Every successful raffle needs a clear set of official rules. Whether you are organizing your raffle for a charity fundraiser, school event, or reverse raffle, having written rules protects your organization, sets participant expectations, and keeps you compliant with local regulations. Below you will find a complete 12-section raffle rules template you can copy and customize for any event.
Why Your Raffle Needs Official Rules
Running a raffle without documented rules is one of the most common mistakes event organizers make. Official rules are not just a formality. They serve several critical purposes that protect both your organization and your participants.
- Legal Protection: Written rules demonstrate good faith and compliance with state and local raffle regulations
- Dispute Resolution: When questions arise about eligibility, drawing procedures, or prize distribution, your rules provide the definitive answer
- Participant Trust: Publicly available rules signal transparency, which encourages higher ticket sales and repeat participation
- Organizational Clarity: Your team and volunteers know exactly how to handle every situation that may come up during the event
- Regulatory Compliance: Many states require written rules for raffles conducted by nonprofit organizations
Without rules, even minor disagreements can escalate into major problems. A participant who believes the drawing was unfair, a volunteer who gives incorrect information about prize claims, or an eligibility question that no one can answer definitively can all damage your organization's reputation and future fundraising efforts.
Complete Raffle Rules Template
Copy the template below and replace the bracketed placeholders with your specific event details. Each section addresses a key aspect of raffle administration that participants and regulators expect to see.
Official Raffle Rules
OFFICIAL RULES FOR [Organization Name] RAFFLE
1. SPONSORING ORGANIZATION
This raffle is conducted by [Organization Name], a [nonprofit organization / 501(c)(3) charity / school / civic group] located at [Address, City, State, ZIP]. Raffle permit number: [Permit Number, if applicable].
2. PURPOSE
All proceeds from this raffle will benefit [specific cause, program, or purpose]. [Organization Name] is committed to [brief mission statement or description of how funds will be used].
3. ELIGIBILITY
This raffle is open to all individuals who are [minimum age, e.g., 18] years of age or older at the time of entry. Employees, officers, and board members of [Organization Name] and their immediate family members [are / are not] eligible to participate. Void where prohibited by law.
4. RAFFLE PERIOD
Ticket sales begin on [Start Date] and end on [End Date] at [End Time, e.g., 8:00 PM EST]. No tickets will be sold after the stated closing time. The drawing will take place on [Drawing Date] at [Drawing Time] at [Drawing Location].
5. TICKET INFORMATION
Tickets are priced at $[Price] each, or [bundle deal, e.g., 3 for $20 / 10 for $50]. A maximum of [Number] tickets will be sold. Each ticket is assigned a unique number. Tickets may be purchased [in person at (locations) / online at (URL) / by contacting (phone or email)]. No purchase necessary where required by law; see Section 11 for alternate entry method.
6. PRIZES
The following prizes will be awarded:
- Grand Prize: [Description and approximate retail value]
- Second Prize: [Description and approximate retail value]
- Third Prize: [Description and approximate retail value]
[Add or remove prize tiers as needed.]
Total approximate retail value of all prizes: $[Total Value]. Prizes are non-transferable and may not be exchanged for cash unless otherwise specified. [Organization Name] reserves the right to substitute a prize of equal or greater value if the advertised prize becomes unavailable.
7. DRAWING PROCEDURES
The drawing will be conducted by [method, e.g., random selection from a tumbler / digital random number generator / reverse raffle elimination format]. All ticket stubs or digital entries will be placed into the drawing pool. Winners will be selected [randomly / by elimination] in the presence of [at least two (2) witnesses / a designated official]. The drawing is [open to the public / limited to ticket holders].
8. WINNER NOTIFICATION AND PRIZE CLAIM
Winners will be announced [at the event / via email / by phone] on [Date]. Winners who are not present at the drawing will be contacted using the information provided at the time of ticket purchase. Winners must claim their prize within [Number] days of notification. Unclaimed prizes will be [forfeited / awarded to an alternate winner / donated to (organization)]. Winners may be required to present valid government-issued photo identification and sign an acknowledgment form before receiving their prize.
9. TAX RESPONSIBILITY
Winners are solely responsible for all federal, state, and local taxes associated with prize winnings. [Organization Name] will issue IRS Form W-2G for prizes valued at $[threshold, typically $600] or more, as required by law. Winners may be required to provide a valid Social Security number or taxpayer identification number before prize release.
10. LIMITATION OF LIABILITY
By participating, entrants agree to release and hold harmless [Organization Name], its officers, directors, employees, volunteers, and agents from any liability, claims, or damages arising from participation in this raffle or the acceptance, use, or misuse of any prize. [Organization Name] is not responsible for lost, stolen, damaged, misdirected, or late ticket entries.
11. NO PURCHASE NECESSARY (IF APPLICABLE)
Where required by law, entrants may obtain one (1) free entry by sending a handwritten request including their full name, address, phone number, and email address to: [Organization Name], Attn: Raffle Entry, [Mailing Address]. Free entry requests must be received by [End Date]. Limit one (1) free entry per person.
12. GENERAL CONDITIONS
[Organization Name] reserves the right to cancel, modify, or suspend this raffle if fraud, technical issues, or any factor beyond its reasonable control compromises the integrity of the raffle. All decisions made by [Organization Name] regarding the raffle are final and binding. By purchasing a ticket, participants acknowledge that they have read, understood, and agreed to these Official Rules. These rules shall be governed by the laws of the State of [State].
Questions? Contact [Organization Name] at [Email Address] or [Phone Number].
Section-by-Section Breakdown
Each section of the template exists for a specific reason. Understanding the purpose behind each one will help you customize the rules effectively for your particular event.
