Organizing A Crop...Need your opinion.

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Posted 5/5/2014 by ablessedchaos in General Scrappin'
 

ablessedchaos
PeaNut

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Posted: 5/5/2014 5:28:56 PM
Hi fellow peas. Since there's no LSS near me I thought I'd try to organize a small crop at my house.
I'd like your opinion on:

What's the best weekend day to have it?

How many hours would be good?

If it's a long crop should I charge and have a meal planned? Would that make it easier?

any other suggestions you might have about anything crop related would be greatly appreciated!
I can fit 10 crafters comfortably.


Be Blessed,
Ti

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JodieRuth
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Posted: 5/5/2014 5:40:39 PM
The day depends on your attendees - most things like crops seem to be on a Saturday.

Lunch will depend on whether you have easy access to restaurants or cafes. My CTMH consultant charges $5 for each session (morning and afternoon), and $5 for lunch - she just makes a big pot of soup, a couple of quiches, or toasted sandwiches. The other group I scrap with regularly, we are nearby a shopping centre, so we have plenty of choices for lunch.

birukitty
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Posted: 5/5/2014 5:55:51 PM
In my opinion I always prefer Saturdays over Sundays for crops. Saturdays mean I can crop late and not have to worry about going to work the next day which would be the case if the crop was held on a Sunday.

For me I prefer crops that are at least 10 hours long. 12 are even better. I hate packing up all of my scrap stuff, hauling it to the crop site and unpacking it to crop for a 6 hour or less crop. It's just not worth the aggravation, so I don't go to those crops. It takes me a little while to settle in, unpack, greet me fellow croppers and get my mojo going. By the time I really get "into the zone" if I'm at a 6 hour crop that's when it's time to pack up and go home. Not worth it. At a 12 hour crop I'll get some layouts done.

It is nice to have some kind of arrangement for food to be brought in so that your croppers don't have to stop and go out for a meal. But on the other hand that doesn't mean I want to pay $50.00 just to attend a crop that offers a slice of pizza and bottled water either. Balance is the key here. I've been to crops where the host will have a person do a Subway run or order pizza in, and everyone will contribute money. I've also been to crops where the host offers prepared food and charges money for the crop. One crop around here is a free crop but you must bring a prepared dish for everyone to share. I'm not sure what is the best option.

No kids allowed other than nursing babies is a must! I don't care how cute or how well behaved your precious snowflake is, they are a distraction and I don't want to be around them for 12 hours while I'm relaxing and cropping.

No music because what you love might be something I hate-not everyone's taste is exactly the same. That's what earbuds are for.

That's all I can think of at the moment. I'll post more if anything else comes to me.

Debbie in MD.

myboysnme
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Posted: 5/5/2014 7:02:45 PM
Saturday is the best day, but if there is any way, start it Friday evening and let people leave their stuff for Sat.

Try to do a 12 hour crop 9 am to 9 pm or even better, go until midnight.

If you have a few food places nearby, many people prefer to take a break and go out to grab something. The crops I have had there always seem to be food preferences - someone can't have tomatoes, someone doesn't eat meat, etc. There are always 2 or 3 vultures who swoop in and take extra portions before everyone has eaten. It works well to have a good variety of snacks ( fruit, veggies, donuts, chips, etc) and drinks for people to munch on and help themselves, and go get their own meals.

If there are no food places nearby, then do a make your own sandwich thing where the non meat eaters and tomato allergies can eat what everyone else is having.

Keep the price low, and make sure your venue has enough room for people to have a 6ft table or share an 8 foot. If the tables are round, then 2 people max.

Make a list of crop instructions; like tell people the hours, the food options, and maybe include stuff like please use headphones for your music, etc. Or you can send that info out on the invite.

Have a give away table and/or a sales table for people to put things they don't want for others. If you have a sale table, either have the money go for a charity or let people make their own sales.

If you know a vendor, invite them to come.


