Background

From time to time, the ASTW hosts events at which there are prize giveaways, which can be either through games of skill or chance. These guidelines provide a framework for ensuring equity and transparency in the process.

Guiding principles

It should firstly be noted that there is usually no requirement that an event sponsor provides a prize unless it is a criteria of being a sponsor (e.g. at a trivia night). However, if a prize/s are to be awarded, given that the ASTW is an inclusive society with a variety of members (including writers, digital publishers, PRs and alum), all members attending an event should be able to enter the draw. Note that guests and non-members are not eligible to enter prize draws.

If a sponsor wants to award a prize to writers only (such as a trip or other travel product in anticipation of it being reviewed and featured in future stories or blogs) then there must also be a separate prize for the PRs and alumni (who would not be in a position to so extensively promote the prize). This secondary prize could be of lesser value (examples include tech gadgets, beauty products, alcohol, food etc).

Games of chance

Prizes offered for games of chance at events hosted by the ASTW are generally of low value, and as the ASTW is a membership association, respective state lottery permits should not usually be required. Should the value of the prize be significant, it is the responsibility of the event organiser to understand the relevant requirements and ensure that they are followed. If the event organiser is unsure, advice should be sought from the secretariat in the first instance (secretariat@astw.org.au).

If a sponsor wishes to include a prize draw as part of the event, discussions should be held with the relevant event coordinator during pre-event discussions and included on the relevant paperwork. No prize draws will be conducted at any event without prior permission from the ASTW.

The procedure for ‘lucky draw’ prizes is as follows:

  • Sponsors will need an ice bucket or similar receptacle for the members’ business cards.
  • If there is just one prize for all member attendees on the day, then a sign should be printed that says: ‘All ASTW members’.
  • The sign for any prize exclusively for writers/digital publishers should read: ‘ASTW writers and digital publishers’ only.
  • Any separate prize for PRs and alumni should read: ‘ASTW PRs and alumni’.
  • The ice bucket should be at the sign-in desk (with the signs next to each receptacle), so all attendees can see the vessel/s on arrival.
  • Should late entrants attend an event where a prize is on offer, they should have the opportunity immediately prior to the draw to put their business card in.
  • Any terms of the prize/s should be made clear prior to the draw (e.g. date to be used by, if non-transferable etc).
  • The draw must be conducted at the event and in full view of all present. The first person drawn out is the winner. In the case of multiple prizes, the prize must be stated before the winner’s name is drawn out.
  • Any disputes should be raised immediately with the event coordinator, and if not present, then with an ASTW board member who is present. The ASTW board reserves the right to review the outcome of any dispute at a later date. 

Games of skill

Occasionally (e.g. at the ASTW’s trivia night) games of skill are offered. This could, for example, take the form of a sponsor talking about their offering, and the entrants having to recall information from it in an elimination contest. 

The procedure for such games of skill is as follows:

  • All questions and answers relating to quizzes must be written down on sheets of paper clearly marked with the individual or team’s name on top.
  • Any additional questions for special prizes must be written on a sheet of paper on which the individual or team can record their name/s and answers.
  • No verbal questions and verbal answers are to be allowed for large-scale prizes (e.g. high-value travel product).
  • A record should be kept by the event coordinator of all contestants and their answers.
  • If a prize for a small gift relies on a ‘hands-up first’ display to win, then this procedure must be clearly mentioned by the host before it happens. All efforts will be made to ensure the correct winner is awarded the prize.
  • Alternatives to the display of hands method for awarding prizes include, for example, pulling names from a hat, or spinning a wheel.

Transparency

The ASTW will share these guidelines with the sponsors of events and providers of any prizes as part of the initial process undertaken by the event coordinators, and prior to approval by the ASTW board. They will also be published on the ASTW website.

Last updated September 2022