Annual 50-50 Charity & Non-Profit Partner Raffle Partner Passport Guide - 2012 The Sunrise Rotary Foundation & The Rotary Club of Westlake Village Sunrise
February 2012 Dear Charity/ Non-Profit Partner, Welcome to our Rotary Club s Annual 50/50 Raffle for 2012 to benefit Charities and Other non-profit organizations in the Conejo Valley and surrounding areas. The raffle is sponsored by the Rotary Club of Westlake Village Sunrise via it s 501(c)(3) non-profit foundation, The Sunrise Rotary Foundation. Rotary International, founded in 1905, has over 32,000 clubs and 1.2 Million members. It is the largest and oldest Service organization in the world with clubs in almost 200 countries. From worldwide Polio eradication to Meals on Wheels in the Conejo Valley, our local members live by The Four Way Test, and follow our universal motto of Service Above Self. Our Rotary Club, Westlake Village Sunrise, meets at 7:00 AM each Friday morning at the North Ranch Country Club, at 4761 Valley Spring Drive in Westlake Village. We invite you to visit us anytime during this Raffle campaign. This year our goal is to raise more than $100,000 by raffling the chance to win a Grand Prize to Maui, Hawaii. The Grand Prize winner will receive a 7 night/8 day luxury 5-star hotel accommodations, roundtrip coach class air travel from Los Angeles and round-trip airport transfers in Maui for two persons. The second prize winner receives accommodations for 5 nights and tickets to the 55 th Annual Monterey Jazz Festival, plus a wine tour. Third prize is an exciting and unique weekend in Santa Barbara that includes a two-night hotel stay, a private aerial tour and wine tasting. In the past eight years, this Raffle has raised over $575,000 for charitable causes. We look forward to helping you make this fundraising event as successful as possible for your organization. To help achieve this we will also assign a Rotary Buddy from our Club to help you make ticket sales and raise awareness about your Organization. This manual has been developed to provide you with a single place to get answers to most questions. You can also get information from our Club website at www.westlakesunriserotary.org. We look forward to being your Partner and helping you earn money for your organization. Sincerely, Nadine Rothermel, President Rotary Club of Westlake Village Sunrise nrothermel1112@gmail.com Ron Yamashiro, Raffle Chairman Rotary Club of Westlake Village Sunrise ryamashiro@bandtcpas.com February 2012[v1] 2012 Raffle Team Captain Manual 2
Important 2012 Dates March 2, 2012 @ 7:00 AM Partner breakfast meeting for all participants at Rotary Club meeting North Ranch Country Club. You can ask questions of the Sponsors, request tickets, and be ready to go! Partners may pick-up their flyers and tickets at this meeting or anytime after. May 4, 2012 Tickets and money must be turned in by 6:00 PM. Tickets and payments not received by this time run the risk of not being included in the drawing. May 14, 2012 Three (3) semi-finalists tickets will be drawn at the offices of Brewer & Tominga, Certified Public Accountants, LLC in Westlake Village, California. The semifinalists will be notified that day. May 20, 2012 The winner of each prize will be drawn and announced at the Conejo Valley Jazz and Wine Festival sponsored by the Rotary Club of Westlake Village Sunrise. Each of the three semifinalists or their representative must be present at this final drawing in order to be eligible to win. June 1, 2012 @ 7:00 AM Payout will be made at the Club s regular meeting at the North Ranch Country Club in Westlake Village, CA. What is the purpose of the 50/50 Raffle? The raffle was established in 2002 by the Rotary Club of Westlake Village Sunrise to raise money for its own charitable programs and to assist other nonprofit organizations in the local community to raise funds for their programs. Over the past several years, the raffle has raised more than $575,000 for local charitable organizations. Our goal for 2012 is to raise an additional $100,000 in the raffle. Why should my group participate? The raffle is offered to qualified 501(c)(3) organizations as a means to help them with their fundraising activities. There is no cost to your organization to participate in the raffle. The Rotary Club provides the prizes and flyers which you can customize, an informative web site, and ability to download ticket forms. Tickets are sold for $50.00 each. Your organization will, in turn, receive $25.00 for each ticket you sell. Why will people buy raffle tickets from me? First and foremost, they will be helping your organization with its important programs. Secondly, they have the opportunity to win one of the Prizes above for a $50.00 donation. There are many organizations selling these tickets. If they don t buy from you, they may miss out on an opportunity to help you with your fundraising activities. February 2012[v1] 2012 Raffle Team Captain Manual 3
