How To Run an Online Secret Santa

Here is a guide to help you organize an online secret Santa project. I am writing this from personal experience of running one on the eBay Blogs. I am not an employee or affiliated with eBay. I just thought this might help others.

Expect a Large Group

First and foremost never try and estimate how many participants you will have. If you do this you will be unprepared to handle a large group of people. If you have less then you will be ok.

Make a questionnaire for the participants

Make a simple questionnaire for those that want to participate. Make sure you include their user names and email address on the questionnaire for future needs. The questionnaire doesn't have to be long or drawn out. Just ask for examples of things they like. Below is a same questionnaire for a Secret Santa
1.What is your User ID
2.What is your email address
3.What colors do you like
4.What is your favorite candy
5.Do you collect anything
6.What is your style? (ie..country..victorian..punk)
7.What is your mailing address for your package?

Set a Time Limit to sign up

Make sure you set a time limit or you will never be able to match up your participants. Example : On Friday October 16th at 5pm Central Standard time I will stop taking participants for the Secret Santa. Post this every time you talk about the Secret Santa before that specific date. You will have to stick to the time limit no matter what so make sure its something you can handle.

Make Your Rules

Make a list of what the rules are for your Secret Santa and how you will run it. Be sure to include everything you can otherwise you will be answering questions all the time over and over.

Post about your Secret Santa

Make sure you add your rules and time limit to your post. Also Include your questionnaire and email address. As you will soon learn how important this is!!

Once the Emails Start Flooding In

You will begin to receive mailings right away. You must check and make sure all information is filled out on the questionnaire right away or you will run into problems later. Once you receive a completed questionnaire back, make a folder in your email to keep them all. I suggest changing the email subject line to each persons name..this will make it easier when its time to mail them to the correct people.

You will receive many emails that are not completed with the questionnaire, immediately send it back to them and ask them to complete it. Let them know that they only have until the time limit you set to resubmit their questionnaire.

Your Time limit has been reached

You now should have your emails all set and completed. You will now have to stick to your rules and not allow anyone else in or you will have problems matching them up with those that already signed up.

Match your participants

Make a printout of each individuals names that are participants. You will need 2 copies of this. Take one copy and cut the names out and place in a hat. Take your list and pull one name for each person on your list and write it next to the name on the list. Don't put the name back,place it to the side.  This will ensure everyone has someone different to send and receive from.

Inform your participants who they have

Fwd the questionnaire that you received to the person that is the secret Santa. I suggest making a draft email to copy and paste your final instructions.

Final Instructions

Make sure you let everyone participating know that it is their responsibility to send out their boxes on time. And if for any reason they cant to notify you. There are usually always people willing to send out to more than one person so make sure you remember who they are cause they will be needed most likely. Be sure to keep all your emails and questionnaires cause there are sure to be people that will accidentally delete them.

I hope this helps you through your Secret Santa!! Enjoy and make sure you join in on the fun!!