Your guide
to holding a
raffle or lottery
1
Sheffield Hospitals Charity raises funds to help improve the care and
treatment of thousands of local patients being treated for almost every
type of condition at the Northern General, Royal Hallamshire,
Weston Park, Jessop Wing and Charles Clifford Dental hospitals.
Our funds help make life better for them and their families.
Every year we help to improve the care and treatment of thousands of local people by
investing over £2 million in vital equipment, pioneering research, patient support, buildings
and people, which could potentially benefit you and your loved ones in the future.
If you live in Sheffield or the surrounding areas then the chances are that you or someone
close to you will receive treatment at one of our hospitals at least once in your lifetime.
The NHS funds patient care and Sheffield Hospitals Charity works hard to enhance it.
We couldn’t do this without the support of fundraisers like you.
Sheffield Hospitals Charity is licensed by Sheffield City Council to either hold raffles/lotteries
itself or to have others hold them for its benefit, i.e. all proceeds raised go to the Charity.
Setting up your raffle or lottery
Before your raffle or lottery can be set up and run, it must be registered with the Fundraising
Team at Sheffield Hospitals Charity. You will need to complete our Registration form, which is
included in this pack, so we can provide you with any support and Charity materials you
might require.
We will need to know the following information about your raffle or lottery:
• Name of the draw;
e.g. the Make a Difference Raffle or the Jubliee Draw
• Date of the draw;
• Location of the draw;
• Price of each ticket or entrance fee;
Please note that the maximum price per ticket or entrance fee is £1.
• Prize or, if more than one, top three prizes.
Once we have the raffle/lottery details and your registration form you will be provided with a
Letter of Authorisation to show you are raising funds for Sheffield Hospitals Charity. This is
often needed when trying to get prizes from local businesses and organisations as proof of
charitable fundraising.
2
Tickets
Books of raffle/lottery tickets will be printed by the Charity and only these tickets may be
used in a raffle/lottery to raise funds for the Sheffield Hospitals Charity.
Cloakroom tickets can only be used if the tickets are being sold and the draw is being held on
the same day – see ‘Raffles/lotteries taking place as part of an event’ on page 4.
The following rules must be complied with in order to run at raffle/lottery for the Charity:
•
Tickets must not be sold to, bought by or bought for anyone under 16 years of age;
•
Tickets must be sold for the price printed on the ticket i.e. there must be no discounts
such as five tickets for the price of four;
•
The draw must take place on the date printed on the ticket;
•
No-one can take part in the lottery without having bought a ticket, and once
purchased, no ticket can be returned;
•
All sold ticket stubs must be returned to the Sheffield Hospitals Charity;
•
All unsold tickets must be returned to the Sheffield Hospitals Charity for secure
destruction, please do not throw them away yourself;
•
No ticket may be sold in the street except where the sale is made by a person in a
kiosk or shop where there is no accommodation for customers.
•
No ticket must be sold through house to house collections or doorstep selling;
•
All counterfoils of purchased tickets must be entered into the draw.
If your raffle/lottery is likely to bring in over £1,000 the Charity must be made aware of this
a.s.a.p.
3
Simon Oliver
held a raffle as part of his 20hr football match event which he organised to
raise funds for the new state-of-the-art Cystic Fibrosis ward at the Northern
General Hospital to say thank you for the treatment he receives as a patient
on the ward.
Raffles/lotteries taking place as part of an event
Raffles/lotteries taking place within an event (e.g. dinner, fete etc) do not need to be
registered but the following rules apply, in addition to those already specified:
•
There must be no cash prizes;
•
Sale of tickets and announcement of winners must take place during the event and on
the same premises;
•
No more than £250 can be spent on buying prizes.
In these situations detailed tickets are not needed from Sheffield Hospitals Charity and regular
cloakroom tickets are permitted to be used.
4
Salary-based lotteries
Under certain circumstances employee salary-based lotteries might be allowed. These are
lottery-type schemes where the payment to play comes directly from the participants’ wages.
If you’re interested or want more information, please contact the Fundraising Team.
Bingo
Private bingo games are also allowed under certain circumstances. These must be for a
private audience with prizes that don’t exceed £400 in value.
If you’re interested or want more information please contact the Fundraising Team.
Sarah Fox
and her family held a raffle during their Family Fun Day for the Special
Care Baby Unit at the Jessop Wing Hospital to say thank you for the care
her son Callum received when he was on the Unit.
5
Prizes
Sheffield Hospitals Charity often holds a variety of prizes (donated by local individuals or
businesses) to be used in lotteries/raffles/auctions for its benefit.
If you require any of these items for the raffle/lottery you are organising, please speak to a
member of the Fundraising Team.
