Ticket Sales Coordinator Guide

Transcription

1 Ticket Sales Coordinator Guide Need help? Call Evonne on or Page 1

2 Introduction Lottery Ticket Sales Coordinator Guide In this guide you will find: Before the lottery: Getting Started Page 3 During the lottery Page 5 After the lottery Page 7 Summer Lottery Inter-Unit Competition Page 9 Lottery Ticket Sales Coordinator Package In this package, you will find: Lottery tickets (including complimentary tickets) Copy of Licence (we are obliged to able to produce it if requested) Ticket co-ordinators sheet Ticket re-order form Lottery audit form Bank deposit book (individually encoded to your unit) Posters Lottery Laminates EFTPOS machine plus accessories (if you ordered one) Instructions for EFTPOS machine (if you ordered one) Need help? Call Evonne on or Page 2

3 Before the Lottery: Getting Started Lottery Tickets: Tickets are $10.00 each (including GST) Tickets are bound in books of five (please do not separate the tickets from the backing board for any reason) On receipt of your tickets, immediately check that the ticket numbers allocated to you and marked on your audit form are correctly included in this pack Check all the numbers in the sequence - occasionally printing errors do occur. Your ticket numbers need to be verified. If there are any discrepancies please call Evonne immediately on or Complimentary tickets are included in your pack. These are for ticket buyers who buy ten tickets or more only. You issue one complimentary ticket for each ten tickets bought. These complimentary tickets MUST NOT be sold. Tickets cannot be swapped with another Unit. The tickets allocated to your Unit are tracked to your Unit. If you need additional tickets, contact the Lottery Office on Important Lottery Dates: Friday 24 November Ticket sales start Wednesday 14 February Last day for ticket sales and ticket return deadline Wednesday 21 February Lottery draw Lottery Prize Details: 1 st prize A Holden Trailblazer LTZ plus a Haines Hunter SF485 Sport Fisherman plus a Boating Safety Equipment Package. The prize boat upgrades when the ticket buyer buys more tickets in the same name SF485 Custom Sport for 5-9 tickets and SF545 for 10+ tickets. Need help? Call Evonne on or Page 3

4 2 nd,3 rd and 4 th prizes A Haines Hunter SF485 Sport Fisherman plus a Boating Safety Equipment Package 5 th prize Interlude in Italy luxury holiday for two in Venice 6 th and 7 th prizes Apple iphone X 8 th, 9 th, and 10 th prizes Apple ipad 11 th 20 th prizes $500 in cash Ticket Sales Co-ordinators Sheet As the Ticket Sales Co-ordinator you are responsible for all tickets under your control. When issuing tickets to other people to sell in your area please record, on the ticket co-ordinators sheet supplied, the ticket seller s name, phone numbers and the start and finish numbers of the tickets you have issued to them. This form is for your use and does not have to be returned at the close of this lottery. Bank Deposit Book The deposit book you have received is individually coded to your unit. This must be used for banking money for ticket sales during this lottery. All monies received for ticket sales must be banked directly into this Coastguard Westpac Trust Account. Failure to comply with this requirement can put Coastguard s ability to run lotteries at risk. EFTPOS Machines You may have access to an EFTPOS machine (via the prize boat or a machine you have ordered). They are all set up to pay directly into the correct bank account. You must balance/settle your EFTPOS machine each day and return the daily balance printouts at the end of the lottery with your ticket butts and Audit form. Only ticket sales can be processed into this bank account (Department of Internal Affairs regulation). Separate usage instructions accompany the EFTPOS machine. In the past we have had issues with loss and damage (particularly to screens), so please handle with care. Any additional fees incurred due to loss or damage will be the responsibility of the unit. Need help? Call Evonne on or Page 4

