I want to learn more about Tricky Tray events - as they really happen for the schools who frequent this board. They seem to be really popular, and I think it would be interesting for everyone to see some benchmarks, and share some ideas on how to make them successful.
Here's a few questions to kick off the discussion:
* how many guests do you expect to see on event night?
* how many baskets do you think you should have per 100 guests?
* do you charge admission to the event? If so, how much?
* what ticket-purchase options do you give your guests?
* Is it useful or necessary to accept credit-cards for payment at your event?
* how do you promote the event to your school community?
* do you serve food? beer/wine?
* Besides the sale of Tricky-Tray tickets, do you raise money at the event through other means?
Are you talking about the model where there are multiple items, each with it's own container in front of it? The guest buys chance tickets and places tickets in the container for whatever item(s) they want to try to win. At the end, a winning ticket is pulled for each item.
We call this a "Bag Raffle", with colorful lunch or gift bags serving as the container.
In our events, this is supplemental to to the silent auction and either:
1) We single out a few (3-5) really popular items where we think we'll earn more with tickets than individual bids (bicycle, game system at elementary auction)
2) We set up an area of bag raffle items that are lessor value than most silent auction. For a school group, we may use $25 value as cutoff. I also belong to a professional organization that uses >$50 for silent auction, less than $50 for bag raffle.
In #2, I've seen anywhere from 10 to 80 items. Ticket prices depend on the situation, but there's usually a break for multiples. Examples:
$1 ea / 3 for $5
$3 ea / 4 for $10
$5 ea / 6 for $25
I'm involved with a variety of events. Normally there is no charge to attend unless it's a dinner. Our big fund raiser is a Reverse Raffle Dinner with silent auction, bag raffle, and some other fundraising games. Dinner tickets this year were $30 each.
I just wanted to share a very simple trick when planning for a Tricky tray raffle, Bag Raffle, or Basket Raffle. Choose a fully enclosed solid box or container for the tickets that is not see-through or clear. Make sure that the box is light enough that a person can lift it to shake it, but cannot see the amount of tickets inside. You would not believe the difference in dollars when your crowd cannot tell how many tickets are enclosed. Because they want to guarantee a winning ticket, they will more then likely buy more. I also offer tickets priced at the typical breakdown, but include a $20 arm length special. For just a little more you get an arm length of tickets, more chances to win, and the school increases it's profits. Most people will take the arm length, and come back for more.
Can someone tell me how you draw, announce, verify winners and get the correct basket to the winning person without chaos. Our event was this past weekend, we had just over 100 tricky tray baskets up for grabs. We hosted a dinner also and the event was from 11-5...pretty much all day so not all winners were present. We used the new ticket system...fill your name on one card and turn it back in...and you have 20 little numbered tickets that you can drop in to win.
We drew numbers, taped it on the basket...announced the winning number...if they were there we gave it to them, if not we started calling. This is when it all fell apart. People came back without their stubs...so looking up became a nightmare...people were called that already left with their basket...went home to find a message on their machine and they came back to claim another one...some baskets just disappeared. It was a great event with an awesome turn out that ended bad...we all felt horrible. some people we even refunded their money to save face. Not sure how we can get around this messy ending and not look like idiots!
I've done these tricky tray, or basket raffles a couple of different ways. The first way is to purchase numbered raffle tickets that are double rolls. This means that they have a duplicate ticket attached, and when you sell the tickets, you keep one side, and they keep the other. When it is on a roll, you just pull out the tickets you are selling, fold the tickets in half down the perforated center and you keep the one side, and give the other side to your customer. They will be marked to let you know what side you give the customer, and what side you keep. Then the purchaser can then take their tickets and place them in our numbered boxes. These numbered boxes are in front of matching numbered item, along with a numbered table tent containing a description of the item. Once the allotted time is over, the boxes are gathered, and the drawing begins. A ticket is chosen from each individual box and the number is called out. (Additionally, the box is passed to a committee member to count all of the tickets left in the box. The matching table tent description is gathered and the number of tickets is written on the table tent for committee use later. This information is reviewed to see what items did well, and what items did not.) After the ticket number is called out, and while the audience is verifying their numbers, the ticket is taped to the basket or item and moved off stage to a pick-up area and placed in numerical order. (Ticket numbers, not basket numbers.) In order for someone to pick-up their item they must have a matching ticket.
The other way that I've seen it done is sealed clear baggies with pre-printed numbered tickets (with the same number) are sold as packages. Some packages will have 50 tickets, some will have 100. (Each package has different colored tickets.) Along with your tickets you also receive a wristband that corresponds with the number on your tickets and your name and number will be collected and included under your corresponding number as well. You then place the tickets in the boxes of your choice and when the raffle time is over, one ticket from each box is pulled and announced. The winning number is then placed on the item and moved off stage to the runners in numerical order. If you hear your number called, you can get in line and have a runner help you, or you can wait until the raffle is over. You cannot pick-up your item without showing your wristband. If you are not present, you will be contacted after the event to pick-up your merchandise or you have the option to donate it back to school for another event.
In most cases, people who have to leave early will pass their tickets on to someone that they know and ask them to pick up any winning prizes for them. For some people who I knew had to leave early, I was able to assign a committee member to their tickets and the committee member later would deliver any winning items either to the parent's home or to the school office for pick-up.