When collecting names and addresses for a raffle or any other purpose, it's essential to ensure

clarity, privacy, and ease of participation. Here's a sample set of mechanics for collecting and
submitting name and address information in a drop box:

Raffle Name and Address Submission Mechanics:

Event Information:

Clearly communicate the purpose of collecting names and addresses. Specify if it's for a raffle,
giveaway, or any other event.

Display the start and end date of the submission period.

Submission Format:

Participants must write their full name and complete address on a provided entry form or a
piece of paper.

Required Information:

Ensure participants include the following information:

Full Name

Complete Address (including city, state, postal code)

Entry Form Availability:

Provide entry forms at designated locations or make them available online, depending on the
nature of your event.

Drop Box Location:

Set up a clearly marked drop box at a convenient and accessible location.

Specify the exact location and any specific instructions for dropping off entries.

Submission Period:
Clearly define the start and end dates for the submission period. Entries received outside this
timeframe may not be considered.

Submission Guidelines:

Emphasize the importance of legible and accurate information.

Discourage duplicate entries from the same participant.

Privacy Notice:

Assure participants that their personal information will be treated with confidentiality and
used only for the stated purpose (e.g., raffle entry).

Contact Information:

Provide contact information for any inquiries or assistance related to the submission process.

Verification Process:

Clearly outline how the submitted information will be verified and how winners will be
contacted.

Public Drawing Event (if applicable):

If the raffle includes a public drawing event, communicate the date, time, and location. Ensure
transparency in the drawing process.

Winner Announcement:

Communicate how and when winners will be announced, whether through public notification,
online channels, or other means.

Prize Collection:

Provide details on how winners can claim their prizes, including any required identification.

Compliance with Laws:

Mention any legal considerations or regulations related to collecting personal information and
conducting raffles in your jurisdiction.

Record Keeping:

Keep detailed records of all submitted entries and the winners for transparency and potential
future reference.

Adapting these mechanics to the specific requirements of your event will help ensure a
smooth and organized process for collecting names and addresses. Always prioritize
participant privacy and follow applicable laws and regulations.