How to Run a Successful Raffle to Fund Your Eisteddfod
A well-organised raffle can provide valuable income for an eisteddfod while bringing performers, families, supporters, and local businesses closer to the event. It is simple enough to run alongside other fundraising activities, yet flexible enough to suit a small village eisteddfod or a larger county competition.
The strongest raffles feel like part of the eisteddfod rather than a separate money-making exercise. Attractive prizes, friendly volunteers, clear information, and a strong connection with Welsh culture can encourage people to take part. The funds raised may help cover hall hire, medals, music, staging, transport, publicity, or entry support for young competitors.
Good planning is essential. Before tickets go on sale, the organising committee should agree the financial target, check the relevant rules, decide how sales will be managed, and make sure the draw is transparent. A clear process protects the committee and gives supporters confidence that their contribution is being handled responsibly.
Set a Realistic Fundraising Target
Begin by identifying what the raffle needs to pay for. A specific target is more useful than a general aim to “raise as much as possible”. For example, the proceeds might fund a professional adjudicator, provide refreshments for children, purchase new costumes for a folk dance group, or subsidise travel to a regional event.
Prepare a basic budget that includes prize costs, ticket printing, promotional materials, payment processing, and any administration or licensing expenses. If prizes are donated, record their approximate value without treating the full retail value as income. This will help the committee calculate the net amount the raffle is expected to generate.
A simple calculation can guide ticket sales:
Expected net income = ticket income − direct raffle costs
If tickets cost £2 and the committee hopes to raise £2,000 after expenses, it will need to sell substantially more than 1,000 tickets. Allow for unsold books, complimentary promotional tickets if permitted, payment fees, and unexpected costs. A modest, achievable target is easier for volunteers to communicate and more encouraging when progress is shared.
Set milestones for the campaign as well. The committee might aim to sell 25% of the tickets during the first fortnight, reach half the target before the main publicity push, and complete sales one week before the draw. These checkpoints reveal early whether the prize package, ticket price, or promotional approach needs attention.
Choose Prizes That Reflect the Community
The prize list is often the main reason people buy a ticket, so it should offer genuine appeal without consuming the money raised. A mixture of donated goods, experiences, and practical vouchers can create variety. Local restaurants, farm shops, theatres, craft businesses, activity centres, and accommodation providers may be willing to contribute in exchange for acknowledgement in the programme or publicity.
Consider prizes that connect with the character of the eisteddfod and its area. A Welsh-language book collection, a hamper of local produce, tickets for a concert, handmade crafts, a lesson with a dance tutor, or a framed piece by a local artist can make the raffle feel distinctive. Prizes linked to Welsh folk singing, traditional music, or cerdd dant may also encourage supporters who value cultural activity.
Avoid accepting prizes without checking their conditions. Confirm expiry dates, booking restrictions, age limits, travel requirements, and whether winners must pay additional charges. A prize described as a weekend break is less attractive if it can only be used during a narrow period or excludes essential fees.
Keep a written prize register. Record the donor, description, estimated value, collection or delivery arrangements, and any conditions. Ask donors for permission before using their name or logo in publicity. If a business cannot donate a physical prize, it might provide a discount, a voucher, or sponsorship towards a larger item.
Confirm the Rules and Protect the Process
Raffle regulations can depend on how the draw is organised, who runs it, where tickets are sold, and whether it takes place at an event or across the wider community. An eisteddfod committee should establish which legal category applies before printing tickets or accepting money. Check current guidance from the Gambling Commission, the relevant local authority, and the organisation’s own governing body.
Do not assume that an arrangement used by another festival will automatically apply to your event. Requirements can cover registration, ticket wording, prize information, age restrictions, records, draw arrangements, and the handling of proceeds. Online sales and social media promotion may create additional obligations, particularly if tickets are sold beyond the event venue.
A responsible process also includes financial safeguards. Use a dedicated record for ticket books, payments, unsold tickets, expenses, and prize donations. Have at least two people count cash, reconcile income, and approve expenditure. Store ticket stubs securely, and keep a written record of every book issued to a seller.
Tickets should state the essential information in a readable format. This commonly includes the name of the eisteddfod, ticket price, draw date, prize details, organiser contact information, and any required terms. Make sure the wording is accurate and consistent across printed material, websites, and social media posts.
Design Tickets and Sales Channels Carefully
Ticket design should make the raffle easy to understand at a glance. Use a clear serial number, a detachable counterfoil if appropriate, and enough space for the buyer’s name and contact details. Avoid collecting more personal information than is necessary to identify a winner and meet record-keeping requirements.
Plan sales channels around the habits of the local community. Printed tickets may work particularly well through schools, chapels, community groups, choirs, dance teams, Welsh-medium organisations, and local shops. A stall at a rehearsal, sports fixture, or agricultural show can introduce the raffle to people who may not attend the eisteddfod itself.
