Raffle Duties

This committee is responsible for obtaining most of the raffle gifts that are used at the conference. ALL Board members (including ICA and IJJA) are responsible for obtaining 5 raffle gifts for this committee. In addition to obtaining raffle gifts, this committee obtains door prizes for the various functions and purchases big gifts, as needed. The committee also organizes drawings throughout the conference and the sale of tickets (although all changes in ticket sales must be approved by the Board). All monies donated and received must got through the treasurer for accounting purposes. The raffle committee also works during the whole conference to make sure the correct prizes go to the correct recipients and that vendors are advertised and thanked.

RAFFLE COMMITTEE DUTIES TIMELINE
(Timelines are only suggested tools to use for those new to the Committees. However, if experienced individuals know of more efficient ways to complete the needed tasks, we are fully supportive of those ideas)

November IJJA Meeting:
Before Meeting: N/A
At Meeting: Choose raffle committee.

January Joint Meeting:
Before Meeting: Revise IJJA donation letter. Have an Executive member edit the letter prior to handing it to Board members. Begin sending out donation letters to corporations.

At Meeting: Decide on lead member. Hand out donation letter plus 501-tax form to Board members to solicit donations. Remind Board members of their obligation to bring in 5 raffle items.

March IJJA Meeting:
Before Meeting: Begin keeping a list of donations brought in. List should include business, contact person, address and item donated. Keep in contact with other raffle members and make sure Board members let you know when they receive items. Designate a person near the conference site to store raffle items as they come in.

At Meeting: Report on all donations and aspects of the raffle up until now. (This may mean getting reports from members who are not on the IJJA Board).

May Joint Meeting:
Before Meeting: Continue soliciting companies/individuals for donations. Collect any prizes that have been donated up to this point. Decide, with your committee, which events will need larger prizes.

At Meeting: Report on all aspects of raffles up until now. Suggest which events need larger or special prizes and vote on it at this meeting. Make sure all money donations go through the treasurer.

June IJJA Meeting:
Before Meeting: Continue soliciting companies/individuals for donations. Collect any prizes that have been donated up to this point.

At Meeting: Report on all aspects of raffles up until now. Collect donations from Board members as they come in and vote on all money donations that come in. Make sure that donations have a way to get to the designated person storing the items near the conference location.

August Joint Meeting:
Before Meeting: Continue soliciting companies/individuals for donations. Collect any prizes that have been donated up to this point. Continue listing donors.

At Meeting: Report on all aspects of raffles up until now. Collect donations from Board members as they come in. Decide the prices of tickets (usually $1 each or 6/$5)

Conference:
Prior to Conference: Solicit the help you need for people to be at the raffle booth during most of the conference. White Boards come on Saturday and prizes will need to be written on the Boards prior to registration beginning on Sunday.

At Conference: Be at the raffle stand to sell tickets and list winners.

After Conference:
Update these timelines by submitting change of information to Board. President will then hand it in to Web Master.

Send out thank-you cards to all Vendors who have donated to the raffle.