When Do I Receive My Money? Checks will be distributed on June 1, 2012 at the Club s regular breakfast meeting at North Ranch Country Club for $25.00 times the number of tickets that your organization sold as of May 4, 2012. You need not be present to receive your check. Checks not picked up at that breakfast will be mailed to the contact name and address on file. Turning in Your Tickets - Complete a Ticket Sales Report A copy of the ticket sales report is shown on the last page. Please complete all sections on the form and especially make sure that your name and the name of your organization are on the form, and your Organizations name is on each ticket. For each ticket sold, list the type of purchase (Cash, Check or Credit), and the name, address and telephone number of the person who bought the ticket. Complete the summary at the bottom, showing the number of tickets sold, the amount of checks, cash and credit cards and the total amount. The total must be equal to $50.00 times the number of tickets. Make a duplicate copy of the form for your records. Place the form, the tickets, and the cash, checks and credit card information in an envelope and seal the envelope. Mark the envelope on the outside with 2012 Rotary 50/50 Raffle and your name, phone number and the name of your organization. You may turn in your tickets to your Rotary Buddy or mail to: Andy Smith, Club Treasurer, Rotary Club of Westlake Village Sunrise, P.O. Box 3846, Westlake Village, CA 91359, or drop off at any Friday morning Club meeting at the North Ranch Country Club in Westlake Village. Ticket Price The price of a ticket is $50.00. The Sponsors require that each ticket turned in to them be accompanied by a payment of $50.00. This year, since the winner will be announced at the Rotary Club of Westlake Village Sunrise s Conejo Valley Jazz and Wine Festival, each raffle ticket purchased enables the bearer of that ticket to a $10.00 rebate upon event entry to the festival on Sunday, May 20, 2012. The raffle ticket stub must be presented for the rebate to be honored. Filling Out the Ticket Make sure that all of the information on the ticket is filled in, including the name of your organization. Encourage your purchaser to write legibly and include area code with phone number. Credit card information should be included on the back side of the ticket. Your organization s name must be on the ticket in order to get credit for the ticket sale. Checks Checks must be made out for the exact amount of the tickets purchased. Checks should be made out to the Sunrise Rotary Foundation. Many people prefer to write the check to your organization. If they do, then you are responsible for writing the check or providing the funds to the Sunrise Rotary Foundation. Credit or Debit Cards We accept Visa, MasterCard and American Express. Please have the person purchasing the ticket fill out the information on the back of the ticket. Ask to see the credit card so as to verify the credit card number, February 2012[v1] 2012 Raffle Team Captain Manual 4
expiration date and name on the credit card. Make sure that the expiration date is at least 07/2012. You may wish to ask for an additional form of picture identification from the purchaser. The name on the card must match the name on the identification being presented. No exceptions. We can only accept credit cards that belong to the person purchasing the ticket. The credit card bill will show a purchase to the Rotary Club of Westlake Village Sunrise. Website Information on the car raffle will be posted at www.westlakesunriserotary.org - click on Raffle. If you want to know how you are doing or need any other information, please check the website. On-Line Purchase Current law does not permit the sale of raffle tickets via the internet. The web site www.westlakesunriserotary.org will have information on how people can download and print a ticket purchase form. Flyers You will receive