Edited: I just noticed you are doing this at your house. I do not like cropping at people's houses. Maybe that's just me, but usually that means we are crammed into someone's dining room, their kids and spouse are around, their pets are around, the TV is on.

I have cropped plenty of time at people's houses under the best of circumstances. At most I had a small 4 ft table crammed in to a living room. Usually access to one bathroom, if I go in the kitchen I feel I have to have permission. I just don't care for it myself.


My choice is to not take it personally - people have opinions. Particularly people here.-Peabay 12/29/11
I know this is assuming, but I'm really starting to think you are one of those "entitled" peas - Dalayney 4/2/12
When someone elects you Queen of Two Peas, then you can make the rules. - Sue_Pea 12/22/13
"Myboysnme,...I bow down to you, oh queen of the scrapping goodness" - Irish Eyes 3/9/14
"Myboysnme -- ... Whoa. I bow to thee." - Jill S 4/26/14









bonprof
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Posted: 5/5/2014 7:06:21 PM
Have everyone bring snacks. Have a table set aside for snacks. Provide water. Sat is the best day. 9 am to 9 pm
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ablessedchaos
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Posted: 5/6/2014 12:17:09 AM
Thank you for all of your opinions! I really appreciate it.


Be Blessed,
Ti

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PEAcefulmind
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Posted: 5/6/2014 5:17:36 AM
Consider if there are steps and how far or hard it will be for people to haul their stuff into your house.

Bathrooms stocked?

Ice in plentiful supply?

Food-order pizza or pasta out and make a big salad or have each person do a potluck

Are these people strangers or friends? If they are all friends you could organize who brings what but make the critical stuff to those who are dependable.

Are you charging $$ for the crop?
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SunshineScrapper1
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Posted: 5/6/2014 6:28:18 AM
I love what you want to do. I hope this helps. Go for it!

See here for more ideas: https://groups.yahoo.com/neo/groups/Sunshine_Scrappers_FL/info

I agree-Saturday is good. 10-12 hours.
Do pot luck dinner and have each guest bring something-drinks, plates, napkins, cups, dessert, etc. This way you don't have to charge a fee.
See below for more ideas that may help you. See above link to a group who have been together for 13 yrs.

How to start a Scrapbooking Group....

FINDING MEMBERS: I logged on a few scrapbooking websites and looked up Florida scrappers in the central FL area. I emailed them personally introduced myself and explain what I was doing-this was 2001. We started out at my house simply because we were so small and it would keep the cost down. After a few months of getting together word spread and more people came to crops.

OUTLINE & THINGS TO CONSIDER:

*How often will the group meet? I chose MONTHLY. I picked second Saturday of every month for the simple fact it didn’t fall on any major holidays and so everyone would know when the next crop would be.

*What day or night will be most convenient? I chose Saturday because it was easier for more people to attend.

*How long will the crops last? We currently meet for 12 hrs. The longer the hours the more people can attend.

*Where would the group meet? This would depend on how many members (the amount of people cropping), the cost of rent (if an issue), the space, the tables and chairs (do they have any on the property), can you have food (in the room)-lots of factors.
Our local library allowed us to use their meeting room, which held 7 6ft. tables and lots of chairs for FREE. You could rotate each other’s houses but if you grew too big this wouldn't work also- consider tables and space. Churches are a good place to start too. Churches charge a rental fee -usually it's just a donation since it's a non-profit organization. You could try a Community Hall but they usually charge by the hour. Hotels are a good resource too. It simply depends on the above factors. Most places will ask for an insurance fee-ask about insurance.

*Will children be allowed to attend? If this is MY time out then I preferred no children under the age of 16 yrs. (Teenagers-Mom’s use your own judgement). I have to leave my home to get any cropping done.

