Not all shows set entry fees to cover all the estimated expenses. Some shows hope to cover expenses beyond received entry fees by sponsorships or by selling raffle tickets, auctioning off items (live or online). Historically, some shows set fees to cover the "show" expenses and used the proceeds from the auction and raffle to cover judge travel expenses.
Before planning a raffle, please check the local laws of the municipality/county-parish of the show venue as they may prohibit or restrict raffles. Also check with the show venue to ensure whether raffles or live/silent auctions benefitting the show (and/or charitable beneficiary) are permissible, and any conditions that may be imposed to have them.
One of the differences between an auction and a raffle is that a raffle provides 100% of the proceeds to the show/charity while auctions may "split" the proceeds between the show/charity and donor.
Some showers and vendors, willingly donate things for the raffle or auction. Some show holders actively purchase special runs or other items to be used in raffles or auctions.
When soliciting for donations, remember to specify any minimum ($ or %) donation to the show/charity. A donor may want to specify a reserve price on a piece.
Melody Snow has some information on getting donations that can be found here.
Don't forget to thank your donors.
To hold a raffle, one or more items to be raffled off, a display area, and tickets are needed.
Most office supply stores carry rolls of double tickets that can be used for raffle drawings. Small paper bags, one per item, to collect raffle tickets, can often be found at a warehouse/club/bulk store.
Allow sufficient time for the items to be displayed and tickets purchased before drawing for the winner.
Announce early in the day when drawings will occur and if you must be present to win. (If those not present are allowed to win, let folks know how delivery will occur and any shipping costs that may be incurred.)
Tickets are usually sold for $1 each or six for $5. Pre-purchasing of raffle tickets can be included with other standard entry fees.
There are two usual ways that (in person) auctions can be held, or a combination of both:
A live auction has an auctioneer and each item is bid on and sold sequentially. (Some venues may require a professional auctioneer to be used.) Having bid spotters is also helpful to an auctioneer to ensure that all bids are seen. A live auction may require pre-registration with bidder cards distributed.
A silent auction allows bids to be recorded on paper and at a predetermined time the auction is called and awarded to the winning bidder. (Some events may have a silent auction and if more than a determined dollar amount or number of bids may then go to a live auction to determine the winner.)
Understand that items sold via auction may incur sales tax that needs to be added to the auction final bid and reported and paid to the appropriate agency.
Determine and announce well in advance the accepted form(s) of payment for the auction. If accepting credit cards, a phone line or internet connection may be needed.
If accepting proxy bids, proxy agents are needed to bid on the proxy bidders' behalf in live auctions. Items sold to proxy bidders may incur shipping charges in addition to the auction final price (and potentially sales tax). A single contact for proxy bids needs to be used as well as a firm deadline, before the show.
With the growth of the internet, some shows are selling items online via auctions sites like eBay to provide funds to support the show; if selling/raffles are prohibited at a venue, this is an alternative to raise funds.
Some shows run auctions well in advance of show to generate funds to pay for some of the "up front" costs. Others run the auctions just before the show and use the high bid of the online auction in a live or silent auction. Items that do not meet a reserve at a show auction or arrive late can also be auctioned online and sold.
In the 1980s, door prizes used to be a live show standard so that every person who entered in the show could go home with something. This has disappeared in many regions. Instead, some shows may give each shower one raffle ticket to use.
Genesis | Timeline | Philanthropy | Venue | Show Date | Class List | Judges | Theme | Awards | Raffle, auction | Vendors | Promotion | Hall layout up | Sponsorships | Finances | Program | Sportsmanship | Countdown | Running the Show | Aftermath
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