Welcome to RaffleLink's Knowledge Base! 🎉

We're excited to help you learn everything about RaffleLink and make the most of our platform. This knowledge base is your comprehensive guide to understanding and using RaffleLink effectively.

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✨ Standard Deduction

Most Popular Choice

• Automatic deduction from raffle proceeds

  • All proceeds from ticket purchases are held by RaffleLink

  • After the raffle is drawn, RaffleLink deducts any fees, remits the net proceeds to your organization's bank account, and provides a clear tax invoice breakdown

• No upfront costs

• Simple and streamlined process

🌟 Alternative Methods

We offer flexible payment solutions to suit your needs:

Available Options

• 📄 Invoice billing

• 💳 Credit card & bank transfer payments

• 🌐 International remittance for international non-profits

• 📅 Custom payment schedules

• ✅ Other arrangements available

📞 Need a Different Option?

Contact our team to:

• Discuss payment preferences

• Set up custom arrangements

• Find the best solution for your organization

Many organizations prefer to sell both paper and online tickets for their raffle. RaffleLink offers two ways to run a hybrid raffle:

Digital Draw Method (Recommended)

Our newer, simpler method lets you:

• Sell paper tickets as usual but enter just the total amount sold

• Let our system handle the draw

• Only need to manually draw from your paper tickets if one wins

• No need to print online tickets or enter every paper sale

Learn how to run a

Manual Draw Method

The traditional method where you:

• Print all online tickets

• Combine them with paper tickets

• Draw winners manually from a barrel or container

Learn how to run a

Which Method Should I Choose?

Choose the Digital Draw Method if you want:

• Less administrative work

• No need to print online tickets

• Easy winner selection process

• Quick setup and draw process

Choose the Manual Draw Method if you:

• Prefer the traditional barrel draw experience (e.g., event draw)

• Want to physically mix all tickets together

• Have specific requirements for a manual draw

Need Help?

Not sure which method is right for you? Contact our support team and we'll help you choose the best option for your raffle.

A VGCCC Declaration for Raffles - What You Need to Know

A declaration from the Victorian Gambling and Casino Control Commission (VGCCC) is a requirement for any organization that wishes to conduct or benefit from a raffle in Victoria, regardless of the raffle's size. This includes community organizations, charitable organizations, sporting clubs, and political parties.

Key Points:

• The is FREE

• Valid for 10 years from approval date

• Your organization will be listed on the

• The beneficiary organization must be declared

• Required for ALL raffles, no matter how small

Processing Time: While the official processing time is up to 28 days, the VGCCC is typically very responsive. If you need your declaration processed quickly, you can contact them directly to discuss expedited processing.

Contact the VGCCC:

• Phone: 1300 599 759

• They are generally very helpful and can assist with questions about declarations and expedited processing.

Important Note: Once declared, you may still need additional permits if your total prize pool value is greater than $20,000. The declaration is just the first step in ensuring your organization can legally conduct raffles in Victoria.

Your organization must be:

• Not-for-profit

• Conducted in good faith

• Either a community, charitable, sporting, recreational organization, or political party

More Resources & Features Coming Soon!

To use our poster templates, download with the links below and update the Word template with your details.

Add a too to your printed promo material to send ticket buyers to your website quickly using their smartphone.

Looking To Personalise Your Posters?

Insert your logo and other details over the whitespace that we have allocated at the bottom of the poster. See our sample below:

Download our website cubes for use on your website

Load to your site and link your graphic to your RaffleLink URL – easy!

Code Downloads

About QR Codes

A QR code is a powerful marketing tool that bridges your physical promotional materials with your online raffle page. When participants scan the QR code with their phone's camera, they'll be instantly directed to your raffle's webpage.

Using Your QR Code

1. Download your unique QR code from the Resources section

2. Add it to your promotional materials:

   • Printed flyers

   • Posters

   • Brochures

   • Physical advertisements

Testing Your QR Code

Before distributing materials:

1. Open your phone's camera

2. Point it at the QR code

3. Confirm it directs you to your raffle's URL in your mobile browser (e.g. rafflelink.com.au/myraffle)

Q: Where do I add more prizes?

To add more prizes, you'll navigate to the Edit Raffle -> Prizes section within your admin portal after registration. This area allows you to edit existing prizes and finalize your prize selections. The initial prize pool value provided during registration is primarily for an initial compliance check to streamline the process.

Permit Documentation

Available Documents

1. Fundraising Agreement

   • Outlines terms and conditions between your organization and Rafflelink

   • Required for permit applications in VIC, QLD and SA

   • Must be signed by two committee members

2. Ticket Sample

   • Shows how your actual raffle tickets will appear

   • Includes current raffle terms and conditions

   • Required for permit applications in QLD, ACT, and SA

Important Notes

• Before Downloading: Ensure all raffle details are finalized, as the ticket sample will reflect current raffle settings

• For ACT Permits: Specifically include redraw rules in the additional terms and conditions section

  • e.g. If a prize is not claimed within 3 months, a redraw for the prize will be conducted from the pool of remaining tickets on [DATE] at [LOCATION]

How to Access

All permit documents can be found in the Resources Tab.

All raffle terms that are reflected in your ticket sample can be edited in the Edit Raffle Tab.

Document Checklist

• Download Fundraising Agreement

• Obtain two committee member signatures

• Review and finalize raffle terms

• Download ticket sample

• Verify all required information is included

This bank account will receive your net raffle proceeds after conclusion.

🏦 Account Requirements

• Must be beneficiary organization's account (preferred)

• Not personal or business accounts unless authorized

• See following pages for exceptions/custom arrangements

⚠️ Important Notice

• Double check all details carefully

• Incorrect transfers cannot be retrieved

• Verify:

  • Account name

  • BSB

  • Account number

📅 Payment Schedules

Standard Payment

• Single lump sum at raffle conclusion

State-Specific Requirements

• Victoria: Weekly installments (default)

• Western Australia: Weekly installments (default)

• Note: Can opt out of weekly payments for single payment in admin portal

✅ Best Practices

• Use organization's official account

• Confirm details with treasurer

• Review details before submission

🔄 Custom Arrangements

• See this section for:

  • Alternative recipient options

  • Custom payment arrangements ( e.g. invoicing, international)

Need to discuss payment arrangements? Contact our support team for assistance.

Overview

The Preview Mode feature allows you to safely share your raffle page for review before it goes live, without sharing your administrative access.

How It Works

• Generates a special preview link unique to your raffle

• Anyone with the link can view the complete raffle page

• Preview mode is view-only (ticket purchases are disabled)

• No administrative credentials are exposed

Use Cases

Committee Review

• Share with committee members for feedback

• Get approval on raffle details

• Review pricing and prize structure

• Check terms and conditions

School/Organization Approval

• Submit for principal review

• Get sign-off from management

• Verify compliance with organization policies

Group Feedback

• Collect input from stakeholders

• Test user experience

• Verify content accuracy

• Review visual presentation

Security Features

• Preview link is separate from admin access

• Viewers cannot make changes

• Ticket purchases are disabled

• Administrative functions are not accessible

The activation checklist automatically verifies two key aspects of your raffle structure:

1. Raffle Duration

2. Ticket Package Compliance

Duration Compliance

The system checks if your raffle's duration aligns with state regulations and permit requirements

Ticket Package Compliance

Western Australia (WA)

• Strict Requirements: NO discounted ticket packages permitted

• All tickets must be sold at the same unit price

• Example of compliant pricing:

  • 1 ticket for $5

  • 2 tickets for $10

  • 5 tickets for $25

All Other States

Discounted packages allowed but must follow these rules:

Ticket Package Pricing Structure

• Unit price must be descending or equal as quantity increases

• Example of compliant pricing:1 ticket = $5.00 ($5.00 per ticket) 3 tickets = $10.00 ($3.33 per ticket) 8 tickets = $20.00 ($2.50 per ticket)

Non-Compliant Example

The following would NOT pass the check:

1 ticket = $5.00 ($5.00 per ticket) 3 tickets = $10.00 ($3.33 per ticket) 8 tickets = $30.00 ($3.75 per ticket) ❌

Issue: $3.75 per ticket is higher than previous package's $3.33

Making Corrections

If compliance issues are found:

1. Return to the Edit Tab

2. Adjust ticket packages or dates as needed

3. Rerun compliance check

4. Proceed with activation once passed

Eligibility and permit requirements

Queensland regulations allow raffles to be conducted on behalf of individuals who are disadvantaged or affected by a disaster. These raffles require a Special Category 3 permit.

