Sweepstakes Administration & Promotion Management (new)

Sweepstakes and Promotion Administration

Turn-key solutions for brands, agencies and small business.

Sweepstakes and contests are a cost effective way to increase awareness for your brand, gather information on target demographics and motivate participants to visit your business or website.

Understanding the various components of the promotion (such as method of entry, eligibility and awarding prizes) helps us to better advise on legal compliance and provide a detailed list of services and pricing based upon your actual needs.

Not only are they are your “contract” with the public, official rules let state regulators know you’re running your sweepstakes or contest by the books (and, they’re required by law). We are experts at creating official rules for a variety of sweepstakes, contest and game structures.  We write official rules with your marketing goals in mind, ensuring the promotion structure is legal, fair and consistent with the industry standard.

Required when total prize pool exceeds $5k and game of chance is open and advertised to residents of Florida, New York and Rhode Island.

However, your sweepstakes structure will be the deciding factor. If you have multiple entry periods, certain eligibility requirements or limitations, or other structure elements not on the beaten path, you may not need to. We'll help you figure it out.

We create contest rules, sweepstakes rules, and terms and conditions for offers, as well as rules for instant win and other games. Our rule origination services include:

  • Development of full Official Rules, abbreviated rules, and required legal disclaimers
  • Offer general information regarding applicable promotional laws and assist in conceptual development
  • Social network and regulated industry compliance

Review advertising and promotional copy for technical accuracy, compliance and proper placement of legal disclaimers. Disclaimers are legally required on all of your promotional advertising – we’ll tell you what size they have to be and where they need to go.

Provide a complete and full legal review of your promotion structure as it applies to the industry, federal, state and local laws.

  • Acquire, complete and file the appropriate state and country paperwork
  • Submit applicable forms and obtain applicable approvals for regulated industries, including but not limited to the Alcohol and Beverage industry
  • Obtain a surety bond to cover total prize pool
  • In lieu of surety bond (if desired), secure escrow agreement and facilitate bank account for escrow funds
  • Notarize and submit winner lists to gaming departments
  • Secure release of bond or escrow funds from states and countries in which promotion is bonded and registered
  • Develop, program and host promotion website and third party application for social network entry
  • Standard microsite (typically includes a 5-page website with home page, online entry form, entry confirmation page, Official Rules page and privacy policy page)
  • Custom microsite (custom built and developed based upon unique promotion specifications)
  • Online games and instant wins
  • Advise on the federal and social channel’s rules and requirements as and assist in developing a structure that both meets marketing objectives while adhering to the applicable regulations.
  • Assist in setting up the entry mechanism and collecting promotion entries (including hashtag based and UGC entries)
  • Create, develop and manage SMS keyword and shortcode and collect entries during promotion period.
  • Provide PO Box for write-in entry collection and collect entries
  • Count, number and bundle entries in preparation of random drawing

  • Data enter entrants first name, last name, address, city, state, zip code, telephone number, date of birth, email address and any other fields collected
  • Provide an Excel file at the end of the promotion inclusive of all data collected

  • Conduct random drawing of winners using auditable Random Number Generator System (RNG)
  • Judge contest entries based upon the pre-set judging criteria outlined in the official contest rules and regulations
  • Notify winners by email or telephone
  • Verify eligibility of winners and assure compliance with Official Rules
  • Develop and prepare an “Affidavit of Eligibility, Liability, and Publicity Release” form (winners with prizes in excess of $600)
  • Develop and prepare a “Travel Companion Waiver” for guests accompanying winners on trips
  • Send appropriate IRS forms to winners receiving a prize in excess of $600 (i.e. IRS Form W-9, IRS Form W8-BEN, etc.)
  • Upon receipt of completed IRS forms, develop, prepare and submit appropriate IRS forms to winners and IRS
  • Research prize options based upon entrant demographic and client budget and provide detailed list of options to client
  • Procurement of trips, cruises, cars, electronics, customized prize packs, etc.
  • Fulfillment includes:
    • Receipt of prizing, inventory
    • Count & log, storage
    • Materials and packing
    • Shipping labels
    • Congratulatory letters
    • Affixing labels and postage and shipping prizes directly to winner
  • Produce, print and distribute promotion game pieces
  • Fulfillment of free game pieces
  • Instant winner verification
  • Develop, program and host interactive online games and instant wins​
  • Legal review of promotion structure to ensure compliance with country’s laws and regulations
  • Development of full Official Rules, abbreviated rules, and required legal disclaimers
  • Official Rules adaptation to suit legal requirements of countries involved  (if your legal team originated rules first)
  • Social network and regulated industry compliance
  • Acquire, complete and file the appropriate state and country paperwork
  • Submit applicable forms and obtain applicable approvals as required by individual country
  • Obtain a surety bond to cover total prize pool, if needed
  • Secure release of bond from states and countries in which promotion is bonded and registered

Translation of promotional documents, including but not limited to Official Rules, creative, advertising, promotion website, notifications, etc.