Running a Raffle, Draw or Sweepstake Checklist
- The club should obtain written permission from the business unit or site manager for a raffle, draw or sweepstake to be conducted. The generic term “draw “encompasses all events where a “draw” is made and a winner is declared. This includes activities such as “bonus Ball” draws where the draw is made independently of the HASSRA club by a third party as part of a bonafide process such as the National Lottery draw and where the results are published and verifiable. It applies equally to sweepstakes on the Grand National, the Derby, Eurovision Song Contest and other such analogous events.
- If the raffle, draw or sweepstake is a ‘one-off’, perhaps connected with a charity fund-raising event, this authority shall be a single event. If a club wish to organise regular raffles the authority can reflect this as long as both the manager and the club are clear about the extent of the approval.
- The individual price of the tickets must be recorded in the minutes of the Management Committee. NB. All tickets must have the same value. The practice of tickets costing, for example, 25p each, or five for a £1.00 is not acceptable.
- All prizes relevant to a particular raffle, draw or sweepstake must be recorded and effectively communicated to participants and should not be varied after the sale of tickets has commenced.
- The selection of winning tickets should be conducted by at least two people who should each sign a simple record of the numbers drawn. There is no necessity for this where the draw is made independently of the club and/or where the draw result is made by a bonafide source and where the results are published and verifiable. Following the selection, the results of the draw should be communicated to members e.g. by display on office notice boards etc.
- Raffle ticket books should be controlled as an important source of evidence to reconcile receipts. A record should be kept of the number and serial numbers of tickets available in the book prior to selling.
- After tickets have been sold, the number and serial numbers of sold tickets should be reconciled with the payments received. Both the seller and the treasurer should record these details in the cover of the book or on a simple separate record, which would be attached to the income voucher. Partially used books of tickets should be treated as security items.