Table of Contents
Last updated: July 2014
The TAFN Wishing Well is an initiative run from time to time for the purpose of granting a wish to one or more of the organisation’s members. When the scheme is run those eligible are invited to submit details of a wish that they would like granted to the Scheme organisers and then one or more wishes will be drawn at random, and the cost of implementing those wishes will be met by TAFN.
The remainder of this document is designed to explain the scheme, the rules and to provide guidelines as to how the initiative should be implemented to ensure fairness to all.
This document contains the following sections:
- Who is Eligible?
- What is a wish defined as?
- Who are the scheme organisers?
- How the scheme is run.
- Other important information.
p> Any person who has been a full member for at least six months on the date that the scheme is opened is eligible to submit a wish. See the other Important information section for some exceptions.
p> Participants may wish for one item or service that can be purchased new from a legitimate business up to the value specified when the scheme is opened. This value was set at £1000 when the scheme was first run but may vary each time the scheme is run at the discretion of the executive committee. For Overseas members a list of the foreign Currency values for the most popular countries will be included with the notice when the scheme is opened. Some examples of acceptable wishes include:
- a computer
- a Television
- a sofa
- a hot air balloon ride
- a holiday
- membership fees for a year to a sailing club
- theatre tickets
- a beauty spa weekend
- piano lessons
- a microwave
This is not an exhaustive list and is only a guide to the kind of things participants can wish for. For more detailed information please read the other important information section.
Who Are the Scheme organisers?>
Three People are responsible for running the scheme:
- The first person, the administrator, is responsible for receiving and verifying all the prospective wishes from members.
- A second person, the draw organiser, will be responsible for locating someone external to the organisation to conduct the draw. This person will also be present when the draw is made.
- The third person, the Checker will be charged with verifying that the Administrator returns the correct names when given the number or numbers drawn.
Additionally a fourth person called the impartial member will be needed if the draw is to be prerecorded.
How is the scheme run?>
Prior to the scheme being opened the executive committee will do the following:
- Appoint the Scheme administrator and the draw organiser.
- Choose a maximum value for the wishes.
- Choose a date for the results of the draw to be announced to the membership.
- Choose a date for the scheme to open.
- Choose a date that the scheme will close. This must be at least 14 days after the scheme is opened.
Opening the Scheme
On the Chosen day the Exec will open the scheme in the form of sending an email to both the main and announce mailing lists. this email must provide the following information:
- Notification of the opening of the scheme.
- Notification of the names of the administrator and the draw organiser and their roles in the scheme.
- Notification of who is eligible.
- Notification of the maximum value of wishes.
- A list of the equivalent values in the 5 most popular currencies to aid overseas members.
- Explicit details of the information needed to submit a wish.
- Notification of the closing date for wishes to be submitted by.
- Notification of the date of the announcement of the draw.
- The email address to send wishes to.
- Notification that persons intending to submit a wish should read this terms and guidance document thoroughly prior to making their submission. This document is available by email upon request or on the website.
Members will then submit their wishes to the scheme administrator ensuring they include specific details of:
- what they are wishing for
- where it can be obtained from including contact details
- how much it costs
- The scheme administrator will acknowledge receipt of each wish and will verify the details of the wish to ensure it meets the guidelines of acceptable wishes.
- During the time that the scheme is open the Exec will send at least one additional email to the main and announce list to remind people of the scheme and of the date when it closes. This reminder should include all of the information sent out in the original email that was used to open the scheme.
- When the scheme closes the scheme administrator will create a list of all the wishes and number them sequentially starting from the number 1. They will keep this list private and not share it with anyone until the time comes to pass a copy of it to the checker. They will inform the draw organiser how many wishes there are in preparation for the draw.
- The draw can be done in anyway that demonstrates that the person doing the draw is selecting a number at random from those available, For example drawing numbers from a hat or simply being asked for a number between 1 and the total numbers of wishes submitted. The progress of this happening must be audible to those in the room on the communicator at the time.
- The draw may either be done live at the event where the wishes to be granted are announced, or prior to this event and pre-recorded at the convenience of the person drawing the numbers.
- If the draw is pre- recorded then the Scheme Administrator must not be present. The draw organiser will select an impartial member to attend the event to be able to confirm that the numbers they hear drawn are the numbers that are returned later at the time of the announcement to the members. This impartial member should make a note of the numbers drawn and the sequence they were drawn in.
- If the draw is pre-recorded then 10 numbers will be drawn for use at the time of the announcement to the members to ensure that the procedure outlined in the points below can be completed.
- Immediately prior to the announcement of the results of the draw the Scheme Administrator will select one person present to be the checker. The Scheme Administrator will email the list of names and numbers to The Checker so that when the names are referenced from the numbers it can be confirmed to have been done correctly.
- At time of the announcement to the members a number will either be drawn live or replayed from the recording. If the draw was prerecorded the impartial member present at the draw will be asked to confirm that the number returned by the recording was indeed the correct number drawn at the time.
- The Scheme Administrator will text the name corresponding to the number drawn to the checker for them to confirm that they have selected the correct person. The Checker will verbally confirm to the room that the Scheme Administrator has correctly referenced the right name.
- The Scheme Administrator will then announce the name of the person having their wish granted and the details of the wish itself excluding the monetary value.
