Prizes and Giveaway Guidelines
Prizes or giveaways can be used as incentives to get students to get involved, attend events, enter contests, or enhance your social media presence. All prizes must be approved by Student Life prior to purchase. After your giveaway is approved, you can begin the giveaway process.
Gift card prizes
When you’ve selected the winner(s) of your prize or giveaway, request gift cards by completing the Society Gift Card Request Form. Gift card amounts and vendors (where the gift card is purchased from) must be approved by Student Life before your event.
Inform the winners of your contest or giveaway that they’ve won and that they’ll receive the gift card directly from Student Life.
T-shirt prizes
If you’ve chosen to use a society T-shirt as your prize, provide the winner’s first & last name and Gryph Mail email address to your Student Life Staff Advisor, who will let you know what arrangements need to be made for the winner to get their prize.
- Determine eligibility: Who can enter your contest? Is the contest open to all University of Guelph-Humber students, or strictly members of your society? Can students enter multiple times?
- Announce your contest to the eligible participants and begin collecting entries either physically (on paper ballots) or electronically. Collecting entries electronically (we recommend using Qualtrics) is a great way to validate and keep track of student entries. You might also announce a contest during a smaller time frame, at a specific in-person event. This can be done by asking each person to fill out a ballot, or provide tickets with numbers (remember to keep one side of the ticket for drawing purposes!)
- Selecting a winner can be done using a random generator such as www.random.org. Keep a copy (like a screenshot) of your process just in case. When drawing in person, ask a member to come up to draw a winning name!
- Transfer of the prize should also be documented, and can be done via a declaration form that the winner can sign once he or she has physically received the prize. You can also snap a photo which can be used on your social media pages. To simplify the prize transfer process, you can arrange for the prize to be left in GH108, where the winner can bring photo ID (such as their student card) and sign the declaration form in person.
- Compile all documentation and discard ballot entries appropriately (there is a shredder in GH108). Your documents can be saved in your society’s folder for future executives to refer to later on. Email the documents to life@guelphhumber.ca or bring them to GH108 in order for them to be scanned and saved.