PH Secret Santa 2013 - The Santae Strikes Back
Discussion
Hugo a Gogo said:
pretending to be asleep, waiting for an old man to empty his sack...
Could be worse.....https://www.youtube.com/watch?v=9QvShuDV3is&fe...
TSW - I'm hurt
Right guys and girls; I've had a think and given that I'm highly likely to encounter some turbulence in the run up to Christmas, I can't in good conscience commit to running PHSS this year.
So it will need somebody else to run the show this time round. Before people look to volunteer, I think I should roughly outline what is involved so people can double check they are able to commit.
So, very basically, this is what is involved and rough times:
Registration
This pretty much organises itself, but initally people will need to register their interest by adding their name to the table and sending off an email to the organiser that includes the usual details (name, address, likes/dislikes etc).
You will need to check that everyone in the table has sent an email (some chasing is required) and has included all the required details.
Collation
This is the boring bit. All the names and details will need entering into a spreadsheet and double checked to ensure you haven't made mistakes or missed anyone. It takes roughly 6 hours (assuming the same numbers we had last year) and is probably the most critical part. Any mistakes at this stage could cause havoc later on.
Matching
Quite simple really. You need to split the group into international and domestic; ensuring you only link people who are happy to send international with those abroad. I tend to sort by 'international - domestic - international - domestic' so that those paying more to post abroad receive something back from abroad.
The second group, domestic, are fairly easy. I use a randomise number formula in excel and then sort the column afterwards to make sure it is completely random.
Emailing
Bit of a ball ache this one; going back through all your emails and issuing out the senders information. I tend to create a template and then copy the row from excel straight into the email. As long as you update the spreadsheet as you go along, you will know who has whom in the SS and won't lose your place as you go through.
Announcements/Maintenance
The first week or two will be hectic; with lots of emails asking questions about their recipients details or likes/dislikes. The trick is to keep on top of them and try to post an update every 24/48 hours.
It calms down after that, with mostly witty stuff and the occasional confirmation you will need to post on behalf of the SS.
After Christmas
I've never had much of an issue, but obviously some stuff doesn't arrive on time or is late. You'll need to acts as a go-between for the SS's and make sure everyones gets their gift. You may need to chase a few people.
...and that's it! Easy
While I won't be able to run it directly, I will of course be around to help out if needed. I can issue my spreadsheet template out if you want to use that (sans people's info) as it could be a good starting point. Any questions about how to deal with stuff, I'll also answer.
I'll probably write a detailed email to whomever takes over, just so I can point out any potential pitfalls.
With regards to who should take over; I don't mind but I have a criteria in my head that you can use or ignore:
I think that's everything. Any other queries, shout up. Otherwise drop your name in if you fancy a crack at it and I guess the thread will vote for who they want.
So it will need somebody else to run the show this time round. Before people look to volunteer, I think I should roughly outline what is involved so people can double check they are able to commit.
So, very basically, this is what is involved and rough times:
Registration
This pretty much organises itself, but initally people will need to register their interest by adding their name to the table and sending off an email to the organiser that includes the usual details (name, address, likes/dislikes etc).
You will need to check that everyone in the table has sent an email (some chasing is required) and has included all the required details.
Collation
This is the boring bit. All the names and details will need entering into a spreadsheet and double checked to ensure you haven't made mistakes or missed anyone. It takes roughly 6 hours (assuming the same numbers we had last year) and is probably the most critical part. Any mistakes at this stage could cause havoc later on.
Matching
Quite simple really. You need to split the group into international and domestic; ensuring you only link people who are happy to send international with those abroad. I tend to sort by 'international - domestic - international - domestic' so that those paying more to post abroad receive something back from abroad.
The second group, domestic, are fairly easy. I use a randomise number formula in excel and then sort the column afterwards to make sure it is completely random.
Emailing
Bit of a ball ache this one; going back through all your emails and issuing out the senders information. I tend to create a template and then copy the row from excel straight into the email. As long as you update the spreadsheet as you go along, you will know who has whom in the SS and won't lose your place as you go through.
Announcements/Maintenance
The first week or two will be hectic; with lots of emails asking questions about their recipients details or likes/dislikes. The trick is to keep on top of them and try to post an update every 24/48 hours.
It calms down after that, with mostly witty stuff and the occasional confirmation you will need to post on behalf of the SS.
After Christmas
I've never had much of an issue, but obviously some stuff doesn't arrive on time or is late. You'll need to acts as a go-between for the SS's and make sure everyones gets their gift. You may need to chase a few people.
...and that's it! Easy
While I won't be able to run it directly, I will of course be around to help out if needed. I can issue my spreadsheet template out if you want to use that (sans people's info) as it could be a good starting point. Any questions about how to deal with stuff, I'll also answer.
I'll probably write a detailed email to whomever takes over, just so I can point out any potential pitfalls.
With regards to who should take over; I don't mind but I have a criteria in my head that you can use or ignore:
- Should be a well established member (just because you'll be dealing with private info).
- Should be on PH most days.
- Should be able to access personal emails regularly (as in their private email isn't blocked by a firewall at work. Mine is but I pick them up on my phone).
I think that's everything. Any other queries, shout up. Otherwise drop your name in if you fancy a crack at it and I guess the thread will vote for who they want.
Like you need to ask! 
I do have mixed emotions, massively happy to see this, sad to see TBK isn't running it, but completely understand.
As with the previous years, I'm happy to help with keeping lists updated etc, but I know everything that would have to be done as organiser would overwhelm me. TBK, I seem to remember someone offering a program or method to make the process easier, don't know if you can remember who?
Oh and 6 weeks sounds good, 8 was definitely too long.
I do have mixed emotions, massively happy to see this, sad to see TBK isn't running it, but completely understand.As with the previous years, I'm happy to help with keeping lists updated etc, but I know everything that would have to be done as organiser would overwhelm me. TBK, I seem to remember someone offering a program or method to make the process easier, don't know if you can remember who?
Oh and 6 weeks sounds good, 8 was definitely too long.
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