*Set up? The group purchased “salad size” bowls for a $1 each at Michael's that we place on the tables for trash. You can also use “brown lunch bags” and tape them to the tables. We also place our tables in a square we call "pods". We place 2 8 ft. tables together and on both ends of the 2 tables we place an 8 ft. table making it a big square. This "pod" concept is wonderful for socializing and sharing. You can get 8 people per pod while enjoying a 4 ft space. We average 40 scrappers per month.** We have a kitchen with microwave, 2 ovens, fridge, etc. WiFI is included. Also, electric outlets are positioned per pod. Restrooms are easily accessed off the crop room.

*How would we handle food and beverages? Since we pay a monthly rental fee to crop we have money leftover for supplies. We purchase supplies for the group -plates, napkins, hand and dish soap, plastic ware etc.. This way we always have what we need and this keeps the cost of rent down. Pot Luck-The food coordinator assigns the group a theme meal idea once a month. Each of us contributes an item or two to make a big meal. Each member is responsible for their own beverage for the day. Bringing your own beverage keeps the cost down (no cups needed) it also helps because many like different beverages. We used to assign an item to bring like napkins, plastic ware etc. but if you couldn’t make the crop we were left without that item(s).

*What supplies are needed for a crop? We share everything. If someone wanted to share his or her CRICUT then we would share. **The crop fee also helps in purchasing a big bag of ice for the day. As mentioned above: our crop fee pays for trash bags, paper towels, toilet paper, hand soap, baby wipes (cleaning the tables), tablecloths (plastic disposable), raffle tickets, coffee and coffee supplies and any tools we may need such as a utensil holder, more crop bowls, etc.

*How much space will be available? We like to have the members that are coming to let us know so we can have ample space to crop. We usually put two people to a 8 ft. table. We have a kitchen to place the food. We needed the food to be away from our cropping tables in case of an accident.

*Will you limit membership? All are welcome. Not all members will attend every crop.

*Will you charge a crop fee? Depending on what the group wants to do will depend on a fee. Since we meet at a church which charges a $75.00 rental fee we would need to charge a crop fee. You can do so much with the overage. The money goes right to the group members on prizes; supplies for the group, and anything else to do that would make it fun. You pay the $6 for ONLY the crops you attend. The money either goes to the church we crop at or back to us-the group. The year is January-December (December all the dues go to the church). Once the prizes, supplies for the next year, any items needed are paid. The leftover money is donated to the church. The money bag starts at $0 each year. **To keep rental cost low-we set up the room and take the room down as well as take out the trash, clean the dishes, vacuum the room and buy our own dish soap, paper towels, toilet paper, plates, etc. It helps everyone. * We set up a small table by the “front door” with a notebook and money bag. You pay on your own. This is a honor system.

**Other fun things Retreats-started 2 yrs. after forming the group, Christmas Crop, Anniversary Crop, Spring April 2 day mini retreat/crop & in October a 2 day -Garage sale (advertise on craigslist). We theme our crop a few times a year and decorate the room. It brings fresh and fun ideas to the mix. Most crops are low key and for big crops we add door prizes and raffles.

*Will you have officers? We have a treasurer, a retreat coordinator, crop coordinator, website manager, food coordinator, openers and closers of crops

*Swaps? Yes, you may host and join at anytime.

*Will you allow sales at crops? I chose not to have consultants sell at crops because I didn't want the pressure to buy and favor one company. I thought the group could display catalogs and business cards to help the members and the consultants. The group is a non-profit organization. This is a great way for consultants to gather up business. We help each other.

*What about prizes or gifts? We will occasionally give away prizes. Our leftover crop fee money and raffle money has bought through the yrs. at Christmas and the group Anniversary crops the following with our logo on it.: neck wallets, mugs, lunch box coolers, recycle grocery bags, luggage tags, Patch, etc. Each scrapper received one.

*Group LOGO?: We had a logo designed (embroidered) so we can have the logo on shirts, tote bags, backpacks, hats, Tervis Tumbler etc. The girls can bring their item(s) to be embroidered for a small fee.