Permit applications must be submitted to the Queensland Office of Liquor and Gaming Regulation (OLGR) at least 28 days before the intended start date.

Duration

The maximum length for a Special Category 3 raffle is 4 months.

Financial rules

• Total gross proceeds from ticket sales cannot be more than 5x your total prize pool value

  • Example: If prizes value is $5,000, you cannot raise more than $25,000

  • Example: With 10,000 tickets at $3 each ($30,000 potential), you would need to reduce to 8,333 tickets to stay compliant

• Records of the raffle, including financial records, must be kept for a minimum of five years.

• A financial return must be submitted within two months of the raffle draw.

Prize rules

• Prize rules including prohibited prizes and certain items that require valuations follow standard Queensland regulations. See here for details: Prize Rules

• Prizes over $5000 in value must be insured until delivered to the winner

• Prizes must be delivered within 1 month of the raffle draw

Important:

Raffles of this type are only allowed to be conducted in Queensland - other state regulations do not permit raffles that benefit individuals under any circumstances.

Resources

The Special Category 3 game permit application form can be found here: Special Category 3 Permit Application (Form 2C)

Other resources relevant to Special Category 3 gaming licences can be found here: Special Category 3 gaming - Australian Business Licence and Information Service

A general guide to Category 3 games in Queensland can be found here: Category 3 Games (see pages 7-11 for Special Category 3 information)

Approaching the media doesn’t need to be intimidating – they are people just like us after all!

The key to working with the media is you must be organised and you must have a clear story that they can work with. Here are our top tips below for working with the media:

1. Create a word document outlining your raffle – the who, what, when, where and why. This should include a brief description of your group or organisation, what you are raising money for, the prizes on offer and how to purchase tickets.

2. Research newspapers that would be interested in your story and collect their editorial email address. You can find this information either via the paper’s website or via the contents page of the newspaper or magazine.

3. Consider what makes your story newsworthy. How will your raffle funds help the local community? The journalist you are pitching to will only run a story if they think their readers will be interested in it.

4. Create an email to send to the newspaper, explaining why you think the paper might be interested in your story. An example is below. Attach the word document with the vital information to supplement your email.

5. Send the email to the newspaper using the editorial address you collected earlier. If you are sending the story to more than one newspaper you should create separate emails for each. Journalists may not run the story if they think they don’t have it exclusively.

6. Wait 4 days and if you have not heard anything from the newspaper you may want to call and check if they have received your email. Be polite either way and only phone once. Hounding a journalist to run your story will have the opposite affect and just annoy them.

7. Don’t forget to say thank you! If your story does get covered – make sure you email the journalist to say thank you.

Want to see an example?

Dear Bill

I’ve attached for you information regarding a raffle that we are currently running. The raffle is raising funds for our under 13s to be able to travel to America to compete in an international competition.

Our Under 13s are the first Queensland team to have ever qualified for the competition so we thought this might have been of interest to you. They need to raise $20,000 to be able to go to the competition and will be only one of two Australian teams competing.

We would love any support the paper could offer to help us with fundraising. If you would like to arrange a photographic opportunity with our team or require more information, please don’t hesitate to contact me.

Kind regards

Mary

What is Stripe?

Stripe is our trusted payment processor that handles all transactions on RaffleLink. Here's why we chose Stripe:

World-Class Security & Reliability

• One of the largest payment processors globally, handling billions of dollars annually

• Used by major companies like Amazon, Google, Microsoft, Shopify, and thousands more

• Highest level of payment security certification (PCI Service Provider Level 1)

• Your payment information is encrypted and protected using industry-leading security standards

How It Works

When you make a payment on RaffleLink:

1. Your payment information is sent directly to Stripe's secure servers

2. RaffleLink never sees or stores your credit card details

3. Stripe processes the payment and confirms the transaction

4. You receive a confirmation of your purchase

Why This Matters

By using Stripe, we ensure your payments are:

• Secure: Protected by the same systems trusted by the world's largest companies

• Reliable: Backed by one of the most stable payment platforms available

• Safe: Your card details are never stored on RaffleLink's servers

When you see "Powered by Stripe" during checkout, you can be confident your payment is being handled by the industry's most trusted payment processor.

We've compiled a selection of banner images for popular occasions which you can access via these links. (Note: you will need to be logged in to your Google account to view) Select the image then click the 3 dots in the top right corner of the screen to download.

These images will resize for mobile view so there is no need to upload a mobile version to your page.

Easter Banners

Mother's Day Banners

Father's Day Banners

Christmas Banners

Holiday and Travel Banners

Fair and Celebration Banners

Thermomix Banners

Alternatively, you are welcome to choose a quality image for FREE from our Adobe Stock account https://stock.adobe.com/au/ Let us know the file number and we will resize it for you.

The Three Required Dates

1. Start Date

• When your raffle page goes live for ticket purchases

• Even if you activate your raffle earlier, it won't be visible to the public until this date

• Choose a start date that gives you enough time to promote your raffle

2. Close Date

• When ticket sales will end

• You have two options on this date:

  • Manually close the raffle through the admin portal at any time

  • Let it automatically close shortly after midnight

• The close button will appear in your admin portal on this date

3. Draw Date

• When you can conduct your raffle draw

• The draw button will be enabled in the Draw Panel in your admin portal once:

  • The raffle is closed

  • It is your selected draw date

• You can draw the raffle at any time on this date

Recommended Approach for Events

If you're running a raffle at an event (like a fete or fundraiser):

• Set the close date and draw date to your event day

• Log in to the admin portal during the event

• Close the raffle when you want to stop selling tickets

• Draw the winners when you're ready to announce them

Important Tips

• We recommend setting your close and draw dates to the same day to maximize sales

• Once closed, a raffle cannot be reopened unless manually done by RaffleLink Support

• You can set up and activate your raffle before the start date and it won't go live to the public before your start date

Permit Trigger Notification

• The activation check will notify you if permits are required based on:

  • Selected states

  • Prize pool value

  • Ticket count

Options to Address Permit Requirements

Option 1: Remove State Requirement

• Return to Edit Raffle Tab

• Remove states that trigger permit requirements

Option 2: Adjust Raffle Parameters

• Modify prize values and/or ticket count

• Keep values below permit trigger threshold

• System will automatically pass check once adjusted

Awaiting Permit

If you are waiting for your permit:

• Skip this verification temporarily

• Once permit is received:

  1. Enter permit number

  2. Review all raffle terms for compliance

  3. Confirm verification

Note: The system message will specify:

• Which states require permits

• What triggered the requirement

• Steps needed to "detrigger" the permit requirement

Fund Processing

• Proceeds are processed within two business days after raffle draw

  • Often processed sooner

• Important: For manual draws

  • Must enter winning ticket numbers

  • Funds will not be disbursed until this is completed

Payment Process

1. Net proceeds transferred to your nominated bank account

2. Email confirmation of payment sent

3. Final tax invoice sent via email and downloadable via Admin Portal

Documentation Access

• Following documents available in admin panel for 90 days:

  • Draw results

  • Sales reports

  • Weekly installment invoices

• After 90 days:

  • Documentation is archived

  • Must contact RaffleLink directly to request archived data

Facebook Cover Pic Options

To download our cover pic templates for Facebook, simply click on the image you wish to use below, right click and select “Save As”.