flyers that have all of the information regarding the raffle and can be customized by your organization. The flyer should be used to promote the program and your organization. The back of the flyer has a simplified version of the rules and sponsor identification. Publicity The Sponsors will be providing additional publicity regarding the raffle to local media. It will not always be possible to include the name of your organization, but we will do our best to encourage people to purchase tickets. You may publicize the raffle by creating your own publicity information, such as inclusion in your newsletter or press releases referring to your organization. However, if you are not using the materials provided to you by the Sponsor, then you will be required to submit your information to the Sponsor for review prior to publication. This is to ensure that the information is correct and accurately reflects the raffle. All publicity must include reference to the sponsor. Logos can be provided to you at your request. Contact Ron Yamashiro, Raffle Chair or your Rotary Raffle Buddy if you need to have materials reviewed. Drawing Rules & Information Please read the back of the ticket for rules governing the raffle or our raffle website www.westlakesunriserotary.org. 1. To enter and be eligible to win, you must purchase one or more of the 2012 available tickets at a price of $50.00 per ticket. 2. You must be 18 years of age or older to purchase a ticket and/or receive a prize. Only qualified entries are eligible to win. 3. Multiple entries by the same person are allowed. February 2012[v1] 2012 Raffle Team Captain Manual 5
4. If you are selected as the winner, you are responsible for all government taxes, fees, surcharges and income tax liability associated with any prize won. Travel insurance is the responsibility of the winner. No responsibility is assumed for lost, late, misdirected, or non-delivered entries. 5. No responsibility is assumed for lost, late, misdirected, or non-delivered entries. 6. Odds of winning are based on the number of tickets purchased. 7. The deadline to submit tickets for the semi-finalists drawing is 6:00 PM on May 4, 2012. Three semi-finalists will be notified by email or by telephoned immediately after the drawing at Brewer & Tominga, Certified Public Accountants, LLC on May14 th and will be posted on www.westlakesunriserotary.org once notifications have been made and confirmed. If requested, prize winners will be required to complete and return an affidavit of eligibility, and publicity and liability release within five (5) days or a new prize winner will be chosen from a drawing. 8. Each of the three finalists, or a representative thereof, will be invited to appear at the 1 st Annual Rotary Club of WLVS Jazz and Wine Festival on Sunday, May 20, 2012 for the final drawing. The semifinalists or their representative must be present at this final drawing in order to be eligible to win. 9. All decisions regarding the drawing winner are final. 10. The Rotary Club of Westlake Village Sunrise reserves the right to cancel this fundraiser if enough tickets are not sold. In the event of cancellation, all purchasers would be refunded in full. 11. Travel prizes arrangements are through Mary Kramer, travel consultant affiliated with Santa Barbara Travel Bureau, CST #1009257 prior to each prize s expiration date. 12. The prizes may not be exchanged for cash equivalents. 13. Travel for the Grand Prize to Maui, Hawaii must be booked and completed within six months of the award date, unless approval is given by the Rotary Club of Westlake Village Sunrise Raffle Chair. 14. Second prize winner receives two tickets to the 55 th Annual Monterey Jazz Festival, hotel accommodations and wine tour in Monterey for the period surrounding the Monterey Jazz Festival held September 21-23, 2012. Accommodations are for up to 5 nights, 6 days. Transportation to Monterey, CA is the responsibility of the winner. Santa Barbara package must be redeemed by December 31, 2012. 15. The photos depicting the prizes or collateral materials promoting this drawing may or may not be the actual prizes for giveaway. 16. The Sunrise Rotary Foundation is a 501(c)(3) organization, FEIN #77-0253850. 17. A total of three (3) prizes will be awarded out of no more than 2012 potential entries. 18. The purchaser of each raffle ticket is entitled to receive a $10.00 discount off entrance fee of the Conejo Valley Jazz & Wine Festival sponsored by the Rotary Club of WLVS. The purchased ticket stub must be presented to redeem the rebate upon gate entry for the May 20, 2012 event. There is no other cash value to the ticket stub. February 2012[v1] 2012 Raffle Team Captain Manual 6
