I don't want to tell you how to run your swap but let me make suggestions if I may:
If you want we can get a count right here based on who signs up. If you'd rather have an email list, that's fine too but I think part of the enjoyment is to know who has signed up. While I understand why you want emails to manage a contact list easily (great idea!) taking it off line kind of disconnects us all from what's going on. We also use signup sheets a lot for conclaves. Give me the word and I will put one together for this swap that automatically emails you and updates the roster of participants at the same time!
We usually post the recipes on the steelhead fly archive board once the images are ready. This way people do not have to provide one with the fly, make copies, all that. Once the images are ready the recipe goes into the archive and everybody gets the recipe and sees the fly. I hope I made that clear, let me know if you don't get it.
email is: [email protected]
The usual approach:
1) swap is announced and participants are taken
There are two kinds of swaps: same number of people as flies sent, more people than flies sent. We usually swap with lots of people who each send some limited number (6 or so) of flies.
2) send the flies in with an extra for the meister (you)
It's like Christmas!
3) meister arranges for digital imaging / scanning
Take a look in the fly pattern archive. The images and recipes of people's flies are a big bonus and everyone, even those who aren't even signed up yet, will get to appreciate them for years to come.
4) after images are produced, the flies are randomly re-assigned and sent out to other swappers
I used to have my daughter pick the flies for each swapper so as to not introduce any of my logic into the mix.
5) images are sent to me electronically, I upload them to the server so they can be used in the recipe posts
6) I email cut-and-paste instructions to put your image into a fly recipe to every swap participant
7) the original tyer posts their recipe(s) with the provided image - for examples look at the beautiful work in the steelhead fly archive from the last swap
The recipes are in the words of the tyer and you can't get better than that when describing a fly.
Thanks for calling this swap, I look forward to participating. If you would like to discuss further, drop me an email with your phone# and I will give you a call.
In any case, this is FYI, it's your swap so call it anyway you wish but the end result should not leave out the recipes in the archive for others to enjoy. That would be a cryin' shame!
I'll help any way I can.