Note sure how to set up a call to action on your cover pic? It’s easy! Simply click on your cover pic Call To Action Button and link your button to your RaffleLink URL – easy!

Timeline / Wall Posts Options

To download our timeline graphics for Facebook, simply click on the image you wish to use below, right click and select “Save As”.

Suggested Twitter Posts

We’re on a mission to raise valuable funds for our [school etc]. Support our cause and buy a raffle ticket here <insert rafflelink url> #rafflelink #fundraising #goodcauses

Help us reach our fundraising goal! We still have tickets left in our [insert name] raffle. Buy your tickets here <insert rafflelink url> #rafflelink #fundraising #goodcauses

Feel like some good giving? Show your support for our [insert cause]. Buy a raffle ticket here <insert link>. You might win a prize but you’ve already won our hearts just by buying a ticket!

Need To Shorten Your RaffleLink URL?

If your RaffleLink URL is too long to fit into Twitter, make it a Bitly! This helpful little tool will shorten down any URL – perfect for use on Twitter, emails and other applications.

To download our DL flyer template, simply click on the link below to download your preferred template in Word. Note that our flyers are designed to fit three per page to help minimise your printing costs and time cutting your flyers down to size.

Add a QR Code to your printed promo material to send ticket buyers to your website quickly using their smartphone.

💫 Quick Access

Download our Ticket Package Recommendations Calculator

⚖️ Important Notes

System Capabilities

• RaffleLink allows buyers to select up to 5 of each ticket package

• Example: With a "3 for $10" package selected, buyers can purchase up to 15 tickets (5 x 3)

• Recommendation: Offer multiple package options to facilitate larger purchases

🚫 Western Australia Restrictions

• Discounted ticket packages are NOT permitted in WA

• Packages must be priced as multiples of the single ticket price

• Example: If single ticket is $5

  • 1 for $5

  • 2 for $10

  • 3 for $15

  • etc.

🎯 Special Considerations

• Limited ticket raffles may use higher pricing

• Unique or niche prizes can command higher prices

• Consider your target audience when selecting tier

• Premium tiers suitable for luxury items/experiences

Tips for Package Selection

• Provide 2-3 middle-tier packages

• Add attractive bulk purchase option

• Consider popular quantity points (2,3, 5, 7, 10, 20)

The payment form is designed for simplicity and compliance, with a current checkout success rate of 77% among users who initiate the process.

Core Features

Ticket Selection

• Package selection is mandatory

• Quantity selector:

  • Default: 1 ticket package

  • Maximum: 5 ticket packages

  • Example: if you select a ticket package of 3 tickets for $15, then toggling quantity to 3 will purchase 9 tickets for $45

  • Simple dropdown menu for quick selection

Pricing

• Fee assistance option is optional

• Total price updates automatically as selections change

Address Entry

• Google Maps autocomplete integration for faster address entry

• State-based restrictions:

  • Only accepts addresses from states where the raffle is permitted

  • Example: If raffle is VIC-only, system only accepts Victorian addresses

• Optional address collection:

  • Can disable street address collection in QLD, NSW, and VIC to streamline checkout

Additional Details

• Supplementary questions appear when enabled and require completion

• Age verification:

  • Default age restriction: 18+

  • For raffles without alcohol prizes, this restriction can be lowered as minors are legally permitted to participate

  • Clear advertising of age requirements recommended based on prize types

You can opt out of using Link (your saved credit card) by clicking the 'x' in the top right corner and it will direct you to the normal payment form

If you are already logged into your Link, you can still opt out by clicking the 'X'

Clicking the "X' will take you to the normal payment form

To edit your information or add a new card to your Link, you can enter your verification code sent to your email and then click 'Change'

This activation check is to remind you of any relevant rules around prohibited prizes.

The most commonly relevant ones are:

• limtations on cash prizes (state dependent)

• limitations on alcoholic prizes

• Any required valuation or insurance

To continue, ensure you have no prohibited prizes. If you do, please remove or adjust them so they are compliant to proceed.

1. Register your raffle

2. Access your Admin Portal

3. Access the Pricing Tab

4. Enter your Promotional Code

5. Verify the new pricing

Queensland Raffle Regulations

Permit Requirements

If you plan on selling over $50,000 in gross sales from ticket buyers IN Queensland from your raffle, a permit is required.

Note: If you do not wish to obtain a permit, you can monitor sales in QLD and close the raffle in QLD as you approach the $50,000 gross sales threshold.

Raffle Rules

Organization Requirements

• The beneficiary must be an eligible association (charitable, community, educational, patriotic, religious or sporting organization)

• The raffle must be properly authorized by the eligible association

• All proceeds must go to the eligible association

• Individuals or businesses can assist in conducting the raffle provided they have proper authorization from the eligible association

Financial Rules

• Total gross proceeds from ticket sales cannot be more than 5x your total prize pool value

  • Example: If prizes value is $5,000, you cannot raise more than $25,000

  • Example: With 10,000 tickets at $3 each ($30,000 potential), you would need to reduce to 8,333 tickets to stay compliant

• Raffles with total gross sales over $10,000 require an to be submitted after the EOFY

✅ RaffleLink retains all financial and transactional records that can be accessed whenever required

Participation Restrictions

• The following people are not permitted to participate:

  • Board members

  • Committee executives

  • Management

  • Raffle organisers

  • Their immediate families (those living at the same premises)

• Collection of ticket buyers' street address is NOT required

Prize Rules

• Valuations required for:

  • Jewelry

  • Gems

  • Memorabilia (including signed jerseys)

  • Artwork

  • Secondhand goods & vehicles

  • Animals

• Prize Insurance required for prizes over $5,000 in value until delivery to winner

• Liquor prizes limited to $1,000 in value

• Prizes must be delivered within one month

• Unclaimed prizes must be kept for one year

Note:

• Contact RaffleLink for help finding an appropriate prize valuer

• Contact RaffleLink for help finding prize insurance

Draw Rules

• Major prize must be drawn first, followed by other prizes in descending order of number and value

• Exception: Alternate draw order allowed if:

  • Clearly advertised at time of ticket sales

  • Minor prize winners are returned to draw for major prize

How to Apply For A QLD Category 3 Permit

Required Documentation

• RaffleLink Fundraising Agreement

• RaffleLink Draw Software Certification

• RaffleLink Ticket Sample

Application Process

• Lodgment via email or in person

• Processing Time: 28 Days

• *A bank guarantee may be requested for new applicants covering prizes & expenses

Application Fees

Interstate Sales

The regulations of other States/Territories apply when opening sales to interstate residents. Other State/Territory regulation summaries are available upon request and/or schedule a free phone consultation.

Contact Information

• Email: [email protected]

• Phone: 0404 395 826

Please contact us if you have more questions!

No, RaffleLink charges its platform fees to the organization conducting the raffle directly. However, we offer a feature that allows ticket buyers to voluntarily contribute towards these costs, helping maximize your fundraising potential.

