Roadshow QR Lucky Draw Requirements in Singapore

A roadshow QR lucky draw may look simple to participants: scan, enter details and receive confirmation. The operating requirements are less simple. The journey can involve venue connectivity, eligibility rules, personal data, duplicate controls, prize conditions, winner selection and frontline support across multiple locations or dates.

A useful requirements brief should define what must happen, who is responsible and how each outcome will be accepted. It should not begin with a preferred platform. Get Out! Events can scope the participant journey, guest communications, roadshow operations and suitable delivery through GO Labs, with technical outcomes dependent on the agreed brief and selected tools.

1. Define the campaign boundaries

Start with the operational facts that affect every later decision. State whether the activation runs at one venue or several, whether entries are pooled across the campaign, and when participation opens and closes. Record the expected operating hours, anticipated traffic pattern, prize structure and target participant groups.

• Locations: list every venue, booth position and relevant venue restriction.
• Campaign period: define opening and closing timestamps, including the applicable time zone.
• Entry method: state whether one QR code serves the whole campaign or whether codes vary by outlet, promoter, day or creative.
• Eligibility: document age, residency, purchase or attendance conditions without relying on staff interpretation.
• Draw structure: specify instant, scheduled or campaign-end selection and whether prize pools differ by location.

If QR entry is also connected to attendance verification, separate lucky draw requirements from roadshow QR check-in requirements. The two journeys may share data, but they should have distinct purposes and acceptance tests.

2. Map the participant journey

Describe every participant-visible step from seeing the QR code to receiving the final status. Include the landing page, instructions, required fields, validation messages, consent choices, submission response and any follow-up communication. Specify what happens when a participant scans twice, enters invalid information or returns after completing an entry.

Functional requirements

• The QR destination opens on current mainstream mobile browsers without requiring an app download, if browser-based participation is selected.
• The page identifies the campaign and explains the entry conditions before submission.
• Required and optional fields are clearly distinguished.
• Validation messages explain how to correct an error without clearing valid information unnecessarily.
• A successful submission produces an unambiguous confirmation.
• Duplicate handling follows a documented rule, such as one accepted entry per verified identifier, transaction or campaign period.
• Closed, paused and unavailable states display appropriate participant instructions.

Do not use duplicate prevention as a vague requirement. Name the identifiers available, their limitations and the expected treatment of shared contact details. Controls should be proportionate to the campaign and feasible with the selected process.

3. Separate eligibility, consent and data requirements

The brief should list each data field and its operational purpose. Avoid collecting information merely because a template includes it. Identify which information supports eligibility, winner contact, fulfilment, campaign reporting or optional marketing communication.

Consent language, privacy notices, retention decisions and cross-border processing questions should be reviewed by the campaign owner and appropriate advisers. Suppliers can implement an agreed journey, but the requirements document should not assume that a particular design is automatically compliant. Marketing consent should not be bundled into participation unless the approved campaign basis supports that approach.

Acceptance criteria

• Participants can access the applicable notice before submitting information.
• Optional choices are presented separately from fields required to administer the draw.
• The recorded entry contains the necessary timestamp and campaign reference.
• Access permissions and export responsibilities are assigned to named roles.
• The post-campaign handling process, including retention or deletion instructions, is documented before launch.

4. Specify accessibility and roadshow conditions

A QR-only path can exclude participants who cannot scan, use a small touchscreen or maintain a stable connection. Define an assisted-entry process and decide whether staff may enter information on a participant’s behalf. The alternative should preserve the same eligibility and consent rules.

Set requirements for readable type, sufficient contrast, labelled fields, logical keyboard navigation and plain-language errors. Test screen-reader behaviour where it is relevant to the chosen implementation. Printed QR codes should be sized and positioned for practical scanning, with adequate contrast and a short readable destination or staff instruction as a fallback.

Roadshow conditions also matter. Document available power, Wi-Fi, mobile coverage, device ownership, cleaning, charging and storage. If connectivity may be unreliable, specify the required failure message and escalation process. Do not assume offline entry is available unless it is explicitly designed, tested and reconciled.

5. Define draw controls and winner operations

State when the eligible entry set is finalised, who approves it and how disqualified or incomplete entries are treated. Define authorised draw operators, observer requirements, redraw conditions and the records required by the campaign owner. The selected method should align with approved terms and operational constraints.

Winner handling needs its own workflow. Specify the contact channels, response period, identity or eligibility checks, prize acknowledgement, unsuccessful contact procedure and reserve-winner process. For a mall-based activation, venue rules may change the operating plan; see the separate guide to a mall campaign QR lucky draw in Singapore.

6. Test realistic cases before launch

Testing should use approved staging data and representative devices. Record the expected result for each case and assign responsibility for resolving failures.

1. Happy path: an eligible participant submits valid information and receives the correct confirmation once.
2. Invalid input: missing or malformed information produces a useful field-level message.
3. Duplicate attempt: a repeated entry receives the response defined in the rules.
4. Boundary time: entries immediately before and after opening or closing are handled correctly.
5. Weak connection: interruption during submission does not create an unexplained participant state.
6. Accessibility: the journey can be completed using the agreed assistive methods.
7. Staff escalation: promoters can identify and report an incident without improvising a workaround.
8. Winner process: authorised users can follow the approved selection, verification and redraw sequence.

Requirements checklist

• Campaign dates, venues, entry windows and prize pools confirmed
• Eligibility and duplicate rules approved in plain language
• Participant screens, messages and fallback states documented
• Data fields mapped to stated purposes
• Consent, notice and retention instructions approved
• Accessibility and assisted-entry route tested
• QR artwork, placement and destination verified
• Connectivity, power, devices and staff ownership confirmed
• Draw authority, eligible dataset and redraw rules defined
• Winner contact and prize fulfilment responsibilities assigned
• Device, browser, timing and failure test cases passed
• Incident escalation and post-campaign handover documented

Use this checklist as a procurement baseline, then require each proposed approach to identify assumptions, exclusions and dependencies. That makes comparison more useful than asking whether a supplier “supports lucky draws.” A well-scoped brief connects the participant experience to roadshow staffing, approved campaign rules and verifiable acceptance criteria.