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This raffle ticket seller is organized and ready to go. This hat makes it easier to find her once the room is filled with guests. Her apron has pens, stick‐on stars and pre‐torn raffle tickets.
Raffles Riches
A raffle is a game of chance and may be regulated by a gambling commission and a
license may be required along with a filing fee. Visit your local government website
and search the word “raffle” for legal rules and guidelines.
A raffle can be included at any gathering of people and a charity auction is the ideal
arena to offer one or more raffles. It is my opinion that every auction should include
the Early Bird Raffle and End of the Night Raffle. Beyond raising money, these two
raffles encourage people to arrive early and stay late, both important to a well timed
auction and an efficient check out. The Early Bird Raffle primary purpose is to draw
guests to the venue the minute the doors open and The End of the Night Raffle holds
the audience in the main live auction arena after the live auction has ended. Both are
excellent for moving inventory, attracting sponsors and donors, creating winners and
engaging the audience in participating fully with the auction.
Early Bird Raffle
The Early Bird Raffle is designed to entice guests to
arrive at the auction the minute the doors open to begin
placing bids in the silent auction, playing auction games
and previewing live auction items. Think of the Early Bird
Raffle hour like a VIP reception. Everyone who arrives
during the Early Bird Hour is given a FREE raffle ticket
and treated to complimentary champagne, hordevores
and door prizes. The Early Bird Raffle will increase
revenue and participation in the silent auction, raffle and
fundraising games. Begin promoting the Early Bird Raffle
in the auction newsletter, on the website and include a
mention in the invitation-especially if an advertiser is on
board. Prizes should be promoted once they are chosen
or when a corporate or individual sponsor has signed on.
This seller, working alone, uses a simple ice bucket found at JoAnn fabrics to put her sold tickets in. It is much easier to sell tickets with two people. Use this blank space on the back of the clip board to list the raffle prizes in big type. Stick a foil star on the name tab showing these guest bought their tickets.
These sellers are fun and love talking to people. They are ready to go with pre‐torn lengths of tickets.
The Early Bird Raffle is a highly visible
sponsorship segment and attractive to
business donors. An advertising fee can
be charged along with a request for a
prize. The prize(s) need to fit the
interests and demographic
characteristics of your audience. In
some cases the prize may be a product
from the sponsoring business. If the
sponsoring business does not have a
tangible product or travel adventure,
then one must be acquired either from
the advertising fee or in addition to the advertising fee. The prize can be designated
from items already procured. The prize does not need to be a high valued item. It is
more important that the prize has broad appeal like a gift card to a grocery store or
petrol company. Your job is to promote the heck out of the sponsor and prizes well in
advance of the auction. Consider offering the sponsor the opportunity to create the
Early Bird Raffle display using their own resources for design, materials and signage.
Ask them to send 2 volunteers to give out the tickets and schmooze with the guests.
Invite the company representative on stage to draw the ticket. The auctioneer and
master of ceremonies will refer to the sponsors repeatedly throughout the silent
auction timeline and
during the drawing
of the ticket. As you
can see, the overall
exposure is
tremendous.
How To do the Early Bird Raffle
The Early Bird Raffle is active the first hour of the event only. Two volunteers stand
at the Early Bird Hour display table with a roll of raffle tickets. The volunteer writes
the guest’s bid number on the back of both tickets. One ticket is placed in the bowl
and the other is given back to the guest for safe keeping. The ticket is drawn after
the guests are seated and at the beginning of the dinner hour.
The Early Bird Raffle Process and Procedure
1. Purchase standard two-part raffle tickets.
2. Acquire ticket container and mark “Early Bird Raffle” on outside of container.
3. Create a sign welcoming guests and announcing prize(s).
4. Drape a table large enough to accommodate the signage.
5. Drape and position the complimentary beverage table.
6. Position both tables near the entrance to the silent auction arena.
7. Position 2 volunteers at the raffle table.
8. Catering staff will maintain the complimentary beverages.
9. Prepare raffle tickets by tearing the tickets into one pair of tickets and
stacking them.
10. As guests arrive grab one pair of tickets and right the guests’ bid number on
both tickets.
11. Tear apart and give one to the guest and place one in the bowl.
12. At the end of the hour, remove the raffle tickets and bowl from display.
13. Give remaining tickets to clerking station.
14. Take Early Bird Raffle bowl to stage and give to the auctioneer or master of
ceremonies.
15. Invite sponsor to stage.
16. Draw ticket and announce winner.
17. Call winner to stage and let sponsor award prize(s).
18. If raffle is sponsored create a sign for the sponsor
19. It is okay to offer several prizes to multiple winners.
End of the Night Raffle
The End of the Night Raffle is often promoted that “You must be present to win”. The
key to this raffle’s success is waiting with anticipation to see who wins the prize(s).