🎯 Fee Assistance Option

• Enable during raffle setup

• Located in Step 7: Raffle Structure

• Check "Offer Fee Assistance (optional)" box

💳 How It Works

Buyers see four contribution options at checkout:

• No thanks - Proceed without contribution

• Half fee - Cover 50% of the platform fee

• Full fee - Cover 100% of the platform fee

• Extra support - Covers 100% of platform fee and an additional donation

📊 Why Enable This?

• Typically 33-50% of buyers choose to contribute

• Many buyers appreciate the opportunity to help

• 100% of contributions go to your organization

• Helps offset platform fees

• Optional for buyers - no pressure

✨ Key Benefits

• Completely optional

• Transparent to buyers

• Additional revenue stream

• No extra administration required

Note: The platform fee is still officially charged to your organization, but this feature allows buyers to voluntarily help cover these costs.

Overview

At RaffleLink, each raffle requires a new registration. There are no accounts to manage to keep things simple. For repeat customers, we offer a convenient replication feature to streamline setting up similar raffles.

✨ Raffle Replication Feature

• Copy details from previous raffles

• Ideal for recurring or similar events

• Maintains organization and contact information

• Fully editable after replication

🚀 How to Replicate

Step 1: Access

• Visit rafflelink.com.au/getstarted

• Select "Returning User"

Step 2: Verify

• Enter email from previous raffle

• Verify through email code

• Note: Contact if verification email doesn't arrive

Step 3: Select & Customize

• View list of previous raffles

• Choose raffle to replicate

• Enter new raffle name/URL suffix

  • See guide on how to pick a nominated raffle name

📋 What Gets Replicated

• Organization details

• Contact information

• Raffle structure

• Images and logos

• Pricing structure

• Terms and conditions

• Prize information

⚙️ Post-Replication Steps

1. Review all raffle details

2. Update dates (auto-set to 30-day period)

3. Verify images and logos

4. Confirm pricing structure

5. Check terms and conditions

6. Validate prize information

7. Complete activation checklist

8. Choose activation fee option

9. Activate and share

🔑 Important Notes

• Each raffle gets unique login credentials

• New admin URL provided

• All details remain editable

• Support team available for assistance

Need help? Contact RaffleLink Support for assistance with replication or modifications.

Q: Are you a member of the non-profit organization receiving the raffle proceeds?

Overview

This question determines whether the raffle is being officially conducted by the non-profit organization as an organizational initiative or by an external party on behalf of the non-profit.

Key Distinction

Only non-profits can benefit from raffles in Australia (with a few exceptions) so a non-profit will always be the beneficiary. The critical factor is WHO is conducting the raffle.

Answer "Yes" if:

• You are running the raffle as an official activity of the organization

• The organization itself is sourcing the prizes

• The organization is promoting the raffle through their official channels

• The proceeds are going directly to the organization's accounts

• You are acting in your official capacity within the organization

Answer "No" if:

• You personally organized the raffle, even if you're a member/volunteer

• You sourced the prizes yourself

• You're raising the money on behalf of the organization and donating it to the organization

• You're using your personal networks primarily (not the organization's channels)

• The organization is simply aware of and approving your fundraising effort

Examples

"Yes" Examples:

• A P&C Association running a school raffle where the P&C sourced prizes and is managing the raffle

• A football club conducting its annual fundraising raffle through official club channels

• A political party running a raffle where the party organization manages everything

• Red Cross conducting a raffle where they source prizes and promote through their channels

• A school running a raffle where the school administration organizes and manages it

"No" Examples:

• A Red Cross volunteer personally organizing a raffle and donating proceeds

• A political party supporter independently organizing a fundraising raffle

Important Notes

• Being a member/volunteer is not enough - the organization must be actively running the raffle

• Even if you have official status with an organization, if you're organizing the raffle independently, select "No"

• The organization should be directly involved in all aspects: prizes, promotion, and proceeds

• If unsure, ask: "Is this an official organizational activity or my personal initiative?"

Overview

This guide explains how to effectively combine traditional paper ticket sales with RaffleLink's online system. Learn how to set up, manage, and conduct draws for hybrid raffles.

Initial Setup

Registration Process

1. During raffle registration, indicate that you will be using paper tickets by selecting "Paper & Online Tickets" for Raffle Type

   • Note: Selecting a Hybrid Raffle Type (Paper + Online) will disable our online draw functionality and prompt a manual draw

2. Enter the total number of tickets (paper + online) in the "Total Number of Tickets on Sale" field

Tip:

• Assign sequential numbering: online tickets first, paper tickets last

• Example setup:

  • Online tickets: #1 - #1000

  • Paper tickets: #1001 - #2000

Why? So you can start paper ticket sales from the end of your sequence which allows you to add more online tickets if needed

Managing Paper Ticket Sales and Payments

Payment Collection

• RaffleLink does not process payments for paper tickets

• You will need to manage cash and other payment methods independently

• Consider these best practices for payment handling:

  1. Use a dedicated cash box or point of sale system

  2. Issue receipts for all transactions

  3. Maintain a separate sales log with:

     • Date of sale

     • Ticket numbers sold

     • Payment method

     • Amount received

     • Seller's initials

  4. Reconcile payments daily if possible

Overview

The nominated raffle name serves as the suffix of your raffle's URL (e.g., rafflelink.com.au/myrafflesuffix). This can be modified before your raffle becomes active.

Important Considerations

• Changes must be made before the raffle is active to prevent broken links

• Your new URL suffix must be unique across all rafflelink.com.au raffles

• Requirements for the new suffix:

  • Maximum 20 characters

  • All lowercase letters

  • No spaces

  • Must be unique

Change Process

1. Navigate to the Edit Raffle tab

2. Locate the Raffle Details section

3. Click the "Change Nominated Raffle Name" button

4. Enter your desired new raffle name

5. Click Submit

After Submission

When you submit your new raffle name:

1. Your URL will update immediately

   • Old URL: rafflelink.com.au/oldname/admin

   • New URL: rafflelink.com.au/newname/admin

2. Security Updates:

   • Your login credentials will automatically reset

   • You'll receive a pop-up message with new login details

   • A confirmation email will be sent with your new credentials

Best Practices

• Copy or write down the new login details from the pop-up immediately, as the confirmation email may take several minutes to arrive

• Update all promotional materials with the new URL (QR codes, newsletters, etc.)

• Keep your new login credentials in a safe place and avoid confusion with old credentials

NOTE: Common Requests Tab will only appear once raffle is activated

Extending Raffle Draw Date

For Non-Permit Raffles

• Can extend via system function in Common Requests TAB

• Process includes:

  1. Set new close and draw dates

  2. Automated email notification to all ticket buyers

  3. System automatically updates raffle dates

Manual Extension Process

Alternative method:

1. Download sales report

2. Copy all ticket buyer emails

3. Send email to [email protected] with:

   • All ticket buyer emails in BCC field

   • New dates requested

   • Explanation of the reason for the extension

4. RaffleLink will update dates upon receipt of the email

Permit Restrictions

• Extensions require state commission approval

• Must obtain permission before changing dates

• Contact applicable gaming authorities

• Provide required documentation

Address Collection Settings

Hide Address Fields Option

• Available only for specific states:

  • Queensland (QLD)

  • New South Wales (NSW)

  • Victoria (VIC - non-permit raffles only)

• Simply click the toggle and save to remove the street address collection from your payment forms

• Will only prompt for state selection from dropdown menu now

Restrictions

• Cannot remove street address collection if:

  • Operating in other states besides VIC, QLD and NSW

Note: Always ensure any changes comply with relevant state regulations and permit conditions.