- The Scheme Administrator will privately examine the value of the wish and if it is less than 50% of the maximum amount set by the Executive Committee, they will ask for an additional number to be drawn or retrieved from the recording.
- The organisers will repeat steps 16 through 19 until the total value of all wishes to be granted exceeds 50% of the maximum amount as chosen by the Executive Committee.
- The scheme organisers will then furnish the treasurer with details of the winners and their wishes, whereupon he or she will arange to purchase the products or services wished for through TAFN on their behalf as quickly as possible, consulting with the winners and draw organisers where necessary.
Other important information.3>
- Any Member on a ban on the date the scheme opens or having served a ban in the 6 months prior to the date of the scheme opening may not submit a wish.
- If any member submits a wish and is then subsequently banned or leaves the organisation their wish will not be entered into the scheme.
- The Scheme Administrator and the Draw Organiser or any members related to them may not submit a wish.
- Executive committee members may submit a wish provided they are not scheme organisers or related to scheme organisers.
- No member may submit a wish if they have had a wish granted in any Wishing Well scheme within the last 7 years.
- Participants may only wish for one item or service. Membership to a club or class for a given period or a number of lessons of one type up to a given financial value counts as one service, subject to the provisions in the rest of this document. If buying a holiday however, members will need to make their own travel insurance and accomodation arangements, unless the holiday is all inclusive. Likewise, if wishing for a computer or mobile phone, participants will need to be prepared to purchase any accessories seperately unless they are already included in the price of the device.
- Participants may not wish for money or any similar direct money replacement such as Vouchers, traveller’s cheques, electronic funds etc.
- Participants may not wish to have a product or service provided to any other person except when they are accompanying them as part of an experience or holiday.
- Participants may not wish for someone else to have their wish granted.
- Any product wished for must be new and not previously owned.
- Any product or service wished for must be from a reputable and legitimate business. (E.g. It is not acceptable to say that your aunt nora is going to give you singing lessons unless it can be shown that your aunt is a professional singing tutor and conducts a business providing such services to the public.).
- A wish may exceed the maximum value as set out by the executive committee but TAFN will only provide funds up to the maximum, and will do so only directly to the supplier with the balance being funded by the wisher from other means. TAFN will only provide the funds on confirmation from the supplier that the remainder of the monies have already been received.
- If a participant’s wish is granted, their name and the details of their wish will be made known to the membership but the monetary value will only be known to the scheme organisers. The use of the winning participant’s name and / or a photograph connected to them in some way receiving your wish may be requested and used by TAFN to advertise future schemes or to raise the profile of the organisation to the public.
- If during the process of attempting to honour the wishes to be granted it transpires that the value of the wish has fluctuated due to changes in exchange rates or supplier price rises, TAFN will agree to meet the new price up to a maximum change of 10%. IF the price has fluctuated more than 10% the member will be expected to seek alternative funding to meet the rest of the difference. For example if the original value of a wish was £1000, but at time of honouring the wish due to exchange rate fluctuations the value would now be £1150, TAFN will grant the wish to the value of £1100 which represents the original £1000 + the 10% change amounting to an additional £100. The member would be expected to find the remaining amount of £50. As in wishes that have an original value of greater than the maximum amount, TAFN will only pay the supplier once they have confirmed that they have received the remaining funds from other sources.
- If at time of attempting to honour the wishes to be granted the product or service is no longer available from the supplier, then it will be the responsibility of the winning member to try and find an alternative supplier. If no alternative supplier can be found then the member will be asked to choose a different product or service to the value of the original wish. If they are unable or unwilling to do this the wish will remain unhonoured, no cash alternative will be offered.
- The scheme Administrator and the Draw Organiser will be appointed by the Executive Committee and must have been full members for at least one year prior to the scheme opening.
- The Scheme Administrator and the Draw Organiser may not be living together or related to each other in any way.
- The Checker may not be related to or live with the Scheme Administrator.
- The impartial member chosen to be at the recording of the draw may not be related to or living with the Draw Organiser.
- Members may not serve as scheme organisers for consecutive schemes. Each time the scheme is run the people running it should be different from those running the preceeding one. Members may return to being scheme organisers for later schemes but not for consecutive ones.
- The names of the scheme organisers will be made known to the membership when the scheme is opened.
- The person drawing the numbers must not be a member of, related to a member of , live with a member of or be connected with TAFN in anyway.
- The scheme organisers have the right to refuse any submitted wish if it believes it to not be verifiable as from a genuine supplier, or if it is not in keeping with the spirit in which the scheme is intended.
- The total level of financial exposure for each scheme can be calculated as 165% of the maximum wish value determined by the Executive Committee. This allows for the mechanics of the scheme to draw multiple wishes and also for fluctuations in price as detailed elsewhere in this document. For example the limit is set at £1000 and the first wish out is valued at £500. A second wish is drawn and has a value of £1000. Both wish values have changed from their original due to price fluctuations and now have incurred an extra 10% to each wish making the values now £550 and £1100. The total amount paid out will be £1650 which is 165% of the maximum wish value.
Scheme Administration rules
The scheme organisers or the executive committee reserves the right to withdraw the scheme at any time if it feels the fairness of the scheme has been compromised.
The executive committee reserves the right to withdraw the Wishing Well scheme at any time if it feels that a change in circumstances has meant that continuing the scheme may place the organisation at financial risk.
The Executive Committee may alter these terms at any time except whilst a scheme is running.