The Vega Raffle module is available as an add-on for organisations that want to manage raffle ticket sales, promotion, receipting, ticket fulfilment, and the raffle draw within Vega.

This article provides an overview of the raffle process in Vega, including setup, ticket sales, promotion, reconciliation, and running the draw.

⭐ Tip: Before setting up your raffle in Vega, see Planning Your Raffle Campaign for guidance on setting your fundraising target, sourcing prizes, determining ticket prices, and planning your promotion strategy.

How Raffles Work in Vega

Raffles can be promoted and managed across multiple channels. Vega provides functionality to:

• Sell raffle tickets online using a widget
• Send promotional emails to your contact database
• Generate ticket fulfilment and acknowledgement documents
• Use workflows to issue tickets to purchasers
• Track ticket sales and donations
• Monitor raffle activity using reports and Insights
• Run the raffle draw within Vega

A campaign header can contain multiple Raffle Channel campaign actions. This allows different sales channels to be managed separately while all tickets remain part of the same raffle and are available for the same draw.

For example, you may have separate Raffle Channel actions for:

• Telefundraising
• Direct mail
• Email campaigns
• Recurring donors
• Online ticket sales

Although these are set up as separate campaign actions, the tickets can all be included in the same raffle draw.

Before You Begin

Before contacting Vega to set up your raffle, consider the following:

• What type of raffle licence is required?
• What is your target income?
• How many tickets will be available?
• What ticket prices and bundles will you offer?
• What ticket number ranges are required?
• What channels will be used to sell tickets?
• What prizes will be offered?
• What information needs to be captured from ticket purchasers?
• How will tickets and receipts be issued?
• When will ticket sales open and close?
• When will the raffle draw take place?
• How many draws and winners will there be?

⚠️ Important: Your organisation is responsible for ensuring that the raffle complies with all applicable licensing and legal requirements. Confirm the requirements for your jurisdiction before your raffle is configured.

Raffle Process

The following steps provide an overview of the process for running a raffle in Vega.

1. Plan Your Raffle

Source your prizes and establish the key details of your raffle, including:

• Raffle size and target income
• Required licence
• Ticket prices and bundles
• Number of tickets available
• Sales channels
• Ticket number ranges
• Ticket sales period
• Draw date
• Number of draws and winners

See Planning Your Raffle Campaign for more information.

2. Contact Vega Support

Contact Vega Support to sign up for the Raffle module and begin the setup process.

As part of the setup process, you will be asked to provide the information required to configure your raffle.

This includes:

⚠️ Important: The draw must be scheduled at least 3 days after ticket sales close to allow sufficient time for the ticket purchasing period to finish and the raffle to be reconciled.

3. Apply for the Required Licence

If your raffle requires a licence, you must obtain the appropriate licence before selling tickets.

See the Licences section below for information about licensing requirements in New Zealand and Australia.

4. Vega Configures Your Raffle

Once the required information has been provided, Vega will configure the raffle based on your requirements.

The setup may include:

Ticket options

Ticket options are created as attributes using the Products attribute group. This allows the different ticket types, prices, and offers to be available for selection when purchasing tickets.

Raffle Channel campaign actions

A campaign action is created for the raffle. Additional Raffle Channel actions can be created if tickets will be sold through multiple channels.

Raffle widget

A widget is configured to accept online ticket purchases and capture any additional information required from purchasers.

Acknowledgement and ticket fulfilment documents

Acknowledgement and ticket fulfilment documents are created using Vega templates. If Vega is configuring these documents for you, you will need to provide any organisation-specific content, ticket material, or receipting information required.

5. Promote Your Raffle

Promoting your raffle across multiple channels can help maximise awareness and ticket sales.

Vega provides functionality to support promotional activities including:

• Email campaigns
• Direct mail
• Tele fundraising
• Website and partner website promotion through the raffle widget

See Planning Your Raffle Campaign for further information about promoting your raffle.

6. Monitor Your Raffle

Use Vega reports and Insights throughout the raffle to monitor ticket sales, donations, and overall campaign activity.

Regular monitoring can help you identify how the raffle is progressing against your target and allow you to adjust your promotional activity during the sales period.

7. Reconcile the Raffle

Once ticket sales have closed, an audit must be completed to reconcile all ticket purchases and donations received as part of the raffle.

This reconciliation should be completed before the draw is run.

⚠️ Important: Ensure all ticket sales and funds received have been reconciled before proceeding with the raffle draw.

8. Configure and Run the Draw

Vega Support can assist with configuring the raffle draw based on the requirements provided during setup.

The draw itself must be run and validated by an authorised staff member of your organisation.

The draw will select the required number of winners from the eligible pool of tickets and display the results on screen.

The staff member running the draw will need to authorise the tickets included in the draw and validate the results.

9. Notify the Winners

Once the draw has been completed, the winning ticket details will be displayed on screen so the winners can be contacted and notified.

For New Zealand Class 3 raffles, winners must be notified using the method specified on the raffle tickets.

10. Complete Any Required Reporting

If your raffle is a New Zealand Class 3 licensed raffle, you must complete the required audit and prize statement within 3 months of the draw.

The information required for the audit can be obtained from the relevant raffle reports available in Vega.

⚠️ Important: Your organisation is responsible for completing and submitting any required regulatory reporting within the applicable timeframe.

Licences

Your organisation is responsible for determining which licence or permit is required for your raffle and ensuring all licensing requirements are met.

Licensing requirements vary depending on the country, state, territory, raffle type, prize value, and other factors.

Always confirm the current requirements with the relevant regulatory authority before running your raffle.

New Zealand Licensing

In New Zealand, some raffles require a Class 3 Lottery Licence.

You must ensure your raffle meets the applicable requirements, including the information that must be provided to ticket purchasers and made available to the public.

For current licensing requirements and information about applying for a licence, refer to the Department of Internal Affairs (Te Tari Taiwhenua).

Department of Internal Affairs – Lottery game rules and licensing information

Vega provides templates that can be used as the basis for documents required as part of your licence application:

• Raffle Ticket Fulfillment Template
• Event Ticket Terms and Conditions NZ

These templates must be completed with your organisation's specific raffle details before being submitted as part of your licence application.

⚠️ Important: Vega provides templates and functionality to support your raffle, but your organisation remains responsible for obtaining the required licence and ensuring the raffle complies with all applicable New Zealand requirements.

Australia Licensing

Raffle and lottery requirements vary between Australian states and territories.

Use the relevant regulatory authority below to confirm the current requirements for your organisation and raffle.

⭐ Tip: Licensing requirements can change. Always use the relevant regulator's current information when determining whether your raffle requires a licence and what conditions apply.