Overview

At Rafflelink, we use a unique registration system where each raffle requires a separate registration. This means there are no permanent user accounts to manage - you'll receive new access details for each raffle you create.

How It Works

New Registrations

• Each raffle requires a new, individual registration

• You'll receive fresh login credentials for each raffle you create

• No need to remember or store permanent account details

• Use your email address to:

  • View your past raffles

  • Create new raffles based on previous ones

  • Access your raffle history

Editable Fields

After registration, you can modify most raffle details with these exceptions:

• Organization details (fixed)

• Contact details (fixed)

All other fields remain fully editable after initial registration.

Benefits

• Simplified access management

• No need to remember login credentials

• Easy duplication of previous raffle settings

• Flexible editing options for most raffle parameters

What Is Fee Assistance?

• RaffleLink's 5.5% platform fee is normally charged to raffle organizers, not ticket buyers

• This option allows ticket buyers to voluntarily help cover this fee if they'd like to

• 100% of all fee assistance contributions go directly to your organization

• Completely voluntary for ticket buyers

• Easy way to increase your fundraising proceeds

How It Works

For Organizations

• Simply check the "Offer Fee Assistance" box during raffle setup

• Adds an optional contribution step during checkout

• No risk - if buyers decline, you pay the standard fee as usual

For Ticket Buyers

They see four options at checkout:

1. "No Thanks" - Buyer pays ticket price only

2. "Half" - Buyer covers half the service fee

3. "All" - Buyer covers full service fee

4. "Extra" - Buyer contributes double the service fee

Real Numbers Example

On a $20 ticket purchase: Standard fee = $1.10 (5.5% charged to organizer) Buyer contribution options: - No Thanks: $0 - Half: $0.55 - All: $1.10 - Extra: $2.20

Why Enable This Option?

• 1/3 to 1/2 of buyers typically choose to contribute

• All contributions go directly to your organization

• Reduces your platform costs

• Many supporters appreciate the option to help more

• No downside - buyers can always choose "No Thanks"

Important Notes

• Completely optional for both organizer and buyer

• Transparent process showing exact contribution amounts

• No pressure on buyers - clear "No Thanks" option

• Simple way to increase net proceeds

• Popular with supporters who want to maximize their help

Access Credentials

• Automatically generated upon raffle activation

• Provided in activation email

• Separate from main administrator login

• Multiple sellers can use same login

Restricted Portal Access

Can Access:

• Cash sales entry form

• Transaction reports

• Basic raffle details

• Sales tracking

Cannot Access:

• Raffle editing functions

• Terms and conditions

• Draw controls

• Administrative settings

Use Cases

• Volunteer ticket sellers

• Event staff

• Organization employees

• External sales helpers

• Community fundraisers

Best Practices

• Share credentials only with authorized sellers

• Train sellers on proper data entry

  • Have them conduct a test cash transaction and then cancel it afterwards

• Monitor sales entries regularly

• Remind sellers to log out after use

Note: If you encounter any access issues, contact RaffleLink support.

RaffleLink has a redraw tool for situations where a prize winner declines a prize, or if a prize is unclaimed. Follow the steps below when you are trying to work out how to handle an unclaimed prize:

1. Head to the Raffle Winners tab on your Admin Dashboard

2. Click the "Prize Unclaimed" button underneath the relevant prize

1. Follow the prompts to figure out the appropriate action for your circumstance

1. Either redraw the prize or follow the state regulation(s) that apply to your raffle

When a prize is redrawn, RaffleLink sends an automated email to the original prize winner and the redrawn winner notifying them of the redraw occurring. The Raffle Winners tab and the public raffle page will also both update, explaining the prize has been redrawn and showing both winners. The redraw action cannot be undone.

Important Notes

• File Size Limits:

  • Banner images: Maximum 6MB

  • All other images: Maximum 2MB

  • Supported formats: JPG, PNG & GIF

• Image Orientation:

  • Landscape images are strongly recommended

  • Portrait images may be compromised by the automatic shrink-to-fit function

Banner Images

• The system provides a default banner image until you change it

• Required dimensions: 1600px (W) x 500px (H)

• Don't forget to add a mobile banner (700px x 700px) - this is crucial as most sales occur via mobile browsers

• Once uploaded, banner images cannot be removed, only replaced

  • To replace it, just upload and save a new image

  • To remove banner images completely, contact

• PRO TIP:

Logo & Branding

• You can add your logo to appear in the bottom corners of the screen

• Customize heading colors and headline background colors

  • Common Mistake: Avoid using the same color for text and background (e.g., white text on white background or black text on black background)

Sponsor Logos

• Can be removed after uploading (unlike banner images)

• Add URL links to your sponsor logos

• Display: 6 logos per row

• Pro Tip: Create sponsor levels by using blank white squares strategically

  • Example: 2 blank squares + 2 logos + 2 blank squares to start a new row

Prize Images

• No default images provided

• Recommended dimensions: 450px (W) x 280px (H)

• One "Choose File" button per prize

• Cannot be removed once uploaded, only replaced

• Contact support to remove completely

Upload Process

1. Click "Choose File" to select your image

2. Important: Click "Save and Upload Files" at the bottom to complete the upload

3. Best Practice: Upload images in small batches, preview the results, then continue with the next batch to avoid potential errors

The recommended image dimensions will be displayed below each upload area for reference.

Victorian Raffle Regulations

Declaration Requirement

• All benefiting non-profit organizations must be "Declared" by the VGCCC (VGCCC Declared List)

• Complete the FREE Declaration Application

• Valid for 10 years

• Processing time: Up to 28 days

Permit Requirements

• Required for total prize pool value > $20,000

Key Rules

Organization:

• Only for charities or non-profit organizations

• Individuals/Businesses need a 'Letter of Authority' from the benefiting non-profit

• Third-party conductors must be licensed Commercial Raffle Organizers

✅ RaffleLink is a VGCCC-licensed commercial raffle organizer

Fundraising Target Limits

• Maximum: 6x total prize pool value or permit-authorized amount

✅ RaffleLink's system automatically limits ticket sales to ensure compliance with fundraising caps

Duration Limits

• Prize pool ≤ $500: 1 day or 8-hour period (draw same day)

• Prize pool ≤ $20,000: Up to 3 months

• Prize pool > $20,000: Up to 12 months

✅ Easily notify ticket holders of raffle extensions through RaffleLink's system

Record Keeping

• Retain all records for 3 years

• Collection of ticket buyers' street address is NOT required, UNLESS the raffle is operating with a VIC permit

  • Remove address collection from your payment form here

✅ All raffle records and information are securely stored and readily accessible in RaffleLink's system

Prize Rules

• No cash prizes or prepaid debit cards

  • Specific store gift cards allowed

• Vehicle prizes: Include all on-road costs

• Retain prizes for at least 3 months (special rules for perishables)

  • Unclaimed prizes after 12 months: Sell and transfer proceeds to organization's account

Draw Process

• First ticket drawn wins highest value prize

• Large raffles (prize > $100K): May require independent auditor for draw

How to Apply For A Permit

Required Documentation

• Complete VGCCC Permit Application Form

• VGCCC Declaration approval

• Fundraising Agreement (available upon registering with RaffleLink)

Application Details

• Processing Time: 21 days

• Application Fee: $28.40

Additional Resources

• For more regulations view: VGCCC FAQs

Contact Information

• Email: [email protected]

• Phone: 0404 395 826

Please contact us if you have more questions!