5 During the Lottery Ticket Sales Coordinator Instructions: All Lottery proceeds must be banked immediately and directly into the Trust Account. Westpac now require photo ID and counter deposit if you are depositing more than $9,000 in one transaction. Neither Coastguard (as a Society) nor the organizer (Patrick Holmes) can hold a ticket in their name. Make sure your ticket sellers know full details of the Lottery - Prizes on offer, bonus prizes, complimentary tickets, date and place of draw etc. Please advise all ticket sellers/purchasers that full purchase name and address details are required. On audit (and at the draw) we must be able to show enough details for Department of Internal Affairs to independently contact the ticket holder. Allow three days for delivery when requesting a re-order of tickets. For extra supplies during the lottery e.g. posters, laminates, EFTPOS supplies etc. please contact the lottery office. If there are any lost or stolen tickets, butts or money, please call Evonne immediately. Important information to tell your ticket sellers: Tickets cannot be sold through any electronic means (includes telephone/fax/internet). This means you cannot sell tickets over the phone or over the internet. This is ILLEGAL and puts our ability to run future lotteries at risk. The name, full address and contact number must be recorded on the ticket butt for the Department of Internal Affairs to clearly identify the ticket holder. Tickets cannot be sold in conjunction with any other activity or goods or services. Tickets cannot be sold overseas. Tickets cannot be sold before the Lottery open date 24 November All ticket sales must cease on the Lottery close date - 14 February All tickets must be accounted for, including lost tickets (e.g. lost/unsold). Tickets and butts (sold and unsold) must be kept secure at all times. Prizes are not transferable or redeemable for cash unless stated on the ticket (refer prize 1 bonuses). Need help? Call Evonne on or Page 5

6 Do not interfere with people s privacy. Let the ticket buyer choose to opt out of the database option on the ticket butt. Do not make this decision for them. Do not separate or rip the backing boards off the tickets (can be trimmed but not ripped). Advertising the Lottery is allowed only in the approved format. This can be approved by the Lottery Office. Need help? Call Evonne on or Page 6

7 After the Lottery Lottery Audit Form All ticket returns must be received at the lottery office by Wednesday 14 February If you are selling tickets right up until 14 February and cannot make the ticket return deadline, please let Evonne know. The Audit Form is to be returned to the lottery office with all your sold and unsold tickets by the ticket return date 14 February Please complete all sections. Please include a full explanation on the audit form for any lost or destroyed tickets. Not returned to me by seller is not an adequate explanation. Every possible endeavour must be made to collect and return all tickets. Genuinely lost is OK, as long as you can assure us (and the DIA) as to the tickets sold/unsold status. Each ticket return must be accompanied by an audit form. The final audit form must accurately reflect total ticket sales and bankings. Coastguard has been brought to task on this by the auditors. Please complete your ticket return as soon as your unit has finished selling tickets. Coastguard cannot conduct the draw unless we have all of your ticket butts back prior to draw date. All EFTPOS machines must be back by close date 14 February 2018, or another months rental is charged. The sooner you can send back sold and unsold tickets the better. Please allow yourself plenty of time prior to the return date to get tickets back from other ticket sellers under your control. If you need assistance please do not hesitate to call Evonne on or Need help? Call Evonne on or Page 7

8 Checklist: What to include in your unit s ticket return You must return the following in the courier pack: o TICKET BUTTS from sold tickets - Please do not separate the ticket butts. The backing board can be trimmed if that helps in fitting everything into the courier pack. o UNSOLD TICKETS - Please do not separate the tickets from the backing board. o ALL COMPLIMENTARY TICKETS - issued and unissued. o COMPLETED LOTTERY AUDIT FORM - This was enclosed in your original ticket pack. o WESTPAC BANK DEPOSIT BOOK o EFTPOS DAILY BALANCE PRINTOUTS AND MACHINE Please be careful when handling and couriering the EFTPOS machine as it is very easily damaged and expensive to repair/replace. Please courier to Coastguard Lottery Office, 1F Lady Ruby Drive, East Tamaki, Auckland Please do not post your ticket return it will get lost! There is no postal delivery in this area. If you need a courier pack please call Need help? Call Evonne on or Page 8

9 WIN $250 FOR YOUR UNIT! Want to win some extra funding for your unit? The Summer Lottery has got you covered! With five prizes of $250 to be won, it s anyone s game! The five prizes to be won are: Best of luck to everyone in the competition, and may the best teams win! Need help? Call Evonne on or Page 9