*What are the goals of the group? To enjoy the fellowship of other scrapbookers, make new friends, grow into a great group of central FL scrappers, and finish those albums/projects.
Motto: “Making Friends, while making Memories”

*What about having a website just for the group? I'm so glad Jenn M. came up with a private website for the group. This way we can communicate throughout the month instead of calling each person or emailing every individual, which is what I started out doing. I write a monthly newsletter which is posted on the website each month which keeps all informed on our monthly activities and future crops info.

*What can we do to make the crops from getting old? I thought we could have themed crops. It would help us to look forward to fun things while making each crop different. The ideas would be endless. We have a list of themes we’ve used.

*Group Garage sale? We bring some of our scrapbook items that we find we don't use that we want to sell each month. These are placed in the garage sale area of the room. We put our name on the item and a price. If anyone wants to buy it feel free. *Consultants can sell their discontinued products for 50% off or less. They LOVE this.

* Raffles: The girls enjoy the 50/50 raffles. Who doesn’t like going home with some cash? 50% off the winning go to a scrapper once we pull a ticket. The other 50% goes to the group for door prizes or a big item for every group member. These do very well. We also had our consultants donate items that we raffled to make more $$ for the group. This is a big hit.

By: Stacey Gonzalez~ FOUNDER

myboysnme
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Posted: 5/6/2014 9:48:34 AM
Sunshine - those crops make me want to move to Florida!

I forgot to add that if you have it at your house, please consider, as someone else said, what is required to get stuff in and out of the house.

One nearby hostess has her second floor converted into crop rooms, but we have to carry our stuff up stairs to get into her house and then all the way to the second floor. I went once and that was enough.

Also, I would rather give some teens $5 or $10 to put up tables than do it myself. I have been to many crops including one I go to now where we have to put up tables, and at one I used to go to we had to carry tables out to someone's van. Well one of us has a torn rotator cuff, the other has a pacemaker neither one can lift at all, so I end up doing their tables plus my own - I'm almost 60 years old, out of shape and had frozen shoulder so I do not have full range of motion, and there I am after a long day of cropping dragging and lifting 8 foot tables and stacking chairs. I hate it!! I feel like I have to try to leave early so I don't get stuck doing all that lifting.

We try having people put up their tables as they go, so throughout the day people are dragging and banging tables and by the end of the night there are just a few tables scattered around with us diehards.

One lovely beach crop I went to we had to drag our stuff through sand and then up 3 flights of stairs. I think it took me 20 minutes to get my XXL up 3 flights of stairs and 3 hours to recover.

A friend has crops in her living room and I would go more often if I didn't have to drag a table in from the garage and then drag it back out.

OK, old, out of shape person vent over.


My choice is to not take it personally - people have opinions. Particularly people here.-Peabay 12/29/11
I know this is assuming, but I'm really starting to think you are one of those "entitled" peas - Dalayney 4/2/12
When someone elects you Queen of Two Peas, then you can make the rules. - Sue_Pea 12/22/13
"Myboysnme,...I bow down to you, oh queen of the scrapping goodness" - Irish Eyes 3/9/14
"Myboysnme -- ... Whoa. I bow to thee." - Jill S 4/26/14









Scrappy Bug
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Posted: 5/6/2014 10:27:56 AM

Have everyone bring snacks. Have a table set aside for snacks. Provide water. Sat is the best day. 9 am to 9 pm


This is my opinion too. Don't charge - I wouldn't go to someone's house if they charged me unless I was actually taking a class and getting product of some sort. I prefer to have the option of what to eat and to bring a dish/snack or the option to run out and get something rather than be told we're having "this" and you need to bring $ for it.

You should at least provide bottled water and coffee and can delegate the rest.