Choose a Grand Prize with broad appeal to drive ticket sales. Consider offering more
than one prize. More prizes increase sales and create more winners. More winners
take more time to draw and announce. Ideally we want to keep the audience in their
seats while the clerking staff enters the final bids and catches up after the Paddle
Raise. For this reason, I recommend that the tickets are sold only at the venue on
the night of the auction.
The prize and the procedure used to
sell raffle tickets will impact raffle
ticket sales. The prize needs to have
broad appeal, tickets need to be
easy to locate and buy and as tickets
are sold, buyers need to be identified
by a wearable novelty.
Let’s begin with the prize(s). The
desirability of the raffle prize drives
ticket sales and the possibility of
winning pins buyers to their seats
until the winning ticket is drawn and
the winner revealed. Offering
multiple opportunities to win a prize
will increase both ticket sales and
staying power and can even help
move unplanned inventory. As an
example the Grand Prize could be a
stay at a nearby resort along with 10 more prizes that consist of props from the
auction, unopened wines, extra desserts from the dessert dash and last minute
donations. The inclusion of many possible winners creates palpable excitement as
well.
Ticket Sellers working in pairs can sell more tickets in less time. Guests should be bidding and playing other auction games and not waiting in line to buy raffle tickets.
The items need not equal the value of expected ticket sales. As an example, if the
latest and greatest 60 inch television - valued at $4200 may create more profits if
placed as a raffle prize. Review the historical data from previous auctions and if the
highest amount ever bid during the live auction was $1000, then using the television
as the Grand prize for the raffle would certainly drive ticket sales and keep the
audience in their seat until the end of the night and likely raise more money than
positioning the TV as a live item.
The price of the raffle ticket does not have to reflect the value of the prize either.
The price of the End of the Night raffle ticket should be at a level that most people at
your auction are willing to spend so that
nearly every single person easily buys
one or more raffle tickets. This raffle
should feel inclusive and fun.
Remember the end of the night raffle
premise is keeping the guest involved
with the live auction timeline until the
last item is sold, resulting in the
possibility of more bidding activity after
the Paddle Raise. Tickets can be sold 1
at a time, 2 or more for a price or by
the yard - the length of the buyer’s arm
- by height, etc. It takes more time to
manage multiple ticket purchases and
for that reason I prefer to limit the
number of tickets sold to no more than
2 per fee. As an example, 2 tickets for
$5 or more.
All raffle sales are enhanced by an
attractive informative display that acts
as a Raffle Station or base of operations
when the traveling ticket sellers are moving about the venue. Create a display that
showcases the prize or prizes and if there is a sponsoring donor put the name of the
business on all raffle signage. The mere fact that there is a sponsoring donor will
Before the auction, the MC or Auctioneer makes a last call for guests who have not bought a ticket yet. At least 2 teams need to be ready to go so as not to distract from the next activity.
drive ticket sales, plus it is our duty to give them good placement and visibility. Read
the chapter on signage and displays for guidance.
The ticket sellers will make or break the raffle. This is a perfect job for theatrical,
outgoing and organized volunteers. The ticket sellers become a traveling billboard for
the raffle. The objective is for them to be easily identified from across a crowded
room. Wearing a head piece of some kind and costumes are visual identifiers. Large
feather plumes and an oversize hat with raffle tickets pinned on works well. The
auctioneer or master of ceremonies will be announcing the raffle during the silent
auction and the audience will be seeking them out, so you can see how important it
is for the sellers to stand out.
How To
Basic Raffle Ticket Selling Technique
1. Pair volunteers together in teams of two. One ticket seller records sales the other tracks dispenses tickets.
2. First ticket seller will carry a clip board for recording bid numbers and number
of tickets sales. Place a list of the prizes on the back of the clip board so the seller can easily show the buyer the items they could win.
3. The 2nd ticket seller will carry the tickets and write the buyer’s bid number on both ticket parts and then tear apart the tickets and place one half in a basket and give the other to the purchaser for safe keeping.
4. Give the buyer a wearable token easily recognized by the sellers. It is critical to continued raffle sales to identify buyers so that the sellers do not continue to approach those guests. As the evening progresses, the sellers cannot remember who they sold too and guests begin to feel badgered by repeated requests to buy tickets. At some point the sellers stop selling tickets because they feel awkward and embarrassed by the increase in “No thank yous”. This little trick is worth the effort and modest expense.