Don’t forget that you are trying to raise money for charity, so don’t be afraid to ask for
discounts or, ideally, items for free. Many companies and organisations will be keen to help
out a local charity.
However, if the company/organisation asks for something in return this might have tax
implications.
Please speak to the Fundraising Team about this so we can advise you.
If you do have to pay for any prizes, the total cost must not exceed 20% of the total income
from the raffle/lottery. For example, if a raffle/lottery ticket costs £1 and 300 people take part,
that’s £300 total income, so the amount spent on prizes must not exceed £60. Occasionally
there might be a reason to increase this limit but this can only be done with the consent of
Sheffield Hospitals Charity.
Alcoholic drinks should never be given as prizes as an additional license is required.
Please call the Fundraising Team to enquire about this license if necessary.
List all prizes on the Raffle/lottery prizes form (included in this pack) as you will be required to
give a list of the prizes and who won them to the Charity.
Michelle Vickers
held a raffle as well as
producing a charity
calendar with friends to
raise money for our
neurovascular fund at the
Royal Hallamshire
Hospital to thank the
department for the
treatment her mum
received.
6
Gift Aid
Please note that Gift Aid does not apply to the sale of raffle or lottery tickets.
The draw
We recommend that the draw is done in the presence of a witness.
The Raffle/lottery prizes form must be completed with the names of those who won each
prize and signed by the fundraiser and, if applicable, the witness to the draw.
All winners should be contacted within seven days of the draw.
Expenses
Other than the cost of prizes and the production of tickets (although this will normally be
covered by the Charity), any expenses due to be incurred by the raffle/lottery should be
discussed with Sheffield Hospitals Charity before the raffle/lottery is set up.
All expenses may be deducted from the proceeds of the raffle/lottery prior to returning them
to Sheffield Hospitals Charity providing that all receipts (originals not copies) for expenses are
provided to the Charity with a completed Expenses claim form (included in this pack).
After the draw
The Charity needs to know that the draw has taken place as soon as possible, please call the
Fundraising Team on 0114 271 1351 or email [email protected].
Within two weeks of the draw, the following must be provided to the Charity:
•
All raffle/lottery proceeds with a completed Monies return form (included with guide);
•
A completed Raffle/lottery prizes form with the winning ticket stubs;
•
All unused tickets;
•
All expenses receipts (originals not copies) with a completed Expenses claim form.
•
Unclaimed prizes must be kept for a reasonable length of time after the draw. If, after
that time, they remain unclaimed, they should be given to the Charity to use for future
fundraising activities.
7
For more details
Tel: 0114 271 1351
Email: [email protected]
Web: sheffieldhospitalscharity.org.uk
Sheffield Hospitals Charity
5 Old Fulwood Road, Sheffield S10 3TG
Sheffield Hospitals Charity is the official NHS charity for Sheffield.
Registered Charity No. 1059043
Raffle/lottery prizes form
Return to: Sheffield Hospitals Charity, 5 Old Fulwood Road, Sheffield S10 3TG.
Prize details
Prize details
Name of winner
Winning
ticket no.
Prize
awarded?
Yes/No
Fundraiser
Witness
Signed …………………………………………………………………………
Signed …………………………………………………………………………
Print name ………………………………………………………………….
Print name ………………………………………………………………….
Date …………………………………………………………………………….
Date …………………………………………………………………………….
Sheffield Hospitals Charity is the working name for Sheffield Hospitals Charitable Trust and related charities. Registered Charity No. 1059043.
Expenses claim form
Return with receipts to: Sheffield Hospitals Charity, 5 Old Fulwood Road, Sheffield S10 3TG.
Claimant’s details
Title ………………………
First name or initial(s) ……………………………………………………………………………………………………...
Surname ……………………………………………………………………………………………………………………………………………………………………
Address ……………………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………
Telephone ………………………………………………………………….….
Postcode ……………………………………………..
Mobile …………………………………………………………..……….….
Please supply at least one telephone number, whether landline or mobile.
Email …………………………………………………………………………………………………………………………………….............................................
Expenses
Date
Original receipts not copies are required for all expenses being claimed.
Details of expenses incurred
Total amount
£
Total claimed £
p
p
Signature of Claimant
Signature of Fundraiser
I certify that the above claim relates to expenses actually incurred
by me in connection with a raffle/lottery held to benefit the
Sheffield Hospitals Charity.
I certify that the above claim has been approved by the Fundraising Team of the
Sheffield Hospitals Charity as expenses incurred in connection with a
raffle/lottery held to benefit the Sheffield Hospitals Charity.
Signed ………………………………………………….
Signed ………………………………………………….
Date …………………………………………………….
Date …………………………………………………….
Sheffield Hospitals Charity is the working name for Sheffield Hospitals Charitable Trust and related charities. Registered Charity No. 1059043.