When you go to the seed swap link in the blue panel you see a list of all swap, past, present and future. Under the first section with current and future swaps is three green link buttons. You click on the one that says Access the Swap Host Control Panel. If that is not visible to you the you need to tree mail dave to activate for you. You don't need to discuss dates and rules for the swap. That is all up to the swap host.
