How to Successfully Organize an Online Raffle

Understanding Online Raffles: Drive Donations with Digital Drawings

When it comes to fundraising, raffles have always been a great way to raise money for charity. After all, raffles are a win-win situation where charities can raise funds for their cause, and ticket buyers get to enjoy a bit of excitement knowing they could potentially win prizes while supporting a good cause. 

Online raffles take it one step further by taking this tested and true fundraiser and making it digital. Online raffles eliminate geographical boundaries and allow people to participate regardless of where they are. You no longer have to buy your tickets from a volunteer or charity member at particular times or in particular places. Tickets are available for purchase whenever, wherever. 

There's several online raffle platforms that make organizing a raffle or purchasing tickets easier than ever. With just a few clicks on your laptop or smartphone, you can buy and pay for tickets using various payment methods (including the payment apps in your digital wallet). You can also sign up for push notifications, so you're always up to date; then all you have to do is sit back, relax, and wait for the winners to be announced... after all, it could be you!

From an organizer or charity point of view, online raffles hold a lot of value. Not only do they expand the potential donor base, but online raffle platforms ease the process in every way. They can handle the sales, produce trackable e-tickets, give real-time data of sales and demographics of donors, and reduce overhead costs. No paper tickets to print, no venues to rent, no organization of a physical event is required—everything is done online. Raffle platforms can even choose the number of the winning ticket for you so that your raffle is fair and transparent to those who participate. 

If you're interested in setting up any kind of online fundraiser, contact us here at Paybee, and our knowledgeable staff will be more than willing to help.

Choosing the Best Platform for Your Online Raffle

Over the years, there has been an increase in both virtual and hybrid fundraisers, with these types of fundraising really kicking into high gear during the pandemic... and raffles are no exception. Today, there are dozens of online raffle platforms looking to help make your fundraiser a success, each one different from the next. Here are three of the most popular platforms that can help take your online raffle to the next level:

Raffle Creator: Designed specifically with nonprofits and charities in mind, Raffle Creator is an easy-to-use and easy-to-customize online platform with low fees, which make it a great no-frills option for charities of all sizes.

Key features:

1. Easy setup with customizable templates.
2. Flat fee of $99 per raffle plus a 5% fee on ticket sales*
3. Accepts payments through both Stripe and PayPal processing systems.
4. Allows for social media integration.
5. Provides basic analytics on ticket sales and participation.

RallyUp: Another online platform designed with nonprofits and charities in mind, RallyUp is an all-in-one solution where organizers can run multiple fundraisers, such as auctions, raffles, and crowdfunding, all through one online service.

Key features:

1. No upfront fees for nonprofits. Instead, a 7.5% fee is deducted from the total amount of funds that are raised, which makes it an excellent option for those operating on a budget.*
2. Offers live streaming and virtual events, making it easier to reach a global audience.
3. Accepts multiple currencies, which can help streamline international transactions.
4. Provides tools so that nonprofits can make sure they are in compliance with local and state regulations, including age-limit restrictions, tax rules, and licensing.
5. Provides real-time progress tracking and includes goal meters and leader boards, which can entice donors and create some friendly competition.

Eventbrite: Eventbrite is an online platform that is primarily used to help with event management, ticketing, and promotion but can be useful to charities that are planning a raffle as part of a larger event. 

Key features:

1. A fee of 3.5% + $1.59 per ticket is deducted from each ticket sale, with no upfront payment required*
2. Provides detailed reports and analytics, including ticket sales, revenue, and attendee data.
3. Provides built-in promotional tools, including social media sharing and email marketing.
4. Easy to use, set up, and manage, with customizable ticket options available.
5. While not ideal for stand-alone raffles, it's a great option when a raffle is part of a larger fundraising event.

(*Current pricing as of November 2024)

While each of these online platforms is different, they do have a lot in common in regards to the features they provide. In addition to offering completely customizable campaigns, all three are easy to use, ensure secure payments, have integrated social media tools, and offer analytics and compliance support, as well as providing an automated winner selection to make sure your fundraiser is fair and transparent.

Setting Up Your Online Raffle 

While the majority of online platforms are designed to make setting up your raffle as easy as possible, there are still several key steps to follow to ensure that your fundraiser will achieve its goals. Below is a step-by-step guide to setting up your digital raffle... that can also help set you up for success.