Melissa

SunshineScrapper1
BucketHead

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Posted: 5/6/2014 11:34:11 AM
myboysnme-it took me 13 yrs.(in March and April) to figure out we can pay the Boy Scouts to set up and take down tables and chairs. One of the ladies asked if her son and friends in the boys Scouts-(Eagles) can do this to raise money for a project. They would help us all load and unload our stuff.

This was such a hit for the boys and all of us. Why didn't this come sooner?! lol

Come on down to FL-we'd love to have you crop with us.

meowgal
PeaFixture

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Posted: 5/6/2014 2:12:52 PM
I've been host/organizer for a monthly crop for several years. I hold mine at the public library! There is plenty of space and tables/chairs too! The only "Down" side is you cannot charge or sell anything. I charge yearly dues (only $10) so that I can cover the meetup fee. This was never about making money though, only promoting our craft.

The first few years, I had a "Slush" fund of money left after paying the fees. I did giveaways at each crop to use up those funds and not make a profit. Backfired the last year though...I'm losing money! LOL

We go out to lunch or you can bring your lunch. A few potlucks at the holidays. You can always do a "Freebie" table too.

Check the local library meeting rooms. Ours are lovely!


Carolyn Peaing in VA

ihavetoomuchstuff
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Posted: 5/6/2014 3:33:25 PM
I have crops at my house with my friends...and I don't want to "charge" them....at the beginning everyone brought something and it was kinda wasteful with the extras and more expensive.

I put out the $$$ bucket and ask for $10.00 to cover the food...its usually for 10 hours on a Saturday.

crazy4scraps
PeaNut

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Posted: 5/6/2014 3:56:13 PM
Since this is going to be at your house, I will assume that your guests will be your friends so you probably won't have to worry too much about people being obnoxious about food, music or other things. I will have a similar setup at my house once my studio is finished. Right now I can have up to five people come to crop at my house without anyone feeling cramped.

I've hosted a few crops here and this is what I've done that has worked well for us. Usually I will host something on a Saturday because it's easier to get help with DD on a weekend than during the week, and people don't feel so rushed to leave at night when they don't have to get up so early the next day for work. My studio is in the basement separate from the rest of the house. There are stairs, but it's not too bad and everybody helps everybody get stuff in and out. As for DD, when I'm hosting a scrapping day, I make other arrangements for her so she won't pester the crap out of me and everyone else. I tell people they can come anytime after 10:00 am and can stay as late as they want, but the times I've hosted most people tend to leave earlier than I hope they will.

For lunch, I get a three pack of assorted lunch meat from Costco, lettuce, tomatoes and a couple kinds of bread/rolls and people make their own sandwiches. I have my friends each bring a snack or dessert to share so those things are covered, and everyone also brings whatever they want to drink for the day since it's too hard to have what everybody wants on hand. I usually make cookies or a pan of bars too. We have a water cooler if people want spring water or want to bring their own drink mix, or if someone wants coffee they can make a pot. It's just easier if the food is already here and we can eat when we're ready.

For dinner, I get a couple of take n' bake pizzas at Costco and a tub of spring mix salad greens. We usually have a few kinds of dressing here already so that's not anything extra I have to buy. There are usually still chips and snacks left from earlier in the day if people still want that kind of stuff with their meal. I have a few friends that go to church on Saturday night so they typically bail before dinner time, but anyone who wants to stay for pizza can. Usually DH and DD are home by then, so he gets it started for us. They will eat with us but otherwise they stay out of our way.

I don't do games, prizes, make n' takes or any of that stuff simply because I would have to run it and I want to work on my own stuff and this is MY time out too, KWIM? What could be fun if you did want to do some kind of prizes with minimal expense would be to have everyone coming put together a "white elephant" package of stuff from their stash and wrap it up so you can't tell what's inside. Everybody who wants to do it could play the dice game during lunch or otherwise figure out a way to trade. I'd set up some guidelines in advance to make it an even exchange dollar wise so someone's not getting $2 worth of stuff while someone else is getting $20 worth of stuff. Just a thought.

