How do I organize a raffle?

How do I organize a raffle?

Are you part of an association and do you want to organize a raffle? Indeed, the raffle is a good way to raise funds while rewarding players. Not sure how it all works? It's not a big deal! Wilout explains all the steps to follow!

What is a raffle?

A tombola is a Game of chance, intended to raise funds. Only luck will make it possible to win the long-awaited prize. The rules are simple, anyone can participate! All you have to do is buy one or more tickets. Afterwards, the winners are drawn at random. However, whoever bought the most tickets is also rewarded, so don't forget to reserve a lot for them.

For information: Wilout does not issue raffle tickets, but those allowing access to a physical or virtual event. On the other hand, bar code numbers can be used as a ticket number for the raffle for example.

Who is allowed to organize a raffle?

The raffle is very legally regulated, in principle, raffles and lotteries are prohibited and can only be organized by non-profit associations (law of 1901). Usually, schools, colleges and high schools, parents' associations, sports clubs and any other associations.

Article L.322-3 of the Internal Security Code authorizes the organization of tombola by associations under certain conditions:

• The raffle only concerns movable objects (real estate gains are excluded)
• The organizing association must have as its statutory object, charity, the encouragement of the arts or the practice of a sporting activity.
• The costs for organizing the event, including the purchase of lots, must be below 15% of the total issue amount (number of tickets issued multiplied by the issue price of a ticket)

Afterwards, you must send a Request for authorization, by completing the “Request for Lottery Authorization” form, to the competent authority. Either by the police headquarters, if the headquarters of the beneficiary organization is located in Paris, or by the town hall, if the head office is located elsewhere in France.

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What rules should I apply to my raffle?

In addition, you will also need to provide the rules of the raffle to complete your request. To do this, the regulations must be clear and contain:

• Nature and ticket prices
• The opening date for the subscription of raffle tickets and the closing date
• The method and date of the draw
• The deadlines granted to the winners to withdraw their prizes
• The destination of the withdrawn lots
• The destination of the profits made by the raffle

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How do I start my lottery with Wilout?

1) Create your account

First of all, you need to create an account from our online ticketing. Once you have access to your Back office, enter the name as well as the date and location of your raffle. If you already have an account with us, simply add a new event and fill in the required fields. Afterwards, you can create your mini ticketing site online in the image of your association to sell your raffle tickets.

2) Create adapted rates

Once your raffle is created, proceed to create the rates. To do this, click on the “configure” menu and then in “price and stock”. We recommend that you create two rates: a single rate, €5 for a ticket and a price per lot, €25 for 5 tickets for example. The aim is to facilitate the journey of your participants. For each unit, the buyer must fill in his name and surname this field is legally required in the management of a raffle.

3) The draw

Once the raffle ticket sale is over, we invite you to export the list of your participants in an Excel table. To do this, simply go to the “participant” menu on your back office, then to “export a list”. Finally, export your list to Excel to facilitate the draw.

Each line in your table corresponds to a purchase number for a unit (ticket or ticket lot). So the first column is numbered. But be careful, if you sold lots, remember to multiply the lines according to the number of tickets in your lot. Indeed, if a participant has purchased a lot of 5 tickets, they will therefore have 5 times more chance of winning a lot.

• Physical draw

We invite you to print and cut out these purchase numbers for the draw. Generally, tickets are put into a ballot box and as many tickets as there are lots are drawn, starting with the smallest lot, to keep the suspense going.

• Digital lottery draw

Online software allows you to draw a winner at random. To do this, import the column from the Excel file or copy/paste the purchase numbers. We recommend that you do a live on social networks to create enthusiasm among your participants

How do I organize the delivery of the lots?

The prizes in a raffle are generally Offered by traders, suppliers, city hall or banks. To appeal to their generosity, it is recommended that they send a letter. This request must specify the procedures for handing over the prizes to the association, the date of the raffle, the address of the association and the purpose of the event.

• If your raffle is in physics, the delivery of the lots is done in person
• If your raffle is online, send the winners the prizes by registered mail. Remember to keep proof of your shipment!

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Finally, Communicate with your community on social networks as well as through your newsletter on setting up your raffle beforehand, but also during and after. Indeed, your participants will be delighted to know how much funds you were able to raise.