GUIDE TORUNNING A SUCCESSFUL RAFFLE
WHAT IS THE TOYOTA DRIVE MY CLUB RAFFLE?
• TheToyotaDriveMyClubRaffleisapartnershipbetweenHockeyNSWandToyota Australiawhichgivesparticipantsthechancetowina Toyota RAV4 GX valued at $33, 840, withall funds raised going directly back into the development of hockey in your local area.
• Associationsregistertoreceiverafflebookswitheachbooksoldworth$50(10x$5ticket perbook)
• Inourinauguralyear,weraisedover$160,000forhockeyinNSW!
SELLING YOUR TICKETS
Haveeachpurchaserfillinhisorhercontactinformation,thenteartheticketinhalf,keepingthehalfwiththecontactinformationandgivingtheparticipantthestubwiththeraffleinformationonit.
Therearemanyavenuesthroughwhichyoumaychoosetosellyourtickets:
• Door to door: Organisationmembersandtheirchildrenmaychoosetoknockondoorsand invitepeopletoparticipate.• Storefronts:Localshopsandboutiques,especiallythosedonatingprizes,maybewillingto letyoupostflyersintheirwindowsorontheirdoors.• Print ads: Inexpensiveadsinlocalnewspapersandlifestylemagazinesareaneffectiveway togetthecommunityinvolved.• Booths:Boothsoutsideoflocalstores,oratartshows,carnivalsandfestivalsareagood waytodrawraffleparticipants.• Fundraising event: Sellticketsfortherafflecontestattheactualeventwheretheraffle drawingistooccur.• Car wash:Publicpurchasestworaffleticketsinreturnforacarwash($10)
SETTING GOALS
Thefirststepinyourfundraisingistocreatearealisticgoalforyourself.Afterdecidingwhatyou’dliketoachieve,setindividualgoalse.g.eachpersonmustsellxamountoftickets.
Makesuretoallowareasonableamountoftimeforraffleticketsales-inthecaseoftheToyotaDriveMyClubRaffle,youhaveuntilthe2ndofSeptember,2016.TryingtosellyourRaffleticketslastminutewillmakeitverydifficulttoaccomplishyourgoals.
Don’tforgettocreateincentivesforyourticketsellers.Establishmilestonesthatrewardthemandmotivateyourgrouptoachievemore.Lastly,makesuretothankeveryoneinvolved-whetheritbeyourvolunteers,localbusiness,ticketsellersandbuyers,acknowledgeeveryonewhohelpedraisedfundsforyourAssociationorClub.
RAFFLE BASICS
YOUR LOCAL DEALERSHIP
WHY GET INVOLVED?
WhileyourlocaldealershipisnotobligedtoassistwiththeToyotaDriveMyClubRaffle,wesawmanygreatexampleslastyearofAssociationsandClubspartneringupwiththeirlocaldealership.
Herearesometriedandtestedwaysofengagingyourlocaldealership:
• Runadsinlocalpress/onlineadvertisingyourdealer’sinvolvementintheHockeyNSW ToyotaDriveMyClubRaffle.• Askthedealershipiftheywouldtaketicketstosellorifyoucansellticketsattheirlocation• Askthedealershiptoprovideavehicleasaproptobeusedatshoppingcentresandticket sellingdays.
FOR COMMUNITY
-Workingtowardasharedgoalandfosterconnectionbetweendealership/community-Helpgrowrelationshipsoutsidetheshowroom-Drivereferrals/trustofToyotaasalocalbusiness
FOR STAFF
-Acommunity-basedprojecteveryonecangetinvolvedwith-Demonstratethevalueofyourvolunteersthroughtheirinvolvement-OpportunityforstafftohavesignificantfinancialimpactonAssociations/Clubs
FOR BUSINESS
-DrivepositivesentimentforToyotainyourlocalcommunity-Showtheycareaboutgrassrootsinitiatives-Providealegacyofsupportinthehockeycommunity
OTHER IDEASWeaskedourfundraisersfromlastyear’sraffletopassontheiradviceforgettingthebestresultpossiblefromtheDriveMyClubRaffle.Here’swhattheyhadtosay:
1. Go where the people are!Approachshoppingcentres,supermarketsoryourlocalToyota Dealerandaskpermissiontosellticketsonweekendsandatotherbusytimes.2. Keep it simple! Don’toverwhelmyourmembersbygivingthemmultipleticketbooks.Give themonebooktostart–theycanalwaysaskformore3. Stay organised.Createaspreadsheettokeeptrackofticketbooknumbersandwhothey aregivento.It’sbesttogiveticketsdirectlytoparentsandnottoyoungplayers,thisway theywon’tenduplostinatrainingbag.HockeyNSWhascreatedaspreadsheettoassist withtrackingthisdetail-visitourDriveMyClubwebpagetofindthetemplate.4. Talk it up! Promotethevalueofourprize.5. Set your goals. Beforeyoustart,decidewhattheclubwantstospendthefundraisingcash on.AtargetwillmotivateAssociation/Clubmemberstoletpeopleknowwheretheirmoney isgoing.6. Help your sellers! HockeyNSWhasputtogetherasimpleA4salesinfosheet,soyourticket sellerscaneasilyexplainwhattheRaffleisallabout.