I don't charge anyone because I've only had five or less people, but if I had more than that I might ask people to kick in a couple bucks each to help offset the cost of the food.

Once my studio is done, I'd like to ship DH and DD off to the lake cabin with our dogs and have a few friends come for a whole weekend and stay over. I think that would be awesome, kind of like all the perks of going to a retreat without having to leave my house! Now that would really be fun.

rxmommyscrapper
PeaAddict

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Posted: 5/6/2014 9:34:14 PM
We have a group of 9 of us and we rotate homes monthly. The hostess provides an evening meal and everyone brings a snack and drink to share. We have been doing this for years. The hostess sets up,cleans up. Once a year to host is not bad at all. Most people have the space. I use my family room and set up 4 8ft tables. It's rare that all 9 are present so J never have a problem with my space. We pick months usually in nov for the next year. If u know a certain month is busy for you, don't pick that month. Lighting, food, space, music are the basic requirements. Our times are usually 5-2am


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SMayer
StuckOnPeas

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Posted: 5/6/2014 10:14:07 PM
Lots of great ideas already listed.

I'm doing a crop at my house in June for 5 friends for a total of six of us. It'll be a little different as it's a sleep over crop. It's a Friday, Saturday, Sunday and Monday. I'll prepare a welcome dinner Friday night on my own, and they can come over as they get off work and not have to worry about fixing a meal and getting their area set up. Then we will coordinate and plan our meals in pairs. Everyone will bring their own snacks and drinks with enough of each to share. I'm not charging a fee. I just hope my 50 year old septic tank doesn't decide to croak! LOL!

If I was going to your one day crop I would say Saturday is best. I hesitate at paying a fee but I'd chip in for sandwiches for lunch or pizza or taqueria for dinner. And for me to pack all my stuff up and haul over I'd say 8-12 hours is a good amount of time.

ametallichick
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Posted: 5/6/2014 10:38:40 PM
My friend hosts crops in her home about once a month. She has a full-fledged scrapbooking business: sells product, pages, etc. Anywhoo, she charges $22 for an 8 hour crop. She serves dinner and dessert with it (included). She also will cut you stuff on her Pazzles machine if you ask. The only complaint I have is that it is not long enough. I like to go to a 10 hour crop at least. Oh, and the chairs hurt my butt so I bring a pillow.


Wife and GF to Kevin. Taylor & Ian's mommy. Canon shooter. Metallica groupie. Twisting. Turning. Through The Neva!



ablessedchaos
PeaNut

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Posted: 5/8/2014 3:56:50 AM
Oh my....I cannot thank you enough for all your suggestions. I really, really, appreciate it!


Be Blessed,
Ti

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SunshineScrapper1
BucketHead

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Posted: 5/8/2014 9:00:22 AM
No, thank YOU! I just gathered more great and fresh ideas. Thanks all!

Pink gelato
PeaNut

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Posted: 5/8/2014 9:02:07 AM
I don't charge for crops at my house. I actually don't charge for crops I arrange outside my house either, as long sad I'm not paying for the space.

I have had success on both Saturdays and Sundays. Depends on the location I guess.

I like to keep it simple. If there are plenty of food places very nearby, I let everyone know and whoever wants, ends up going to grab lunch and all.

But when it's a shorter crop, I try to advertise for them to bring their 'bag lunch or dinner'. Or I have had a 'potluck' type thing where everyone brings a dish/snack so we don't have to leave.

I tend to put in a lot if time and energy to host crops and love to provide it free for my ladies. So, I prefer not to spend extra cash myself and prefer that my croppers grab food and all or bring it themselves. And as another pea mentioned, in long crops, it may be nice to take a break.

Another thing is, I try to avoid providing food since everyone may have their own allergies, preferences, etc. You just never know. And if I'm attending a crop, I'm happy to grab my food on the way or prepare it for that day. I like to bring snacks to share as well.


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