Sections 1-3: Identity and Eligibility
The first three sections establish who is running the raffle and who can participate. Including your organization's legal name, address, and permit number immediately establishes legitimacy. The eligibility section is particularly important because many states have age restrictions on raffle participation, and you need to decide upfront whether your own staff and board members can enter.
Sections 4-5: Timing and Tickets
These sections set clear boundaries around when tickets can be purchased and how much they cost. Stating a maximum ticket count is important for two reasons: it creates urgency that drives sales, and it allows participants to calculate their actual odds of winning. If you are running an online raffle component, be sure to include the specific URL where tickets are available.
Section 6: Prizes
Be as specific as possible when describing prizes. Include brand names, model numbers, and approximate retail values. Vague prize descriptions lead to disappointed winners and potential disputes. The substitution clause is essential because it gives you flexibility if a donated prize falls through without having to cancel the entire raffle.
See rafflr in Action
Watch a 2-minute demo of how easy it is to create and run a reverse raffle with rafflr
Section 7: Drawing Procedures
Transparency in the drawing process is the single biggest factor in participant trust. Specify exactly how winners will be selected and who will witness the process. For reverse raffles, describe the elimination format clearly so participants understand how the drawing works. If you are using raffle software for the drawing, mention the digital platform by name to demonstrate professionalism.
Sections 8-9: Winner Claims and Taxes
Setting a deadline for prize claims prevents the awkward situation of unclaimed prizes lingering for months. The tax responsibility section protects your organization from winners who later claim they were not informed about tax obligations. For prizes over $600, IRS reporting requirements apply, and winners need to know this before they enter.
Sections 10-12: Legal Protections
The final three sections provide the legal framework that protects your organization. The liability limitation is standard for any contest or sweepstakes. The "no purchase necessary" section may be legally required depending on your state, so consult local regulations. The general conditions section gives you a safety valve if something goes wrong, and establishing governing law prevents jurisdictional disputes.
Customizing for Different Raffle Types
The template above works as a starting point for any raffle, but different raffle formats require specific adjustments. Here is how to adapt it for the most common types.
Reverse Raffles
Reverse raffles require the most detailed drawing procedures section because the elimination format is unfamiliar to many participants. Specify how many tickets will be drawn per round, whether participants can "sell back" their ticket during the drawing, and what happens with side pots or last-person-standing prizes. Also clarify whether the last ticket remaining wins the grand prize or whether multiple final tickets split the pot.
50/50 Raffles
For 50/50 raffles, modify Section 6 to explain that the prize amount equals half of total ticket sales. Since the exact prize value cannot be determined in advance, state that the prize is "50% of gross raffle ticket revenue" and provide an estimated range based on expected ticket sales.
Multi-Prize Raffles
When offering many prizes, add a clause specifying whether winners are eligible for multiple prizes or limited to one. State the order in which prizes will be drawn and whether a single ticket can win more than one prize. These details prevent confusion during what can be a fast-moving drawing event.
Online or Hybrid Raffles
If selling tickets online, add language covering digital ticket delivery, refund policies for technical issues, geographic restrictions based on state laws, and how online entries will be integrated with physical ticket entries for the drawing. Include your website URL and any terms of service that apply to online purchases.
Legal Considerations You Should Not Ignore
Raffle laws vary dramatically from state to state, and failing to comply can result in fines, loss of nonprofit status, or criminal charges in extreme cases. Here are the most important legal considerations to research before finalizing your rules.
- State Licensing: Most states require a permit or license to conduct a raffle, even for nonprofits. Application deadlines can be weeks or months before your event, so start early. Our guide to raffle laws by state covers the specific requirements you need to know.
- Eligible Organizations: Some states restrict who can conduct raffles to specific types of organizations such as registered nonprofits, veterans groups, or religious organizations.
- Prize Value Limits: Several states cap the total value of prizes that can be offered in a single raffle. Exceeding these limits can void your permit.
- Reporting Requirements: Many jurisdictions require post-raffle financial reports detailing ticket sales, expenses, prize values, and net proceeds.
- Age Restrictions: While 18 is a common minimum age, some states require participants to be 21 or older.
- Online Sales Restrictions: Selling raffle tickets online is prohibited or heavily regulated in many states. Research your specific state laws before offering digital ticket sales.
"The best practice is to consult with a local attorney familiar with your state's charitable gaming laws before conducting your first raffle. A one-time legal review of your rules template can protect your organization for years."
Tips for Presenting Your Rules
Having great rules is only half the battle. How you present and distribute them matters just as much for building participant trust and ensuring compliance.
- Post rules prominently: Display printed copies at ticket sales locations and include a link on your event website
- Print on ticket backs: Include a summary of key rules or a URL to the full rules on the back of physical tickets
- Read key points aloud: Before the drawing, briefly review eligibility, drawing procedures, and prize claim deadlines
- Keep copies on file: Retain dated copies of your official rules for at least three years for legal and tax purposes
- Use plain language: While certain legal phrases are necessary, write the rest of your rules in clear, everyday language that anyone can understand
- Make them accessible: Provide rules in large print or alternative formats upon request to comply with accessibility best practices
Conclusion
A well-crafted set of raffle rules is one of the simplest and most effective steps you can take to ensure your fundraising event runs smoothly. The template above covers all 12 essential sections that participants, regulators, and your own volunteers need. Copy it, fill in the bracketed placeholders with your event details, have a legal advisor review it, and you will be ready for a professional, compliant raffle.
Investing 30 minutes in customizing these rules can save your organization from hours of disputes, confusion, and potential legal issues down the road. Your participants will appreciate the transparency, and your team will have a clear playbook for handling every situation that arises on event day.
Ready to run your next raffle with professional software that handles the details for you?
Get Started Today