Campaign record template
A simple way to write down what happened in a free giveaway.
Use this as a handover checklist or the start of your giveaway record. It helps an agency save the details, decisions, and source material needed to explain how a winner was picked.
Copy this structure
One simple record, from setup to winner.
Fill these headings in with the promoter’s own information. Do not put people’s private details into a version you plan to share unless you have a good reason and permission to do so.
A. Giveaway details
- Giveaway name
- ________________________________
- Promoter and contact
- ________________________________
- Prize and value
- ________________________________
- Giveaway dates and time zone
- ________________________________
- Where it ran and who could enter
- ________________________________
- How people entered and campaign channels
- ________________________________
B. Rules and entry source
- Where the rules were published and which version
- ________________________________
- Who checked the rules
- ________________________________
- Where the entry list came from (CSV export, Facebook post, Instagram post, other)
- ________________________________
- When the list was exported or imported
- ________________________________
- Owned post URL or Meta Page used, if applicable
- ________________________________
- Who can see the entry data
- ________________________________
C. Final entry list
- Number of entries imported
- ________________________________
- Duplicates or entries removed
- ________________________________
- Number of people who could win
- ________________________________
- When the final list was saved
- ________________________________
- Who checked the list
- ________________________________
D. Picking and contacting the winner
- Date and time the winner was picked
- ________________________________
- Method used to pick the winner
- ________________________________
- Winner and entry reference
- ________________________________
- Reserve winners, if used
- ________________________________
- Evidence pack or certificate reference
- ________________________________
- Notes on contacting the winner and sending the prize
- ________________________________
How PromoProof helps
Turn this list into a record that is easy to manage and keep.
PromoProof gives agency teams one workspace for the giveaway details, rules, entry list, list checks, winner selection, and evidence files. The promoter still owns the giveaway and its responsibilities.