• Choose the right platform.  As we've seen, there are different platforms for different needs. Find the one that works for you. Look for important features such as secure payment processing, built-in promotional tools, and the option to customize your page.
• Define your goals. Decide how much you would like to raise and what prizes you have to offer. Be clear as to what the purpose of your raffle is and how the funds raised will be spent. Be clear and transparent with your donors. 
• Choose your ticking pricing. Have a look at the items you are offering and choose your ticket price accordingly. The lower the value of the item, the lower the price point of the ticket, and vice versa. Smaller community-based raffle tickets usually go from anywhere between $1 to $10 each, while high-end and luxury raffle tickets can go as high as $100 to $200 each. Know your audience, and know the value of the prizes you are raffling off. 
• Include promotional strategies to sell more tickets. The best way to maximize raffle ticket sales is to offer bundle pricing. The idea is that the more tickets you buy, the better your chances of winning, so it's common practice to offer tiered pricing where the more tickets you buy, the cheaper they become. For example, one ticket may be $10, but offering 5 tickets for $40 makes sense for both the buyer and the seller. The buyer gets a deal and increases their chances of winning, and the seller sells more tickets, making more money for their cause. It's also not uncommon to offer early bird promotions where the first x number of tickets are sold at a discounted price. This strategy creates a sense of urgency and encourages donors to buy early and get a deal on their tickets before the price goes up.
• Set up your raffle page. Once you have collected all your raffle items, be sure to take high-resolution and attractive photos of each item to entice donors. Include a detailed and well-written description about each item, and be sure to include information about your nonprofit's mission. Visuals are important in connecting with your donors and getting them excited about the possibility of winning a prize. Be sure to also include a countdown banner that allows people to see how much time is left for them to buy tickets. As with early bird promotions, creating a sense of urgency is a proven tactic when it comes to boosting sales. 

Promoting Your Raffle Campaign 

When it comes to promoting and your raffle, it's important to use as many avenues as possible to get attention. Because your fundraiser is virtual, it only makes sense to use social media and email marketing to your advantage. 

When it comes to social media, the current top five social media platforms are Facebook, Instagram, Twitter, LinkedIn, and TikTok. Each one of the platforms can be used to spread the word about both your cause and your fundraiser, with each one targeting a slightly different demographic. Facebook, for instance, has almost 3 billion users, making it the largest social media platform in the world, with users from all different demographics logging in each and every day. Creating Facebook groups or events is a great (and free) way to get people interested in your raffle, keep them up-to-date, and get them buying tickets. You may also want to consider using paid advertising on Facebook, which can significantly boost your donor base by reaching potential ticket buyers who may not already be familiar with your charity and it's cause.

Instagram, on the other hand, is great for visual story telling. With Instagram, you can create short videos, posts, and reels, or even "go live," to help create a buzz and keep followers visually engaged. While Instagram may target a slightly younger demographic, both Instagram and Facebook are owned by the same company, Meta, which makes cross-platform promotion a breeze.  This means the content you make for one platform is easily shared with the other with just one click. 

However you decide to promote your raffle on social media, be sure to include a variety of hashtags and keywords to help attract potential donors and ticket buyers. Using general hashtags such as #OnlineRaffle, #EnterToWin, and #RaffleGiveaway, for example, can help make your raffle easier to discover for those already following or searching for those particular tags. And don't forget to include cause-based hashtags such as #GiveBack or #FundraiserEvent to tap into a whole other audience consisting of those looking to support non-profits. A simple search can tell you which raffle and fundraising hashtags are currently trending or have the most followers and is a simple yet effective way to maximize your outreach and get people excited about your event. 

And, while social media promotion reigns, let's not forget good, old-fashioned email marketing. If someone is on your email or newsletter list, it means that they have already expressed an interest in or have been involved with your charity or nonprofit in the past. Those who have supported you in the past will most likely support you again in the future, and a simple yet well-crafted email asking for their assistance can make all the difference.

