Introduction
Ball drop fundraisers are a visually exciting, high-engagement way to raise money for nonprofits. Each ball corresponds to a ticket, and as balls drop, winners are revealed in real time. Moving this online, or building it into a hybrid event, helps nonprofits reach more donors while keeping the excitement.
Step 1: Understanding Ball Drop Fundraisers
- Each ticket purchased is assigned to a numbered ball.
- Balls are dropped virtually or in person for the drawing.
- Events can include multiple winners, progressive jackpots, or prize tiers.
Why it works:
- The visual, real-time drop creates repeat participation.
- Seeing the drawing happen builds donor engagement.
- It works for both online and in-person audiences.
Step 2: Legal Considerations
- Check your state’s charity gaming laws.
- Make sure ticket rules, disclosures, and age restrictions are clear.
- For a regulated prize, confirm your processor allows it. Flux and Fortis via Authorize.net are built to allow regulated categories like wine, bourbon, cigars, and firearms; Stripe and Square are not.
Step 3: Set Your Fundraising Goals
- Determine ticket price and any bundle offers.
- Define the sales period and cutoff time for eligibility.
- Decide on the number of balls and the prize structure.
- Set progressive or static jackpot rules.
Tip: use results from prior events to guide your ticket pricing and jackpot plan.
Step 4: Choosing the Right Software
Look for:
- Real-time ball drop visualization
- Automated ticket assignment
- Hybrid sales for cash, check, and online purchases
- Software built to handle high-volume traffic without falling over
- Transparent, audit-ready reporting
A lot of free tools can’t simulate an interactive event like a ball drop at all, tend to struggle under high traffic, and rely on a preselected tip that reduces donor participation. Chance2Win’s ball drop and duck race software automates ticket assignment and the drawing itself, and reconciles online and offline sales in one report.
Step 5: Marketing Strategies
Online promotion:
- Email campaigns with countdowns and jackpot updates
- Social posts showcasing balls, prizes, and past winners
- An event-specific landing page
- Highlighting past event results and impact
Hybrid event tips:
- Collect in-person cash and check ticket sales
- Sync offline and online sales in real time
- Stream the ball drop online so remote supporters can watch
Step 6: Launching Your Ball Drop Fundraiser
- Set up balls, ticket assignments, and prize rules.
- Set the sales window, ticket pricing, and bundle options.
- Test online and hybrid flows before you launch.
- Make sure confirmations and digital tickets go out promptly.
- Communicate the drawing schedule and rules clearly to donors.
Pro tip: real-time updates on ticket counts and jackpot totals create urgency and drive sales.
Step 7: Optimizing the Donor Experience
- Mobile-friendly checkout
- Clear instructions for ticket bundles
- Transparent drawing rules
- Skip the forced tip
- Instant confirmations and digital tickets
A simple, mobile-first checkout has a direct effect on conversion and overall results.
Step 8: Running the Drawing
- An automated or live ball drop with real-time visualization
- Multiple winners or tiered prizes shown transparently
- Hybrid draws that include offline ticket holders
- Recorded results for reporting and audits
Step 9: Post-Event Follow-Up
- Thank participants through email and social media
- Share winners and overall results
- Collect feedback for the next event
- Archive your reports
A good post-event experience encourages repeat participation and long-term donor loyalty.
Step 10: Scaling Ball Drop Fundraisers
- Run multiple ball drop events at once
- Raise ticket pricing for higher-value prizes
- Add hybrid sales to reach more donors
- Use software built to handle a large number of concurrent ticket purchases
Conclusion
Ball drop fundraisers combine visual excitement, real-time engagement, and hybrid accessibility. Getting the most from one takes attention to legal requirements, smart ticket pricing, a smooth donor experience, software that can handle the traffic, and transparent reporting.
See how Chance2Win’s ball drop and duck race software works, or read more about running a hybrid raffle.
Related reading: duck race fundraisers, a similar outdoor format.
Related reading: duck race fundraisers, a similar outdoor format.
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