Permit Requirements

Standard Lottery Permit Required For:

• Prize pools > $200

• Lotteries conducted for more than one day

Permit Exemptions

Small-scale, Confined Raffles:

• Tickets sold within a confined group (e.g., workplace, club)

• Same ticket price for all

• Conducted within 8 days

• Each prize ≤ $1000

Same-day, Small-scale Raffles:

• Conducted and drawn on the same day and premises

• Total prizes ≤ $2000

• Same ticket price for all

Key Rules

Raffle Organization

• Individuals/Businesses need a 'Letter of Authority' from the benefiting non-profit

• Maximum duration: 3 months (extensions possible with 7-day notice)

• All ticket prices must be the same; no discounted bundles

• Management and organizers ineligible to purchase tickets

• Submit financial return via online portal within 14 days post-raffle

• Collection of ticket buyers' street address is required

Prize Rules

• Liquor prizes: retail value < $1,000

• Vehicle prizes: new cars only (exceptions for vintage vehicles with valuation)

• Prizes > $30,000: bank guarantee or security deposit required

  • Possible exemption with existing guarantee or surety

• Delivery to winners within 30 days

Draw Process

• First ticket wins highest value prize, descending order for subsequent draws

• Reverse draws prohibited

• Manual draws: conducted by independent person in public venue

• Winner presence is not required for claiming prizes

• Note: RaffleLink Draw Algorithm software is approved in WA

How to Apply For A Permit

1. Read the Standard Lottery Policy

2. Create account in DLGSC Portal (see Portal Set Up Guide)

3. Processing time: 14 days minimum

Interstate Sales

Regulations of other States/Territories apply for interstate ticket sales. Contact us for summaries or schedule a free consultation.

Additional Resources

For further rules view: Raffles WA

Contact Information

• Email: [email protected]

• Phone: 0404 395 826

Please contact us if you have more questions!

NSW Raffle Permit Requirements

Permit Overview

• Required for total prize pool value > $30,000 (RRP)

• Known as "Art Union Authority"

Key Rules

Raffle Organization

• Only for charities or non-profit organizations

• Individuals/Businesses need a 'Letter of Authority' from the benefiting non-profit

• Management and organizers ineligible to purchase tickets

• Collection of ticket buyers' street address is NOT required

  • Remove address collection from your payment form here

Financial Requirements

• Minimum 40% of gross proceeds to benefiting organization

  • Example: $10,000 gross proceeds → minimum $4,000 to beneficiary regardless of expenses

• Annual gross proceeds > $250,000 require audited accounts

✅ RaffleLink retains all financial and transactional records, accessible when required

Prize Restrictions

• Liquor prizes limited to:

  • 20L of ≤20% alcohol content (e.g., ~58 bottles of beer or 2.4 cartons, ~26 bottles of wine), OR

  • 5L of >20% alcohol content (spirits)

• Clearly state any costs associated with claiming prizes

✅ RaffleLink's activation checklist helps ensure compliance with prize restrictions

Draw Process

• Alternate prize draw order allowed if clearly advertised

• Unclaimed prizes must be kept for at least 3 months after draw

• Reasonable efforts must be made to contact initial winners

✅ RaffleLink will notify winners automatically within two days following the draw

✅ RaffleLink allows listing alternate prize draw order in additional T&Cs section

How to Apply For a Permit

1. Check requirement:

   • Use NSW Fair Trading community gaming check tool

2. Complete application:

   • NSW Art Union (Permit) Application Form

   • Email to: [email protected]

3. Submit additional forms:

   • Community gaming notification form (at least 10 business days before game start)

   • Possible 'Authority to Fundraise' from NSW Fair Trading

4. Processing Information:

   • Processing time: 4 to 5 weeks

Permit Fees

Additional Resources

• Complete regulations: Lotteries | NSW Government

Please contact us if you have more questions!

The timeline for activating your raffle can vary significantly depending on your preparation and requirements. Some organizers can complete the process in as little as an hour, while others may need several days or weeks.

Quick Setup Scenario (1 Hour - 1 Day)

If you have all elements ready:

• Images and banner prepared

• Permits already obtained (if required)

• Prize details finalized

You can:

1. Set up your page

2. Complete the automated compliance checklist

3. Self-activate immediately

Common Scenarios

Fastest Path (Same Day)

• All materials prepared

• No permits required

• Experienced with platform

• Self-activation chosen

Standard Path (1-3 Days)

• Some materials need preparation

• Team review requested

• Minor adjustments needed

Extended Timeline (Weeks+)

• Waiting for permit approval

• Complex prize structure

• Multiple stakeholder approvals (e.g., principals, committees)

• Custom requirements

Tips to Speed Up Activation

1. Prepare materials in advance:

   • High-quality images

     • Select images from Adobe Stock and have us export and send them to you

   • Finalize prizes

     • Can add in more prizes after raffle is activated

2. Submit permit requirements early:

   • Submit applications promptly

   • Have documentation ready

Remember

• The automated compliance checklist allows for instant activation once complete

• No mandatory waiting period

• You control the timeline based on your preparation

• Support available if needed

The key to quick activation is preparation. With all elements ready, you can move through the process efficiently and begin selling tickets sooner.

Need help speeding up your activation? Contact our support team:

• Email: [email protected]

• Phone: 0404 395 826

Overview

Our Cash Entry Forms are designed to help you efficiently collect ticket purchase information at events or through volunteers. These A5-sized forms make it easy to:

• Record customer details for cash ticket sales

• Maintain organized records of sales

• Easily transfer information to the online system later

How It Works

Step 1: Preparation

1. Download the Excel File with the A5 forms

2. Fill in the red text in the template (i.e., organization, logo, ticket packages etc.)

3. Print the forms out

4. Cut and distribute forms to your volunteers/sellers

5. Brief volunteers on:

   • Required fields

   • Available ticket packages

   • Your cash handling process

Step 2: At the Event/Sale

Volunteers should:

1. Have purchaser fill out all required details on the form:

   • Name

   • Email

   • Phone

   • Address (if required for your state)

   • Ticket package selection

2. Collect cash payment

3. Keep forms organized and secure with payments

Step 3: Processing Sales

After collecting completed forms:

1. Use the Bulk Cash Sales Entry feature to enter multiple sales

2. Keep original forms for your records (especially important for states requiring address collection)

3. Verify all sales appear in Raffle Reports

Tips & Best Practices

• Print extra forms to have on hand

• Have volunteers check forms are filled out completely

• Keep forms organized by date/location

• Consider having a dedicated cash handler

• Enter sales into the system during off-peak hours

• File completed forms by state if address collection is required

Important Notes

• Forms help maintain paper trail for cash sales

• Original forms serve as backup records

• Essential for states requiring address collection

• Makes bulk entry process more efficient

Permit Requirements

• Organizations that do not operate within NT MUST apply for a 'Foreign Lottery Permit' to sell tickets to NT residents for a raffle of any size

• Must hold a valid permit in any other State/Territory to be eligible

Key Rules

General Requirements

• Must comply with regulations of the primary licensing jurisdiction

• Any complaints, disputes, or compliance matters will be handled by the primary licensing jurisdiction

Permit Conditions

All Foreign Lottery Permits must comply with these conditions:

• No ticket sales to persons under 18 years of age

• Major prize must not comprise of liquor

• Monthly report required on tickets sold in the Territory (using approved form)

• Additional conditions may be specified by the Director

How to Apply For a Foreign Lottery Permit

Application Process

1. Request Checklist & Application Form from: [email protected]

2. Submit required documentation (valid raffle permit from another state/territory)

3. Submit application within required timeframe

4. Wait for processing

5. Comply with any additional conditions specified

Required Documentation

• Copy of valid permit held in another State/Territory

Submission Timeframe

Must submit application:

• No earlier than three months before lottery start

• No later than 14 days before lottery start date

Processing Time

• 10 days

Application Fee

• FREE

Additional Information

• Full regulations available in section 40 of the Gaming Control Act 1993

Interstate Sales

The regulations of other States/Territories apply when opening sales to interstate residents. Other State/Territory regulation summaries are available upon request and/or schedule a free phone consultation.

