Winter break was starting on December 15th that year.
I had elementary aged kids at the time.
And if you have ever lived with a young kid who is counting down to Christmas, you know ten days of waiting feels like ten years.
So I got to thinking about how to fill that stretch for the kids at our school.
What if they had something new to play with or read?
And what if nobody had to buy a thing?
Enter the toy and book swap.
Kids walk out with something that’s new to them.
Families clear out the stuff that’s been collecting dust at home.
And the PTO gets an event that doesn’t cost much to pull off.
Win, win, win.
I’ll be honest though, our turnout wasn’t huge.
But the kids who came had a fantastic time, and I learned exactly what makes or breaks one of these events.
So here’s how to organize a toy and book swap, including the little wristband trick that kept every family included.
What Is a Toy and Book Swap?
A toy and book swap is a school event where families bring in gently used toys and books they no longer need and trade them for items that are new to them.
Nobody pays for anything.
Every item you bring in earns you one item to take home.
It works because it solves a few problems at once:
- Kids get something new to enjoy, right when they need a distraction.
- Families clear out what they aren’t using without spending a dime.
- The PTO gets a community event with a tiny price tag.
Here’s the catch.
This only works if you publicize well in advance and get a good turnout, so there are lots of items to swap.
A swap table with ten things on it is just a sad folding table.
Lots of items means lots of choices, and lots of choices is what makes it fun.
How to Organize a Toy and Book Swap, Step by Step
1. Publicize Early and Loudly
Start with the basics.
Send home flyers, post on social media (more than once), and get it on the morning announcements (or any of these other 21 ways to publicize an event).
Then do the part people forget… hype up the kids.
Kids who are interested will mention it to their parental units, and that boosts participation.
Don’t count students out of your publicity plan.
I’d also repeat the message more than you think you need to.
One flyer in a backpack is a flyer lost in a backpack.
2. Pick Your Date and Space
I held mine the right before winter break, and it gave families a built in reason to take part.
A week or two before any long break is a great target.
For the space, cafeteria tables worked perfectly.
You need enough tables for your item categories, plus one spot near the entrance for check in.
3. Label Your Tables by Category
Set the tables out ahead of time and label each one with a category you expect to see.
Think board games, remote control toys, dolls, vehicles, and books.
Not sure what people will bring?
No problem.
You can quickly make the signs as the very first people walk in.
4. Run a Check In Table With Wristbands
On the day of the swap, set up a check in table where families get a wristband for every item they bring.
One item brought to swap equals one new to them item to choose.
That one rule keeps things fair.
It also keeps anyone from walking out with an armload after dropping off a single puzzle.
Once they’re checked in, families lay their items out in the pre-labeled sections.
5. Let Everyone Go “Shopping”
This is the fun part.
Families head from table to table and pick out the items they want to take home, one new to them item for each wristband.
If you can, grab a couple of helpers to keep the tables tidy as things get picked over.
Little hands plus piles of toys equals a lot of rearranging.
6. Make It Inclusive for Every Family
This is the part I care about most.
Not every family has toys and books to spare, and nobody should have to sit out because of it.
So I gave the school counselor a set of prenumbered wristbands.
Those families could take part and choose items without needing to bring anything.
The wristbands looked just like everyone else’s, so no one could tell the difference.
It was only me as the main organizer and the school counselor who knew.
That kept anyone from feeling embarrassed.
7. Plan for Leftovers
If items are left over at the end, they’re up for grabs for whoever wants them.
The rest can go to a local donation center.
Scout up a donation center in advance and make a plan to drop off right after the event so you aren’t driving the leftovers around town for a month.
Setting Up Your Book Swap Display
Books need a little more thought than toys, because a pile of spines is hard to browse.
A few things that make a book swap display easier to shop:
- Lay books flat or stand them with the covers facing out so kids can see what they’re choosing.
- Split the book tables by type, like picture books, early readers, and chapter books.
- Keep the tables at a height little ones can actually reach.
Same wristband rules apply.
One book in, one book out.
Can You Run a Swap for Older Grades?
Totally.
I ran this event at the lower elementary school level, but it can be replicated with higher grades with a few tweaks.
Maybe make it a clothing, book, or room accessory swap instead of a toy swap.
The wristband system and the inclusive approach work the same way.
Toy and Book Swap FAQs
How does a toy and book swap work?
Families bring gently used toys and books to a check in table and get a wristband for each item.
They set their items out on tables labeled by category.
Then they shop the tables and trade each wristband for one new to them item.
How far in advance should we publicize a swap?
As early as you can.
A swap depends on good turnout so there are plenty of items to choose from.
Use flyers, social media posts, and morning announcements, and get the students excited too, since they’ll tell their parents.
Looking back, this is where I failed.
I did not publicize this event as much as it needed.
New events, especially one like this that isn’t an everyday event, will need more hype around it to draw attention and participation than an established event.
So if you are planning to launch this event, make sure you do a lot of publicity to boost participation.
What if a family doesn’t have anything to swap?
Give your school counselor or social worker a set of prenumbered wristbands that look just like everyone else’s.
Those families can choose items without bringing anything, and no one can tell the difference.
Only the organizer and the school counselor need to know.
What do we do with leftover items?
Open them up to anyone who wants them at the end of the event.
And then whatever is still left can be taken to a local donation center.
Can a swap work in middle or high school?
Yes, with a few tweaks.
Try a clothing, book, or room accessory swap instead of toys, and keep the same wristband system.
Over to You
A toy and book swap comes down to a few things: publicize early and often, label your tables, hand out one wristband per item, and quietly make sure every family can take part.
Do those and you’ve got an event that gives kids something new, helps families clear out clutter, and costs your PTO very little (only cost is for the wristbands).
Looking for more events like this one?
You’ll find plenty in my massive post with tons of family fun ideas.
I loved coming up with unique events as the PTA Family Events Chair, including a Trunk or Treat and a glow dance.