Last, but not least, be sure to include storytelling as part of your promotion strategy. Visual storytelling can help create a sense of empathy and inspire an emotional connection in people, making them more likely to participate in your fundraiser. By visually sharing real-life stories of those who have benefited from your charity's work in the past, you are inspiring people to get involved in the future. Communicate with potential donors what your goals are, what your mission is, and how the money from ticket sales will be spent. People want to know that, whether they win or they lose, their money will be well spent and will help make a difference. 

Conducting the Raffle 

You've organized an online raffle to raise funds for charity. You've set it up using an online platform, promoted it, and sold as many tickets as possible. What's next? The draw itself.

Making sure that your raffle draw is fair and transparent is key to making sure people know that your charity is legitimate and can be trusted. If ticket buyers believe the process has been rigged or tampered with, it can not only do damage to any future fundraising efforts, it can do permanent damage to the charity itself.

Be sure that participants are informed as to the exact date and time of the draw, and if possible, stream the drawing live to ensure maximum transparency. While some of the online raffle sites include live streaming of the draw as part of their platform, it's just as easy to stream your draw through external sites such as Facebook or Instagram Live, YouTube, or Zoom. Just be sure to test things out before hand to make sure you have no technical issues or glitches during your live feed that could through a wrench into your draw. 

As for the drawing itself, many platforms offer an automated ticket selection tool that makes sure that the prize winner(s) are fairly and randomly selected. If this isn't an option, there are sites such as random.org that can generate random numbers that you can use instead. If your draw involves any high-ticket items or has raised a considerable amount of money, it never hurts to get a third-party auditor involved to view the draw and to attest to its transparency.

Once the ticket number has been chosen, be sure to announce the results publicly along with information regarding the prize won and, if possible, the winner's name. Share the details quickly through social media channels, websites, and email to ensure that ticket buyers are informed in a timely and efficient manner. Drawing out the process or not communicating the results fast enough can leave a bad taste in people's mouths and may influence whether or not they will participate in the future. 

When it comes to prize distribution, the methods and timelines of how and when participants receive their prizes will depend on what they've won and where they are. In many cases, vouchers and gift certificates can be sent directly to the winner's inbox. When physical items are involved, the winner is usually notified and asked for their shipping address. Depending on the size and weight of the item, the winner is more often than not responsible for the shipping charges, with this being clearly communicated in the fine print when the tickets are purchased. If a prize is being shipped, it's also common courtesy to inform the winner when they should expect their prize in the mail and/or provide a tracking number, especially if it's going to take some time to receive. No one wants to check their mailbox every day waiting for something they've already won. 

Post-Raffle Follow-Up 

Just because your raffle is over doesn't mean your work is done. While online raffles are held virtually and remove the face-to-face interaction of conventional fundraisers, it's just as important to thank and acknowledge all participants, whether they won a prize or walked away empty-handed. And while it may be difficult to send personalized thank you messages to everyone who bought tickets, a heartfelt thank you sent via email or a simple social media post shows gratitude and can make people feel appreciated and more likely to participate in the future. 

You can also use the opportunity to inform ticket buyers about how much money was raised and how it will be spent, and take a moment to ask for their participation in the future, be it through the next fundraiser, volunteering, or simply spreading awareness about your charity and its cause. Following up with participants after the raffle is over isn't just about saying thank you; it's an opportunity to make new connections with donors and strengthen ties with those you already have.

Ready, Set, Raffle: Let the Fundraising Begin!

In closing, online raffles are an easy and effective way to raise funds for your charity that expands your donor base while removing the overhead costs associated with traditional raffles. Opting to use an online raffle platform can make the process even easier by guiding you through the process from the planning stages right through until the winning numbers are drawn.

However, digital raffle platforms can only do so much; it's up to you and your charity to come up with fair and attractive ticket pricing, great prizes, and engaging promotional content to share through social media and email.

When the draw date arrives and it's time to select the winners, be sure the process is transparent by using live streaming channels and automated number selection to make sure participants know the process is fair and can be trusted. And always be sure to send out a simple thank-you message to let ticket buyers know that their contribution is appreciated, will be put to good use, and that you look forward to their involvement in your charity and its fundraising efforts in the future. 

Now that you know more about online raffles and how they can be a fun and exciting way to raise funds for your charity, it's time to get started planning your own! Start brainstorming your raffle, reach out to your community for prize donations, and start creating a buzz about your upcoming fundraiser and your charity all at the same time. 

Happy raffling!!