Contact Information

• Email: [email protected]

• Phone: 0404 395 826

Please contact us if you have more questions!

Quick Start

• Use the "RaffleLink Recommends" button to automatically set tickets to 5x your prize pool value

• Our system will help you adjust quantities if needed through your admin portal

How Many Tickets Should You Issue?

The simple answer: Issue as many tickets as your state's fundraising caps allow, unless you specifically want to limit tickets for exclusivity. This approach lets you maximize your fundraising potential while staying compliant with regulations

What Are Fundraising Caps?

Fundraising caps are state-imposed limits on how much money you can raise from a raffle compared to your prize pool value. They exist to:

• Ensure fair fundraising practices

• Maintain reasonable odds for participants

• Protect consumer interests

• Regulate charitable gaming

For example, if your state has a 5x fundraising cap and your prize pool is worth $10,000, you cannot raise more than $50,000 from ticket sales.

State-by-State Fundraising Caps

States with Specific Caps:

• Victoria

  • Under $20,000 prize pool: Can raise up to 6x prize value

  • Over $20,000 prize pool: No cap

• Queensland

  • Can raise up to 5x prize value

  • Need permit if raising over $50,000

• South Australia

  • Can raise up to 5x prize value

• ACT

  • Under $10,000 prize pool: Can raise up to 5x prize value

  • Over $10,000 prize pool: Can raise up to 10x prize value

• Northern Territory

  • Can raise up to 3x prize value

  • Need permit if raising over $5,000

States with No Caps:

• New South Wales

• Western Australia

• Tasmania

Exceptions: When to Issue Fewer Tickets

There are times when you might choose to issue fewer tickets than your state allows:

1. Creating Exclusivity

   • High-value prizes

   • Premium market targeting

   • Better odds of winning

2. Limited Edition Raffles

   • Special events

   • Luxury items

   • VIP experiences

Examples

Standard Raffle Setup

Prize Pool: $10,000 State Cap: 5x Maximum Possible Revenue: $50,000 Recommended Approach: Issue enough tickets to reach cap

Limited Ticket Strategy

Prize Pool: $50,000 Strategy: Exclusive limited release Tickets: 1,000 only Ticket Price: Higher price point Selling Point: Better odds of winning

Recommendation

Unless you have a specific reason to limit tickets, we recommend:

1. Use maximum tickets allowed by your state

2. Start with our recommended 5x multiple

3. Let our system help adjust if needed

4. Monitor and adjust through admin portal

Downloading and Using RaffleLink Paper Tickets

RaffleLink provides pre-filled paper tickets for hybrid raffles, making it easy to manage both online and paper ticket sales. This guide explains how to download and use these tickets.

Before Downloading Your Tickets

Important: Before generating your paper tickets, make sure all your raffle details are finalized in the Edit Raffle tab:

• Prize details and values

• Terms and conditions

• Ticket pricing

• Draw dates

• Organization details

• Any other raffle information

This is crucial because all this information will be printed on your paper tickets. Any changes made after printing tickets would require reprinting all tickets.

Where to Find Your Paper Tickets

1. Log into your RaffleLink admin dashboard

2. Click on the "Resources" tab

3. Look for the "Paper Tickets" section

4. Click the "Generate Paper Tickets" button

Ticket Format Options

RaffleLink offers two format options for your paper tickets:

Standard Size (210mm x 74mm)

• Traditional raffle ticket dimensions

• Perfect for most events

• Fits standard ticket books

• More tickets per page

Large Size (210mm x 99mm)

• Larger format for better visibility

• Ideal for displaying more prize details

• Easier to read for volunteers

• Recommended for raffles with multiple prizes

What's Included on the Tickets

Each pre-filled ticket includes:

• Your organization name

• Raffle purpose

• Prize details

• Correct ticket numbering

• Terms and conditions

• Required legal information

• Tear-off section for buyer's receipt

Ticket Numbering

Your paper tickets will be automatically numbered after your online ticket range. For example:

• If you have 2500 online tickets starting at #1

• Your paper tickets will start at #2501

• This makes tracking and auditing easier

Printing Instructions

1. Test Print First

   • Always print a test page before bulk printing

   • Check alignment and formatting

   • Verify all text is readable

   • Ensure perforations align correctly

2. Paper Choice

   • Can be printed on regular paper or card stock

   • Standard printer paper (80gsm) works fine

   • Heavier paper (120-160gsm) provides better durability

   • White paper recommended for best readability

3. Printer Settings

   • Use "Actual Size" setting (not "Fit to Page")

   • Print in "Portrait" orientation

   • Set to highest quality for clearest text

   • Double-check margins are correct

Professional Printing Option

Need professionally printed tickets? Contact us through the Resources tab for:

• High-quality materials

• Professional finish

• Proper perforations

• Bulk printing and delivery

Important Reminders

• Always retain the main ticket stub for the draw

• Record buyer information carefully

• Keep track of which ticket numbers have been sold

• Ensure all sold ticket information is entered into RaffleLink if doing a digital draw

What is RaffleLink?

RaffleLink is Australia's leading digital raffle platform that helps non-profits, schools, and community organizations run successful online fundraising raffles.

How RaffleLink Works

1. Setup Your Raffle 🎫

• Register your raffle

• Get your unique raffle URL (e.g., rafflelink.com.au/myraffle)

• Add images and style your customized raffle page

• Set up prizes and ticket prices

2. Sell Tickets Online 💻

• Share your raffle link with supporters via your link, QR code, or our social media icons

• Automated ticket generation and delivery via email

• Secure payment processing via Stripe

• Real-time sales tracking

3. Manage Your Raffle 📊

• Track ticket sales in real-time

• Access detailed reporting

• Ensure compliance with regulations

• Communicate with ticket buyers

4. Complete the Draw 🎯

• Conduct digital prize draws with one click of a button

• Manage prize distribution

• Receive funds

• Download final reports

Key Benefits

• 🌐 Expand your reach by easily sharing our mobile-friendly raffle pages

• 💳 Accept credit card and cash payments securely and reliably

• 📊 Automate record-keeping and ticket issuance

• ✅ Guarantee compliance with state regulations

• 🔄 Combine online and paper tickets if you wish

• 📱Call our unlimited, quick phone support (incl. weekends)

• 💻Easy setup (no accounts needed)

Getting Started

Ready to start your first raffle? Check out our How It Works (In Detail) or Registration Guide

Related Articles

• How It Works (In Detail)

• Registration Process

• Compliance Requirements

• Pricing & Fees

Q: Who should I put for the organization's contacts?

