Sweepstakes Program Guidelines(2013)
Overview2Sweepstakes vs. ContestsServices Offered• DIY• Basic• Flyaway• Super Flyaway• Misc. Sweeps• Templates in the Work...
Sweepstakes• Giveaways with noskill required• Winners drawn atrandom• State laws may vary(i.e. NY and Floridamust bond pri...
Services Offered4Campaign Services• Website creative, development and hosting• Sweeps entry form creation (online or mobil...
Program Types - DIY5Qualifications:Prizes must have an total ARV* < $5kIndividual prizes must have an ARV* < $600Not invol...
DIY Sweeps - Process6Step 1Go to UMGDShared Docs site(see slide 8)Download rulestemplate andreplace all text inRED withapp...
Program Types – Basic7Qualifications:Prizes must have a total ARV* < $5kNot involve flyaway (direct shipment of prizes(s) ...
Program Types – Flyaway8Qualifications:Prizes must have an total ARV* < $5kIncludes air transportation (possible transport...
Program Types – Super Flyaway9Qualifications:Sweeps ARV* $5k - $25kRequires UMGD senior staff approvalIncludes a trip outs...
Non-DIY Sweeps - Process10Step 1Requestor emailsSweeps admin tosee if we canaccommodatebased onscheduleIf we canaccommodat...
11Templates In the WorksGolden TicketEnter with PurchaseInstant Win
Please contact Stephanie Timberlake, Director of PM @952-525-4601 prior to committing to a sweepstakes thatinvolves:12Misc...
Social Sweeps – General “Rules” to Follow13 Don’t use Facebook’s features (likes, comments, shares, orphoto voting) as a ...
APPENDIX14
15Based upon previous experience:• Average flyaway for two within the U.S., two nighthotel• No transportation: $2,000 cost...
Additional Resources16UMGD Doc Archive: www.gotdownloads.com/docs- username: umgd_d2c- password: Market!ngSweepstakes rule...
17Sample W-9 Form
Questions?18UMGD CRM -Design/Hosting andDataCollectionQuestionsMoujan ArmandpourEric RoeJeff WoodBridget Ferris (social)Co...
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Sweepstakes

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This presentation covers Sweepstakes and everything you need to know about the different types of sweepstakes + tips for set up, rule creation, and prize fulfillment.