UTILISE YOUR CONTACTSPlanoutanewsletterthatyoucansendtoyoursubscribersoncetherafflehasstartedand24hoursbeforetheraffleends(linkingtoyourpromotion).Afulldayisplentyoftimeforyourmemberstoopen,read,andenteryourrafflebeforeitcloses.Youmightshootoveronefinalemailtogetthemexcitedaboutthepotentialofwinningtherafflethedaypriororgivethemonelastchancetorefertheirfriendsorincreasetheirownchances.
HotTip:Don’tsendoutyouremailseveralhoursbeforethegiveawayends;givefolksampletimetogetinfrontoftheircomputers,oryoumayhaveanunhappyarmyofpotentialentrantsemailingyou!
EXCITE YOUR NETWORKSAfteryou’venotifiedyourmembersbyemail,thinkaboutusingyoursocialnetworkstogetmembersexicted.Withagreatprize,reasonablypricedticketsandanentryactingasavirtualdonationtotheAssociation/Club,it’snottoohardtosell!
IncludehereafewCallsToAction(e.g.‘Entertowin!’)andcreatetemplatesformessagesthatcanbeusedthroughoutthecampaign.AsocialmediatoollikeHootsuitecanbeveryusefulhere.
WhileHootsuiteisapaidsubscriptionservice,itdoeshaveafreeversionwhichallowsyouoneveryusefultool-theabilitytoscheduleyoursocialmediamessages.ConsiderTwitter,whichmanyAssociaitons/Clubshaveahardtimestayingontopof-youcouldschedulemessageslikeso:
8:30am: Riseandshine!HaveyouheardaboutourawesomeDriveMyClubRaffleyet?1:00pm: Howdoeswinningabrand-newRAV4GXonyourlunchbreaksound?Enterviayourlocal Club.6:00pm:There’sjustXdaysremaininguntilwedrawthewinnerofabrand-newRAV4GX!
OTHER IDEAS
CONTACT LOCAL MEDIAAsklocalmediaoutlets,includingtelevision,printandradiooutlets,forhelpinspreadingthewordaboutyourRaffle.Askaboutdeadlinesorguidelinestoensurethatyougetthemtherightinformationinatimelyfashion.Stopbylocalofficesanddropbysomeflyers,andaskfortheirhelpingettingthewordouttotheirlistenersandsubscribers.Createatimeframeandfollowup,confirmingtheoutletwillbeabletopublicizeyourevent.
CONTACT HOCKEY NSWWe’dlovetohearfromClubsaboutwhattheyfoundworkedlastyearwhenhostingtheirRaffle,orevenwhattheydidwiththeirfundsoncetheyreceivedthem.Storieslikethishelpuspubliciseyoureffortsthisyear,aswellasshowthegoodthattheRaffledoesforgrassrootshockey.
Ifyou’vegotastory,[email protected]
COLLATERALHockeyNSWwillprovideAssociations&Clubswiththefollowing:
• Numberedtickets• Template:SellerInformation• Template:2016ToyotaRaffleAssociationReconciliation• TicketReturnDeclaration• SocialMediaCollateral–includingimages,postersetc.
NEXT STEPSSTEP 1AnemailwassenttoallHockeyNSWAffiliatedAssociationsonthe22ndMarch,2016.Toassistuswiththeplanningprocess,wehaveaskedyoutocompletethelinkedform.Thiswillassistuswithdetermingthefollowing:
• Howmanyticketsyou’dlike• WhoyourToyotaDriveMyClubChampionwillbe• Ifyoustillhavelastyear’sbanneratyourvenue/venues• Howmanypostersyourequire,ifany• WhatideasyouhavetodriveagreatresultforyourmembersClickHEREtocompletetheform.Weaskthatyoucompletetheformassoonaspossible,ifyouhavenotalreadydoneso.
STEP 2Readthememoandthisguideallthewaythrough!
Ifyouhaveanyquestionsafterhavingdoneso,contactLaurenWoods,[email protected](02)97641911.
EachAssociationhasnominatedaChampioninchargeofmanagingtheRaffleforyourAssociation.ThisroleincludesissuingticketbookstoClubsandcollectingtheticketbutts.ClubsarealsotonominateaChampion,whowillbeinchargeofissuingbookstomembers,collectingandbankingmoneyandhandingbacksoldticketbuttstotheAssociation.
HockeyNSWhascreatedaTicketDeclarationforAssociationChampionstotrackthenumberofticketstheyhavedistributed.
STEP 3PromotetheRaffleandselltickets.
UsethetemplateticketreconciliationtoassistwithtrackingticketswithinyourAssociationwhencollectingsoldandunsoldticketsfromClubs.
STEP 4The Raffle closes on the 2nd September, 2016 and will be drawn on Sydney Mens Grand final Day 3pm Saturday, 17th September at Sydney Olympic Park Hockey Centre.
HockeyNSWwillsendalettertoallAssociationChampionsasareminderto:
• Confirmthattheticketswerecollectedviathesequentialnumbersonthetickets• HockeyNSWwillrequiretheStatutoryDeclaration,dulycompletedandsignedalong withbothsoldticketstubsandallunsoldticketstomeetNSWOfficeofLiquor,Gamingand Racingpermitobligations• Indicatehowyouwouldliketoreturnalldocuments–expresspostenvelope,personal deliverytoHockeyNSWofficeorlocalRCC
STEP 5Returned to Hockey NSW:
1. StatutoryDeclaration2. TicketReconciliation3. Ticketstubsofsoldtickets4. Unsoldtickets