I've been to a few and helped to start a local swap. I would keep everything as simple as possible. The more rules you have, the more work you will have. And that also means the less time you will have to enjoy yourselves. Keeping things simple also encourages as many people as possible to participate. We've pretty much just decided that if both parties are happy, it's a trade. No qty or item rules. I would suggest that each person has his or her own area. If new gardeners show up with no plants, they can offer to trade anything else they have that's garden related, or just make it known to everybody that they are open to donations. Leaves everybody with options, plus you're not splitting up your plants. If you want to start a donations table, that's fine, but if you have common plants in one area and uncommon stuff in another area, people (especially if you have a LOT of people) are gonna start debating what's really common and what's really unusual, or, worse yet, lose track of the plants they brought. This could spark a disagreement or two. The only real rules we had are 1)no weeds and 2)label your plants with whatever you know. Some folks know botannical names, some don't. I'm in TN or I'd show up and join you folks. Happy swapping!

Good luck with your swap.

I have never been to one, but am intrigued by them. By next year I could have some plants that would be useful for such an affair.

I would add that on your next flyer you could add something like asking for donations of unused good garden tools,seeds, and containers etc to put in a 'free area' for beginning gardeners.

I just had a mini garage and tomato plant sale and my new neighbor across the street wanted to plant a garden, bought several plants,seed packets, a bench, two lawn mowers, and some containers. I am going to give them some hand tools too. Nice to have another gardener close by.

Ive had a few plant swaps with coworkers and friends.
Its very informal and very fun and everyone goes home happy.

Those with established gardens bring a lot, newbies sometimes just show up with food/drinks. Everyone puts all plants in the driveway or yard. Everyone picks a number for order. And we take turns picking....even those who brought no plants. The only rule we have is new home owners get 2 picks on their turn rather than one. This is so they can quickly fill spaces in their "blank slates." Towards the end of the swap, those with established gardens often decide to stop picking, and the abundance of day lillys and mint and bee balm and such are left for anyone who wants them. New gardeners are stoked to fill their yards...established gardners are happy to get a few special plants, and there is usually some good munchies, mimosa, coffee, etc.

If I had enough time to dig up plants and place my new babies, Id have a plant swap several times a season.
Enjoy

How did your swap go?

I bet it was fun!

This is too late for your swap this year, but maybe it'll give you some ideas for next time (here, we have 2 swaps a year, spring & autumn, since those are our prime gardening seasons, just wonderful for planting).

I originally posted this on the Texas Forum, & I've made a few changes for the sake of clarity & context:
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Some facilitating tricks I've learned for swaps are:

For gardenweb swaps, post often enough to keep the threads on page 1 so more people see the info.

mention & encourage others to mention the plants that they'll be bringing

encourage pre-trades:
people will be more committed to attending if they know someone else is counting on them, & they'll be more excited about coming if they know that they'll come home with something they really want.

We've had swaps in Ft Worth for several years now, & the main things I try to do (other than arrange the facilities & give driving directions & tips for transporting plants & answer questions) are to lay out a *minimum number* of simple, loose, clear "rules" & to foster the spirit of sharing.

Rules like:

don't take anything unless the person who brought it says you can (seriously)

no selling (or some selling, or whatever, as long as the rule is the same every time for every attendee)

no alcohol, no glass bottles

clean up your own mess.

We always encourage newcomers to attend, even if they don't have plants or seeds;
growing gardeners is an excellent way to grow gardens.
& besides, sometimes they bring stuff like homemade bread!

I always encourage people to bring or to do *something* to trade;
it makes for a better feeling for everybody.

At the last swap, one couple grilled hot dogs & brought potato salad & soft drinks & prepared lunch for everyone in return for the tons of plants they took home, & I traded some plants for double chocolate brownies.

I've tried to keep things as simple & loose as possible, to make the swaps undemanding & easy for anyone to enjoy.

We never used to have games & prizes, since our swaps are "come & go" affairs:
People often bring their children, & you can't wait around a plant swap for a game or prize if your young one has a soccer game.

Of course, everything changes, & our last Ft Worth swap did feature prizes...

People brought a variety of things (garden gloves, a basket with 2 coffee mugs shaped like flower pots, books, a gazing ball, a ceramic alligator, etc), drew names, & the person chose his/her prize;
this way it's likelier that, for instance, the guys can pick a trowel or a seed kit instead of a scented candle!