5. As the tally sheets fill up, they are turned in to the clerks so they can be entered into the computer. Make plans for one pair of raffle sellers per 75 people.
6. If the event procedures are running smooth and the clerk staff is caught up, consider selling tickets during dinner until it’s time for the live auction.
Raffle Novelties are easily found online. Flashing buttons of all types with magnetic
backs at hundreds of on-line stores or something as inexpensive as a gold star
placed on your guests name tags works well and homemade or purchased
medallions, bracelets and pins are fun too. Consider incorporating the theme into the
novelty and the sponsor’s logo as well.
The End of the Night Raffle Process and Procedure
1. Purchase cheap or create fancy two-part raffle tickets. 2. Acquire ticket container and mark End of the Night Raffle on outside of
container. Include the sponsors name when applicable. 3. Create a sign End of the Night Raffle and announcing prize(s). 4. Place a sheet listing the prizes on the back of a full size clip board. 5. Place a tally sheet on the front of the clip board with a pen. 6. Assign one clipboard to each sales team. 7. Create raffle ticket seller costume and headpiece for visual identification. 8. Prepare raffle tickets. 9. Acquire a container with a handle. Avoid real basket material as reed and
cane will snag fine clothing. 10. Establish a Raffle Station and drape a table large enough to accommodate the
signage. 11. Position the raffle table in the traffic pattern of the silent auction. 12. Position 2 volunteers at the End of the Night Raffle Station and volunteer
teams in the Silent Auction arena. 13. Sell tickets and give one part to the buyer and place the other in the basket. 14. At the appointed time combine all the tickets into the Raffle Station basket. 15. Give remaining tickets to clerking station. 16. Take the End of The Night Raffle basket at the appointed time to the stage
Guests who arrive during the Early Bird Hour receive pre‐poured complimentary beverages like champagne, cosmos, martinis or wines as part of the VIP treatment. A more costly alternative is to offer complimentary drinks at the bar for one hour. Besides the added expense long lines at the bar mean that people are not bidding and playing the auction games. Pre‐poured beverages can be part of a sponsored package either by the beverage company or event sponsor.
This Early Bird Hour was co sponsored by a radio station and a beverage company. The display exudes outdoor summer fun while listening to the radio.
and give to the auctioneer or master of ceremonies. 17. Invite sponsor to stage. 18. Draw ticket(s) and announce winner(s). 19. Call winner to stage and let sponsor award prize(s).
The tally sheet and raffle tickets represent uncollected cash. This may be the only reference for recording the transactions, collecting the money and reconciling post auction. Write legibly with a medium tip so the bid number is easy to read. Once the numbers have been entered from the tally sheet write the words End of the Night Raffle on a sticky note and place the sticky on the tally sheet and then place the tally sheet in the reconciliation tray. Do not put the forms in an envelope and seal the envelope, ever.
The Golden Ticket, The Best of the Live and The Pick of the Live Raffle.
This raffle is appeals to guests who have the money to buy a higher priced ticket.
Plays are limited and the ticket price is set at a premium. As a grand prize, only one
winner is offered a choice of any of the live auction items. By limiting the ticket sales
odds are favored to the players and the prize
is selected from the best items up for bid.
The game is played until all the tickets are
sold and the winning ticket is drawn at the
beginning of the live auction.
The formula for this raffle requires thoughtful
consideration of historical bidding and buying
activity from past auctions. It is important to
be familiar with invited and registered guests
for the current auction and determine if how
many guests are willing to spend $100 per
ticket or $50 per ticket. The goal is to raise
double the value of the highest valued item
offered in the live auction. Keep in mind this
is just a suggestion. You can sell as few as
10 tickets and as many as 200 depending on
the size and buying power of the audience.
The ticket price can be as low as $10 and as high as $1000. The price of the ticket
and the limit to the tickets should be customized to your buying audience and meet
the gambling commission regulations governing raffles.
Raising double the value of the highest priced live auction item does not always have
to be the goal. It is not uncommon for my clients to procure items valued far beyond
the buying power of their respective audiences. In fact, it is understood that some
live auction items never reach the fair market value. However, most live auction
items are procured with the idea of meeting or exceeding fair market value and when
the formula for the Pick of the Live Raffle is carefully calculated, it often raises more
money than any other activity during the live auction with the exception of the
Paddle Raise.
This raffle does not drive ticket sales or serve any purpose beyond raising money so
the decision to hold the Pick of the Live Raffle can be made a week before the
auction if necessary. Often class projects or consigned items are excluded from the
prize lineup. Keep in mind that every time a detailed explanation is required or an
exception is declared, someone will be turned off to buying a chance.
