whats out there. I can try to hang a few flyers up here if you would like me to.