Overview

Two contacts are required for your raffle registration:

1. Organization Member

2. Committee Member (preferred)

Both contacts will receive all important raffle communications, including:

• Login details

• Instructions on how to conduct the draw

• Raffle closure notifications

• Draw results

• Proceeds information

• Tax invoices

Organization Member Contact

Role and Responsibilities

This should be the main person responsible for:

• Setting up the raffle

• Day-to-day management of the raffle

• Handling raffle logistics

• Primary point of contact for raffle operations

Who Should Be Listed

• The person most involved in running the raffle

• Someone who will be actively managing the raffle process

• A person who can be readily contacted throughout the raffle period

• Individual with direct operational involvement

Committee Member Contact

Role and Responsibilities

This should be someone in a position of authority who:

• Has oversight of the raffle

• Can ensure compliance with regulations

• Has authority within the organization

• Can verify the raffle's legitimacy

Who Should Be Listed

• A committee or board member

• Someone in a leadership position

• Person with official authority in the organization

• Individual who can take responsibility for the raffle at an organizational level

Important Notes

• Both contacts must have different email addresses

• Both will receive ALL raffle-related communications

• If either contact changes, please request for us to update your raffle's contacts

• Choose contacts who will be available for the duration of the raffle

Example Contact Pairs

• School Raffle:

  • Organization Member: Raffle Coordinator

  • Committee Member: P&C President or School Principal

• Sports Club:

  • Organization Member: Fundraising Manager

  • Committee Member: Club President or Committee Member

• Charity:

  • Organization Member: Events Coordinator

  • Committee Member: Board Member or Director

• Community Organization:

  • Organization Member: Volunteer Coordinator

  • Committee Member: Committee President or Treasurer

Adding & Editing Prizes

Getting Started

• Your raffle begins with one default prize after registration

• To edit a prize:

  1. Click the "Edit" button on the prize row

  2. A modal will appear for adjustments

  3. Modify prize level, value, and description as needed

Prize Descriptions

• Use the text editor to customize descriptions with:

  • Bold, italics, underlining

  • Strikethrough

  • Center alignment

  • Text colors

  • Hyperlinks

  • Indentation and block quotes

• The prizes section shows a preview of the description; click the row to view full description

Managing Multiple Prizes

• Add prizes using the "Add Prize" button

• Requirements for new prizes:

  • Value must be greater than zero

  • Description cannot be blank

• The "Remove Prize" button:

  • Removes the last prize in the table

  • Disabled when only one prize remains (minimum requirement)

Organizing Prizes

• Recommended: List prizes in descending value order

• Use "Reassign Level Orders by Descending Value" button to automatically:

  • Sort prizes by value

  • Update prize levels accordingly

  • Set highest value as 1st prize, second highest as 2nd prize, etc.

Saving Changes

• Must click "Update" at the bottom to save all changes

• Best Practice: Add and save prizes in small batches rather than all at once

Permit Requirements

• Adding certain prizes may trigger permit requirements

• System will notify you if permits apply

• You'll be prompted to enter permit numbers in States & Permits section

• If permit number is missing:

  • Prizes will save

  • Error message will prompt for required permit number

Post-Activation Rules

• After activation:

  • Cannot edit prize values (contact support for changes)

  • Can still edit descriptions and prize order

  • Can add more prizes (unless operating under a permit)

• Value editing restriction prevents accidental permit requirement triggers

How to Price Your Single Tickets

The 0.1% Rule

Calculate your base ticket price as 0.1% (point one percent) of your total prize pool value:

• $10,000 prize pool = $10 ticket

• $5,000 prize pool = $5 ticket

• $20,000 prize pool = $20 ticket

Minimum Recommendations

• Start at $5 minimum per ticket

• $10 per ticket is realistic for:

  • Holiday packages

  • High-end appliances

  • Valuable electronics

  • Luxury items

Benefits of Higher Ticket Prices

• Better odds of winning (fewer tickets sold)

• Easier to reach fundraising targets

• More efficient sales process

• Higher perceived value

**Use our 'RaffleLink Recommends' buttons to auto-populate our recommendations for ticket pricing

Real World Example

Anne's P&C Fundraiser Target: $25,000

Old Method:

• $2 tickets

• Need to sell 12,500 tickets

• More work, more paper, more handling

Better Method:

• $5 tickets

• Only need to sell 5,000 tickets

• Faster to reach target

• Less administrative work

Ticket Packages

Always offer multiple ticket options:

Example Package Structure: 1 ticket = $10 3 tickets = $27 5 tickets = $40

Package Tips

• Packages don't need huge discounts

• Small incentives encourage larger purchases

• Keep calculations simple

• Make bulk buying attractive

Important Considerations

• Consider your audience's purchasing power

• Ask yourself "What would I pay for this ticket?"

• Factor in prize uniqueness and value

• Remember: online credit card buyers typically purchase more tickets than cash buyers

Why Higher Prices Work

• Reduces total tickets needed to reach target

• Creates perception of better winning odds

• Matches modern fundraising expectations

• Simplifies administration and tracking

• Aligns with online purchasing behavior

Monitoring and Managing Sales

Real-Time Sales Tracking

Once your raffle is activated, you'll gain access to the "Raffle Reports" tab where you can monitor all sales activity in real-time.

Sales Dashboard

The main dashboard features:

• Daily sales breakdown chart showing:

  • Number of tickets sold

  • Number of transactions

  • Cash vs credit card sales

  • Fee assistance breakdown

  • Total sales revenue

Transaction Table

Below the dashboard, you'll find a detailed transaction table that:

• Updates automatically with each new sale (cash & card)

• Shows all transactions in real-time

• Provides complete transaction details

Ticket Confirmations & Notifications

• Confirmation emails may take 5-10 minutes to deliver

• Emails might be directed to spam/junk folders

• If the transaction appears in your table, the purchase was successful

• Can also resend the tickets confirmation email if still not delivered

• When ticket information is edited, the buyer receives a notification email

Managing Ticket Information

What You Can Edit

• Email address (in case of typos)

• Phone number

• Note: Any changes trigger a notification email to the buyer for transparency

Name Changes & Transfers

• To transfer a ticket or change the buyer's name:

  • Have the ticket buyer contact: [email protected]

Cash vs Credit Card Sales

Cash Sales

• Organizers can cancel cash sale tickets if needed

• Useful for:

  • Removing ineligible buyer purchases

  • Testing cash sale entry before events

  • Managing refunds for cash transactions

Credit Card Sales

• All credit card sale inquiries should be directed to [email protected]

• This includes refunds, disputes, or payment issues

Contact [email protected] for any additional assistance with managing sales or ticket information.

Option 1: Direct Export (Recommended)

RaffleLink now offers a simple way to export your online tickets directly, ready for printing and cutting:

1. Login to your Raffle Admin Portal

2. Navigate to the Sales Report tab

3. Look for the "Export Online Tickets for Printing" dropdown button

   1. Must have Manual Draw enabled in the Edit Raffle -> Ticket Count section

1. Choose your preferred size:

   • Standard Size (20 per page) - More tickets per page, smaller size

   • Large Size (12 per page) - Fewer tickets per page, larger size

2. A PDF will be generated with all your sold online tickets, formatted and ready to print

3. Print the PDF, cut out each ticket, and place them in the barrel for your draw

This method automatically formats your tickets with all necessary information including buyer details, ticket numbers, draw date and any answers to optional questions if applicable.

Option 2: Mail Merge (For Custom Ticket Sizes)

If you need custom-sized tickets or want more control over the ticket design, you can use the mail merge method:

1. Login to your Raffle Admin Portal and download the “Manual Draw Sales Report” (.csv file)

2. Next open a New Document in Microsoft Word

3. Click on the “Mailing” TAB then click on “Start Mail Merge”

4. Click on “Labels” and set the printer to manual feed, the labels to Avery A4/A5 and choose a label template that closely resembles your paper ticket size. Click “OK”.

5. Blank labels will fill the page. Next click “Select Recipients”. Click “Use an ExistingList” and browse for your Manual Draw Sales Report and click “Open”