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Sweepstakes

  1. 1. Sweepstakes Program Guidelines(2013)
  2. 2. Overview2Sweepstakes vs. ContestsServices Offered• DIY• Basic• Flyaway• Super Flyaway• Misc. Sweeps• Templates in the WorksProgram Types & ProcessesSocial Sweeps – General “Rules” to Follow• Average Costs• Resources• Sample W-9 Form• QuestionsAppendix
  3. 3. Sweepstakes• Giveaways with noskill required• Winners drawn atrandom• State laws may vary(i.e. NY and Floridamust bond prizes >$5k)• Example: VIP trip flyaway,giftcard/cash giveawaysContests• Giveaways with someelement of skillrequired• Winners drawn atrandom or can bejudged based upondetailed criteria• Examples: Answer triviaquestion, write song lyrics,perform air guitar, etc.3Sweepstakes vs. Contests
  4. 4. Services Offered4Campaign Services• Website creative, development and hosting• Sweeps entry form creation (online or mobile)• Data collection form opt-ins – automatic feed to ExactTargetmailing listsLegal & Fulfillment Services• Rules development• Legal review• Collect and process mail-in entries, winner’s list and rulesrequests• Winner selection, notification, waivers and fulfillment• Provide sweepstakes entry summary and documentation• File required tax forms (prizes over $600) and retain entries forone year (in accordance to sweepstakes law)
  5. 5. Program Types - DIY5Qualifications:Prizes must have an total ARV* < $5kIndividual prizes must have an ARV* < $600Not involve flyaway (direct shipment of prizes(s) to winner only)Fees:$0Does not include cost of prizesAdditional fees will apply foradditional prize fulfillment (i.e. 1st, 2ndplace)Required lead time:Up to youunless UMGD Sweeps admin teamhelp needed (then 6 weeks lead timewill be required)*ARV = approx. retail value
  6. 6. DIY Sweeps - Process6Step 1Go to UMGDShared Docs site(see slide 8)Download rulestemplate andreplace all text inRED withappropriatesweeps detailsStep 2Either host ruleson your end orsend request toEric/Jeff to host onyour behalfProcess time: 3-5 daysEither create “thankyou” submission pageand “sorry, you arenot eligible” page orrequest Eric/Jeff tocreate for youProcess time: 3-5 daysStep 3Post “sweepsclosed page” whensweeps endsStep 4Prize fulfillmentFollow directions in“Rules of Engagement”doc on UMGD DocArchived siteTHENNotify winner and usepre-written copy from“Sweepstakes WinnersEmail” doc on UMGDDoc Archived siteYear EndAll sweepstakes winner’s with prizing exceeding$600 to receive a 1099 via UMGDMust obtain a signed W9 prior to prize shipment. Must verify legitimacy of EINnumber via your label’s finance dept. 1099 requests must be sent to finance byend of first week of January of year following prize issuance. All 1099’s have tobe sent by finance to winner’s by 1/30/XXRequestor’s responsibility Completed by either requestor or Sweeps admin
  7. 7. Program Types – Basic7Qualifications:Prizes must have a total ARV* < $5kNot involve flyaway (direct shipment of prizes(s) to winner)Fees:$4kDoes not include cost ofprizesAdditional fees will applyfor additional prizefulfillment (i.e. 1st, 2ndplace)RequiredLead Time:6 weeks min.notice tolaunch dateAdditionalRequirements:Provide planned method of payment(Fastrac, interdepartmental account fundtransfer, etc.) for admin fees and prizefulfillment/prizingPrizing must be received by admin 1 weekprior to sweeps launch dateIf UMGD to secure prizing – provide theproposed advertising trade value of thepromotion to the artist*ARV = approx. retail value
  8. 8. Program Types – Flyaway8Qualifications:Prizes must have an total ARV* < $5kIncludes air transportation (possible transportation) and hotel for a futuredate within the USFees:$6kDoes not include costof prizesAdditional fees willapply for additionalprize fulfillment (i.e.1st, 2nd place)RequiredLead Time:6 weeks min.notice tolaunch dateAdditionalRequirements:Provide planned method of payment(Fastrac, interdepartmental accountfund transfer, etc.) for admin fees andprize fulfillment/prizingProvide onsite contact name, phone #,and email address for prize / eventinvolving artist concert tickets, meet ngreets, or any other winner activityPRIOR TO launch or sweeps won’tlaunch*ARV = approx. retail value
  9. 9. Program Types – Super Flyaway9Qualifications:Sweeps ARV* $5k - $25kRequires UMGD senior staff approvalIncludes a trip outside of the US and ONLY IF pre-approved by Sweeps admin team(entrants only coming from the U.S.)Est. Fees:$9k$8k + $1k tobond/register in statesrequiringDoes not include cost ofprizesAdditional fees willapply for additionalprize fulfillment (i.e. 1st,2nd place)RequiredLead Time:8 weeks min.notice tolaunch date*Can work with UMGD &Ventura to co-manage/fulfill forsome cost/time savingsAdditionalRequirements:Provide planned method of payment(Fastrac, interdepartmental account fundtransfer, etc.) for admin fees and prizefulfillment/prizingProvide onsite contact name, phone #, andemail address for prize / event involvingartist concert tickets, meet n greets, or anyother winner activity PRIOR TO site designand rules finalization or sweeps will notbe built or launched*ARV = approx. retail value
  10. 10. Non-DIY Sweeps - Process10Step 1Requestor emailsSweeps admin tosee if we canaccommodatebased onscheduleIf we canaccommodate:Dates and prizedetails sent toEric/Jeff/Stephanie forrules creationLead time: 6 weeksRequestorprovides all artistartwork and copydue to Eric/JeffLead time: 6 weeksStep 2Proposed sitemock up and rulessent to Requestorfor review andapprovalRequestor reviewsand provides 1collective email ofallupdates/changesneededRequesterprovides methodof payment forsweeps adminand prizingStep 3Admin posts“sweeps closedpage” whensweeps endsAdminselects/notifieswinner(s)Step 4Prize(s) fulfilledSweeps wrapdeck provided byadmin torequestorProcess time: 5 daysYear EndAll sweepstakes winner’s with prizing exceeding$600 to receive a 1099 via UMGD
  11. 11. 11Templates In the WorksGolden TicketEnter with PurchaseInstant Win
  12. 12. Please contact Stephanie Timberlake, Director of PM @952-525-4601 prior to committing to a sweepstakes thatinvolves:12Misc. SweepstakesSpirits or BeerTargeting or inclusion of children under the age of 13State specific bonding and registrationState specific advertising restrictionsOverall print, POS, TV and radio advertising
  13. 13. Social Sweeps – General “Rules” to Follow13 Don’t use Facebook’s features (likes, comments, shares, orphoto voting) as a form of entry Don’t contact winners inside Facebook Discourage posting the same Tweet repeatedly Ok to contact winners inside Twitter via DM Rules must be included in tweets announcing promotion Don’t make people pin or repin the sweepstakes rules Don’t ask users to vote with pins, repins, boards or likes Rules must be included in post announcing promotion Select a unique hashtag to track entries You can contact winners inside Instagram Rules must be included in post announcing promotion
  14. 14. APPENDIX14
  15. 15. 15Based upon previous experience:• Average flyaway for two within the U.S., two nighthotel• No transportation: $2,000 cost of prize + $6,000for sweeps = $8,000 total• With transportation: $3,500 cost of prize +$6,000 for sweeps = $9,500 total• Average “Super” flyaway for two to another country• $6,000 cost of prize + $8,000 for sweeps + $1,000to bond and register = $15,000 totalAverage Sweeps Costs
  16. 16. Additional Resources16UMGD Doc Archive: www.gotdownloads.com/docs- username: umgd_d2c- password: Market!ngSweepstakes rules templates• DIY Sweepstakes Rules template• Facebook Sweepstakes Rules template• Twitter Sweepstakes Rules template• Sweepstakes Winner Contact Email template• Sweepstakes Winner Affidavit of Eligibility and Publicity Waiver• Sweepstakes Winner W9• Templates in the works – “Golden Ticket,” “Entry with Purchase” and“Instant Win” rules templatesCode templates for ExactTarget landing pages• Sweepstakes Forms• Thanks You and Sorry/Closed pages
  17. 17. 17Sample W-9 Form
  18. 18. Questions?18UMGD CRM -Design/Hosting andDataCollectionQuestionsMoujan ArmandpourEric RoeJeff WoodBridget Ferris (social)CorporatePartnershipor GeneralSweepstakesand / or LegalQuestionsStephanieTimberlake

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