How to track Raffle Tickets

Nikki Liptak:
We have an auction every year and along with that we have a large raffle. We sell 2,000 tickets for $100 each and the grand prize is $75,000. Is it possible to track this type of raffle tickets in Raiser's Edge. We have a raffle committee in which we have captains with team members that are each assigned a specific number of tickets. I would need to be able to track the solicitor and the number of tickets that they have been assigned, but I would also like to be able to track the person who purchases each ticket for the purpose of sending a thank you letter and also to solicit them to purchase again the following year. Does anyone do something like this and you could tell me the best way to handle this. Our school is new to Raiser's Edge so we are just learning. Thank you, Nikki

Hi Nikki,

Here a few suggestions on how you could track this information in The Raiser's Edge. If you have your raffle committee members set up as constituents who are marked 'Is a Solicitor', you can create your teams and team captains on the Appeal record. You can set up a Solicitor Type of Raffle and then although you can not indicate the number of tickets, you could track how many tickets each person has been assigned by making that dollar value their goal - (i.e. if I have to sell 20 tickets, my goal would be $2000).

You might choose to either create an Appeal record for 2014Raffle or have the Appeal be 2014Auction with Packages for 2014Raffle and 2014Items. The second option would allow you to report on the overall Auction revenue very easily and to see the breakdown between Raffle tickets and Auction Items sold. When entering the transactions, you could indicate this Appeal or Appeal/Package combination and track the solicitor who sold the ticket(s). This would also allow you to report on the success of each of the solicitors and the teams overall. The transactions would be associated with the constituent who purchased the raffle ticket so you will be able to send Donor Acknowledgement letters to say Thank you.

 We have several videos and virtual instructor led training classes that cover these topics in-depth, if you need any training on these processes.

Best of luck with your auction and raffle,

Naomi

Nikki Liptak:
Naomi, We also have the event module for Raiser's Edge. Would I be better to make this part of my event? Thank you for your response. Nikki

Hi Nikki,

You could set up the Auction as the Event record named 2014 Auction. In addition to that, you could build out an overall Appeal be 2014Auction with the Packages of 2014AuctionRegistration, 2014RaffleTickets, 2014AuctionItems.

To track who is coming to the auction or to track any kinds of registration fees, you could enter those as Units linked to a Gift record with the Appeal 2014 Auction and the Appeal Package of 2014AuctionRegistration.  Then you could associate the auction item purchases and raffle ticket purchases with the Registrant on the Other Donations tab of the Registrant record and everything would be linked together.

This option provides you a wide variety of reporting capabilities including tracking your budget and expenses for the overall event and comparisons and breakdowns of revenue based on the Packages.

Naomi