Preparing for a nonprofit fundraiser involves more than choosing a prize or printing tickets. A clear file of event and prize records can make your conversation with a qualified tax professional more productive.
This article is a general organizational checklist, not legal or tax advice. It does not determine whether your organization must file Form W-2G, use another reporting path, or withhold tax. Consult a qualified tax professional who can review your organization's circumstances and the current requirements before you select a reporting approach or distribute a prize.
Build a file your tax professional can review
Consider keeping the following materials together as a practical starting point, not as a complete list of legally required records:
- The organization's name, contact person, and event dates.
- A copy of the event description, participation terms, and ticket materials.
- The ticket price and a record of ticket sales, payments, and any relevant adjustments.
- A description of each prize, whether cash or noncash, and documents supporting its stated value.
- Donation receipts or correspondence for donated prizes.
- The award date, recipient contact details, and a record of delivery or acknowledgment.
- Notes about unusual circumstances to discuss with your adviser, such as shared prizes or a recipient outside the United States.
Ask your tax professional what additional information is needed and how long to retain it. Agree on a secure process for any sensitive identification or tax information they request. Do not put that information on a publicly visible ticket, winner announcement, or shared volunteer document.
Bring questions, rather than choosing a form by guesswork
Ask your tax professional:
- Based on the actual event and recipient details, is Form W-2G relevant, is another reporting path appropriate, or is no information return required?
- What current instructions and tax year should we use?
- How should we document the value of a noncash or donated prize?
- Is any withholding involved, and what must be arranged before the prize is delivered?
- What recipient information, filing dates, delivery methods, and records apply to our situation?
- Who will prepare, review, and submit any required forms and provide copies to recipients?
- Which state or local authorities should we consult separately?
Start with official IRS resources
For source material to discuss with your adviser, use the IRS About Form W-2G page and the Instructions for Forms W-2G and 5754. The instructions also point tax-exempt organizations to Publication 3079, Tax-Exempt Organizations and Gaming.
These links are reference materials, not a determination that a particular form applies to your organization. Have your tax professional check the current materials for the relevant tax year. This article does not summarize state or local rules or establish that an event is permitted in any jurisdiction.
Plan the paperwork before buying supplies
Before ordering tickets or paper, decide who will maintain the event records, who will coordinate with your tax professional, and where supporting documents will be kept. Keep a sample of the final ticket alongside your event materials so the team has one consistent reference.
If you are comparing production options, you can review our raffle ticket-making software for PCs and perforated raffle ticket paper. Those are ticket-production tools, not tax-reporting services or substitutes for professional advice. Settle the recordkeeping and review process first, then choose the supplies that fit your event.
A well-organized file will not answer every reporting question, but it gives your tax professional the facts needed for a useful review.