How To
See above Basic Raffle Ticket Selling Technique.
Create a display of the live auction items if you plan on doing this raffle. This
prepares ticket holders to start thinking about what live auction item they will choose
if they are the winner. I am amazed at how often the winner is completely
unprepared for selecting a prize. It is helpful to create a slide for the Power Point
presentation listing the live auction items and keep it on screen for most of the time
leading up to the moment of the draw. Valuable live auction minutes can be lost if
this process is delayed. Sometimes private schools will exempt class projects from
the prizes. Another method is to calculate the amount raised by the raffle and only
allow the winner the right to choose from that select list. I do not recommend this
option. The winner and the audience will be confused and at the last minute, the
raffle suddenly can feel unfair. I prefer that all live auction items be included with the
occasional exception of one item or class projects.
Assign one pair of raffle sellers per 75 people. Use the raffle seller techniques
described in the End of the Night Raffle. Begin selling tickets as soon as the doors
open and continue to sell tickets until all chances are sold. Once the guests are
seated for dinner, any unsold tickets can be offered before the live auction begins.
The master of ceremonies or auctioneer will continue to invite the audience to buy a
ticket as the ticket sellers will wander through the seated guests. At some point
before the program begins, stop selling the tickets and draw the winner. If all of the
tickets do not sell, then an adjustment should be made to the sales formula for next
year.
The Pick of the Live ticket can be drawn by the master of ceremonies
before the auctioneer is called to stage or by the auctioneer before the
first item is sold. The winner is announced and then invited to the
stage to choose a prize from the live auction lineup. Make sure that
the selected item’s description is read as it would have been read
during the auction had it been sold as shown in the catalog. This will
honor the donor before the entire audience. You would be surprised at
how often auctioneers and masters of ceremonies move on before
giving the donor the huge amount of recognition they deserve. When
donations are handled properly, often the donor will offer a matching
package back to be auctioned. Sometimes even the winner will donate
the package back at the time during the live auction it would normally
have been sold. Don’t pass over these moments. Give the donors and
winners their moment in the sun. I’ve witnessed many standing
ovations and heartfelt tears when these spontaneous gifts are given.
The Process and Procedure
1. Create fancy two-part raffle tickets.
2. Acquire ticket container and mark Pick of the Live on outside of container.
Include the sponsors name when applicable.
3. Create a sign Pick of the Live with a listing of all eligible live auction items.
4. Place a sheet listing the live auction items on the back of a full size clip board.
5. Place a tally sheet on the front of the clip board with a pen.
6. Assign one clipboard to each sales team.
7. Create raffle ticket seller costume and headpiece for visual identification.
8. Prepare raffle tickets.
9. Acquire a handled container. Avoid real basket material as reed and cane will
snag fine clothing.
10. Position 2 volunteers in front of the Pick of the Live sign and send volunteer
ticket seller teams in the Silent Auction arena.
11. Sell tickets and give one part to the buyer and place the other in the basket.
12. At the appointed time combine all the tickets into the Pick of the Live basket.
13. Give remaining tickets to clerking station.
14. Take the Pick of the Live basket to the stage before live auction begins and
give to the auctioneer or master of ceremonies.
15. Invite auction chair to the stage or sponsor when applicable.
16. Draw ticket and announce winner.
17. Call winner to stage and invite them to choose item.
The tally sheet and raffle tickets represent uncollected cash. This may
be the only reference for recording the transactions, collecting the
money and reconciling post auction. Do not throw away the
corresponding ticket stubs. After the numbers have been entered from
the tally sheet write the words Pick of the Live on a sticky note and
place on the tally sheet and then place the tally sheet in the
reconciliation tray. Do not put the forms in an envelope and seal the
envelope, ever.
April Brown is an 18 year veteran auctioneer and specializes in fundraising auctions. She is also the founder and Director of Whisker City, a feline rescue organization located in Shoreline, Washington. Brown also hosts April Brown’s Charity Auction World, the only internet television show designed to showcase the world of charity auctions. She is the author of Money is Marvelous and The Foundation - Secrets to A Successful Charity Auction. April has a long history of dramatically increasing revenue for charities with a goal of $30,000 to $500,000 and higher. The Auction Powerhouse Training Method has helped thousands of volunteer and professional fundraisers attract new donors, develop profitable demographic and put together memorable auctions. Brown’s innovative strategies and concepts are used by auctioneers, development officers and volunteers throughout North America. She is a skilled auctioneer and combines her passion for business and love for charity by training others to do great things. April’s clients include private and public schools, hospital foundations and guilds, business and community service organizations and individuals