Ticket # Cash Check Charge SOLD TICKET FORM Rotary Club of Westlake Village Sunrise USE THIS FORM TO RECORD TICKET SALES From the ticket info fill out the purchasers information Please make sure that your own name, organization & phone number are included Keep a copy of this form for your records Sales Reports and Funds may be turned into your Rotary Raffle Buddy, dropped off at a Club meeting or mailed to: Andy Smith, Treasurer Rotary Club of Westlake Village Sunrise PO Box 3846 Westlake Village, CA 91359 Please Print Clearly Your Name Your Phone # Your Email Address Your Organization x Purchasers Name and Address Eg. Joe Doe, 1234 Any Street, Thousand Oaks, CA 91360 Purchasers Telephone 805-555-1234 Number Tickets Sold A. Total Checks B. Total Cash C. Total Charges D. Grand Total # $ $ $ $ Tickets & funds verified by PARTNER Tickets & funds verified by ROTARY Amt $ Amt $ Date Date February 2012[v1] 2012 Raffle Team Captain Manual 7
AGREEMENT TO PARTICIPATE IN 50/50 RAFFLE This agreement establishes the responsibilities of, a 501(c) (3) organization whose tax ID number is as a participant in the 2010 Raffle sponsored by the Rotary Club of Westlake Village Sunrise via it s 501(c)(3) non-profit foundation, the Sunrise Rotary Foundation. What you need to do in order to participate in the 2010 Raffle: Be a 501(c)(3) organization. Provide the Rotary Club of Westlake Village Sunrise (the Sponsor) with your Federal Tax Identification Number and a completed and signed copy of this form. Assign a chairperson from your organization who will represent it in all aspects of the Raffle. Make a good faith effort to sell all of the tickets that you have committed to sell. Permit the use of your organization s name, logo, point of contact and other public information in publicity campaigns for the raffle. Turn in tickets and money in accordance with the raffle policy, a copy of which is in this manual. Each ticket sold must result in $50.00 being returned to the Sponsor with Sold Ticket Form completed. Conform to all rules, laws and regulations associated with the raffle as may be provided to you by the Sponsor. What the Sunrise Rotary Foundation and the Rotary Club of Westlake Village Sunrise will do: Acquire for the winner their grand prize c plus the prizes won by the 2 nd & 3 rd place winners. Obtain the license from the State of California to permit the raffle. Provide tickets for you to sell at $50.00 each. Provide flyers and other information that you can use to publicize both the 50/50 raffle and your organization. Provide a member of the Rotary Club of Westlake Village Sunrise to act as your liaison for questions and assistance. Provide generic publicity for the raffle. Provide a web site for information about the raffle and links to your web site. Immediately notify the three semi-finalists selected from the drawing to be held on May 14, 2012 at CPA offices of Brewer & Tominaga in Westlake Village, CA. Each of the three finalists, or a representative thereof, will be invited to attend the Conejo Valley Rotary Jazz and Wine Festival on Sunday, May 20, 2012 for the final drawing. The semifinalists or their representative must be present at this final drawing in order to be eligible to win. Partners will be invited to join us for breakfast on June 1, 2012 at our regular Friday club meeting. We will present your organization with a check in the amount of $25.00 times that number of tickets that you have sold as of May 4, 2012. If a representative cannot be present to receive the check in person, the check will be mailed to the name and address of the contact on record. Note: California State Law prohibits the sale of raffle tickets via the Internet. The sponsors will provide you with electronic ticket forms that you can host on your website and print, fax or mail in order to purchase tickets. Signed on behalf of: Accepted by: Rotary Club of Westlake Village Sunrise Signature Signature Date Printed Name Title Contact Phone Address City, Zip Date Printed Name Title COMPLETE and give or FAX to: Nadine Rothermel 818-584-3683 February 2012[v1] 2012 Raffle Team Captain Manual 8
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