Contest winners corespondence
Last year there was a "Correspondence to contest winners" document sent to all contest chairmen.
Is there a New version of this that we should use or can we use the old one? Or did I miss it?
It went something like this:
Correspondence to contest winners
It will be the responsibility of the contest chairmen to notify the contest winners who is supplying their prize. The contest chairmen will also be responsible for notifying the prize provider of the name and contact information of the person to whom they are to deliver their prize. For simplicity and consistency please use the following procedure to accomplish this.
Once the contest has ended notify Curtis (Mesquiteman) that the contest has concluded. Within 24 hours Curtis will send you a spreadsheet that contains all the information provided on the Contest Entry Forms that were submitted for your contest.
Please send the following text, edited and specific to the contest and winner, to the winner(s) in either a PM or email, whichever is applicable.
Congratulations (contest winner)! You are the (1st, 2nd, 3rd, 4th) place winner of the 2015 Birthday Bash (name of contest). You have won (describe prize) provided by (name of provider). I will use the information on the Contest Entry Form that you completed to provide (name of provider) with only the information needed for them to deliver your prize to you. If you have not received your prize, nor been contacted by (name of vendor) within 14 days please immediately notify Jeff Brown, screen name Jeff. He will contact (name of vendor) on your behalf and find out why delivery has been delayed. Please do not delay if this notification is necessary.
When you do receive your prize we hope you will take the time to write a quick PM or email to (name of provider) thanking (him, her, them) for the prize donation and their support of the IAP. Prize donors like to know that their support is appreciated and this one courtesy might positively encourage continued support from this donor in the future.
When you receive the requested information from Curtis send the following text to the prize provider by PM or email, whichever is applicable.
(Name of prize provider),
Thank you for your donation of (describe prize) to the IAP 2015 Birthday Bash. Your support allows the IAP to further its mission of recognizing pen making as a craft with unique and distinctive character and allowing pen makers to enhance their skills, share experiences and promote the art of pen making.
The prize you donated has been won by (name of winner). Please ship the prize to (first name of winner) at (street address or email as needed). I know (he / she) is anxious to receive it.
Please know that I and the management of the IAP are very appreciative of you support. The Birthday Bash would not be the showcase event that it is without your generous support. Thank You!
Sincerely,
(your name)