Digital promotion can support physical sales, but it should not replace a clear process. State where tickets can be purchased, the closing date for sales, the draw date, and how winners will be contacted. Do not publish a winner’s name, photograph, or story without permission.
| Planning area | Practical decision | Record to keep |
|---|---|---|
| Fundraising goal | Amount needed after costs | Approved budget |
| Ticket price | Affordable for local households | Price and print quantity |
| Prize package | Donated, sponsored, or purchased items | Donor and prize register |
| Sales network | Named volunteers and community venues | Ticket books issued |
| Money handling | Two-person counting and regular banking | Income and expense log |
| Draw arrangements | Date, venue, witnesses, and method | Signed draw record |
| Winner contact | Phone, email, or postal process | Contact and collection record |
Set a deadline for returning ticket books and send reminders well before the draw. Volunteers should know whether they may accept cash, cheques, or electronic payments, and how they should pass the money to the treasurer. A short written instruction sheet prevents confusion and reduces the risk of money or ticket stubs being misplaced.
Build Sales Around Eisteddfod Relationships
A raffle is most successful when every part of the eisteddfod community can see how it contributes to the event. Ask performers, parents, adjudicators, stewards, tutors, and supporters to share the campaign in natural ways. A choir might sell tickets after rehearsal, while a folk dance group could promote the raffle at a local performance.
Give volunteers a simple explanation of the purpose. “This raffle will help us provide music and venue support for young competitors” is more persuasive than a vague request for funds. Include a short Welsh-language version where appropriate, and ensure that volunteers can explain the rules and prize details consistently.
Use a campaign calendar rather than making one announcement and hoping for results. Introduce the raffle when entries open, highlight individual prizes during the sales period, share progress updates, and create a final reminder before tickets close. Photographs of donated prizes can attract attention, provided that permission has been obtained.
Local media and community newsletters may welcome a positive story about the eisteddfod. A short press release can explain the cultural purpose, identify participating businesses, and provide purchase details. Social media posts should be concise, accessible, and clear about whether the raffle is open only to local residents or to a wider audience.
Make the Draw Open and Verifiable
The draw should be treated as a public part of the fundraising activity, even if it does not take place on the main eisteddfod day. Choose a date and venue in advance, and publish the information in the same places used to promote ticket sales. If the draw is held during the eisteddfod, announce the time clearly so supporters have the opportunity to attend.
Use a method that matches the rules and preserves fairness. Ticket stubs should be mixed thoroughly, and the draw should be witnessed by people who are not responsible for selling the winning ticket. Keep a signed record of the date, time, method, witnesses, winning numbers, and any prize that remains unclaimed.
Contact winners promptly using the details supplied on the ticket. Agree how long prizes will be held and what will happen if a winner cannot be reached. For higher-value prizes, obtain appropriate acknowledgement of receipt. Never announce personal details publicly unless the winner has agreed.
Share the results after the draw, including the total raised if the accounts are ready and the names of prize donors who have approved recognition. A brief report in the programme, newsletter, or social media feed demonstrates that the raffle has produced a direct benefit for the eisteddfod. It also gives supporters a reason to take part in future fundraising.
Strengthen the Campaign With Simple Actions
The committee does not need an elaborate marketing operation. Consistency, personal contact, and visible progress usually matter more than expensive advertising. Choose a small group of actions that volunteers can carry out reliably throughout the campaign.
- Create a one-page volunteer guide covering prices, rules, payment methods, deadlines, and contact details.
- Ask each participating group to set a realistic ticket-selling target and report progress weekly.
- Display donated prizes in a shop window, community hall, rehearsal space, or eisteddfod venue.
- Thank businesses and volunteers publicly during the campaign, not only after the draw.
- Keep a short record of which sales channels work best for future fundraising events.
Make the process welcoming for people who prefer Welsh and English communication. Bilingual posters, ticket information, and announcements can help the raffle reflect the language and identity of its community. Where space is limited, use concise wording and direct supporters to a fuller set of terms online or through the organising secretary.
Review progress at each committee meeting. If sales are slow, the answer may be as simple as moving tickets to a busy venue, improving the prize display, or explaining the fundraising purpose more clearly. Avoid putting pressure on a small number of volunteers; a broad network of modest contributions is more sustainable.
Turn the Raffle Into Long-Term Support
The draw marks the end of ticket sales, but it should not end the relationship with supporters. Keep a record of participating businesses, community groups, and volunteers, subject to appropriate data protection practices. Thank them promptly and explain what the proceeds will make possible.
Once the eisteddfod accounts are complete, share a short financial summary. State the gross ticket income, direct costs, and approximate amount available for the event. If the money is being used for a specific purpose, provide an update such as “your support helped cover the cost of music for the junior competitions” or “the proceeds contributed to new traditional dance costumes”.
Ask donors whether they would consider supporting another activity, but do not make every message a fundraising request. Invitations to a concert, workshop, folk dance demonstration, or cerdd dant development session can maintain the connection through culture as well as finance.
Evaluate the raffle with the committee while the details are fresh. Note which prizes attracted attention, which venues generated sales, how much time volunteers spent, and whether the ticket price was suitable. This information can improve future raffles without making the event feel repetitive or over-commercialised.
A carefully managed raffle can do more than close a gap in the budget. It can introduce new families to the eisteddfod, give local businesses a visible role in Welsh cultural life, and help performers and volunteers feel supported. When the purpose is clear and the administration is trustworthy, supporters can see exactly how a small ticket purchase contributes to a living tradition.
Begin by agreeing the target, appointing a raffle lead, and contacting potential prize donors. Prepare the rules and records before sales begin, then give volunteers the information they need to represent the campaign confidently. With a fair draw, clear communication, and a warm community focus, the proceeds can help your eisteddfod welcome competitors, audiences, and future generations.