After a successful raffle campaign of selling tickets and raising money for a good cause comes to an end, it will be time to draw your winning ticket(s). The raffle draw will be created in vega and this is included if you have opted for the vega support configuration. Once the draw has been set up and the numbers verified it will be up to your organisation to have a staff member verify this and be the one to start the draw.
Please ensure that you have completed a thorough audit of your raffle ticket sales and donations raised to ensure all raffle data in vega is accurate, as well as using the reports detailed in this article to audit your draw before it is run.
Define your draw(s)
In vega it is possible to have multiple raffle draws for your campaign, you may have multiple subset draws and one overall draw, for example. If you are running multiple draws where not all purchasers are included then you will need to create a query to define the contacts to be used.
Please note- If a custom query is used to define specific lists of contacts to be included in various draws then all tickets purchased for any raffle channel under the same campaign header by that contact, will be added to the draw selection pool.
If your draw is for all contacts who purchased a ticket then you will not need a custom query as there is a default option to use all campaign respondents.
Setup a raffle draw
A raffle draw is created as a campaign action, under your campaign header used for your raffle channel(s). Click New Action and select Raffle Draw as the action type:
Firstly, you will need to complete the draw details:
|Draw details field
|Provide a name of your raffle draw, it is important to be able to distinguish between draws if you have multiple.
|No. of Winners
|Select the number of winners to be drawn.
|Select the date of the draw.
|Select the time of the draw.
There are two options for the draw type:
|Select either a custom query from your organisation or All Campaign Respondents to use all ticket purchases from any raffle channel under the same campaign header.
|This will be ticked as default to create an active draw. If an error is made then a draw can be unticked as active before it is run.
Click to save your draw details and this will then populate the insights on the left-hand side.
Once your draw details have been saved the draw insights will be displayed on the left-hand side, showing three tabs for Draw, Contacts, and Tickets.
The Draw Insights will give you an overview of your draw, showing the total number of contacts who have purchased tickets, the total number of tickets that have been purchased, the ticket number range included in the draw, and the total earnings from the ticket sales.
The Contacts will display each contact who is included in the draw, showing their name and ticket numbers.
The Tickets will display each individual ticket number included in the draw and count, this will be 1 for each ticket number. This table can be easily sorted by the Ticket Count column to confirm that there are no duplicated ticket numbers.
It is the responsibility of your organisation to check these draw insights reconcile with your ticket sales.
When you're happy with the draw set up it's time to pick your lucky winners!
Click the blue Run Draw button to first verify the population included in your draw, this will show the total number of tickets included or the total number of contacts included, depending on the draw type you're using:
|One Entry Per Ticket
|One Entry Per Contact
After clicking Verify, vega will run another check and display a prompt for you to run the draw:
After clicking Draw, vega will prompt you to pick your first winner:
After clicking Pick a Winner, vega will display the details of the first ticket number or first contact picked at random from the pool. This will include the contact's name, address, phone number, and email if they exist on the contact. The Order # displayed is the receipt number of the product purchase and then the specific ticket number that has been chosen as the winner if you're using the entry per ticket option.
|One Entry Per Ticket
|One Entry Per Contact
If your draw is configured for more than one winner then you will see the button Pick a Winner again, until all winners have been chosen. You will then see the option to Verify to confirm the winners of the draw
You will then see the completed draw details and these will be saved onto this draw action to view at any point in the future:
If you exit the draw campaign action during the verification process, it will be saved at the step you are up to and can be continued later if needed.
Each winning contact will have a record under their Products tab showing the Winning Products.